Writing emails to invite guest speakers requires careful thought and attention to detail. The right words can make the difference between getting a “yes” or a “no” from your target speaker. Each invitation needs to strike the perfect balance between being professional and personable.
These email templates will help you craft the perfect invitation for any speaking engagement. Read on to learn how to write emails that grab attention and get positive responses from potential speakers.
Guest Speaker Invitation Email Samples
Here are 20 carefully crafted email templates you can use as inspiration when inviting speakers to your events.
1. Academic Conference Keynote Speaker Invitation
Subject: Keynote Speaker Invitation – Annual Data Science Conference 2025
Dear Dr. Sarah Chen,
The Data Science Institute at Stanford University requests your presence as our keynote speaker at the Annual Data Science Conference scheduled for March 15-16, 2025. Your groundbreaking research on machine learning applications in healthcare has changed how medical professionals approach patient care.
We expect 500+ attendees from leading academic institutions and research organizations. As our keynote speaker, you would deliver a 45-minute presentation on day one, sharing your insights on any aspect of your current research that you find most compelling. We offer a speaking honorarium of $3,000 plus coverage of all travel and accommodation expenses.
Would you be available to join us as our keynote speaker? We can schedule a brief call to discuss the details at your convenience.
Looking forward to your response.
Best regards,
Professor Michael Roberts
Conference Chair
Data Science Institute, Stanford University
2. Corporate Training Workshop Speaker Invitation
Subject: Speaking Opportunity – Leadership Development Workshop at Tesla
Dear Ms. Rodriguez,
As the Head of Learning and Development at Tesla, seeking exceptional speakers who can transform how our leaders think about innovation and growth. Your proven track record of helping teams break performance barriers makes you perfect for our upcoming leadership workshop.
The workshop takes place on April 5, 2025, at our headquarters in Austin. We need a dynamic 2-hour session focusing on building high-performance teams. Your segment would run from 10 AM to 12 PM, followed by a networking lunch with our senior leadership team.
Please let me know if you would consider this opportunity. Happy to share more details about our expectations and compensation package.
Best wishes,
James Wilson
Head of Learning & Development
Tesla
3. Industry Expert Panel Discussion Invitation
Subject: Panel Discussion Invitation – Future of Renewable Energy Summit
Dear Mr. Thompson,
Your exceptional contributions to solar technology development have caught our attention. We would be honored to have you join our expert panel at the Future of Renewable Energy Summit on May 20, 2025, at the San Francisco Convention Center.
The panel discussion runs from 2 PM to 3:30 PM, focusing on breaking barriers in renewable energy adoption. You’ll share the stage with four other industry leaders, each bringing unique perspectives on sustainable energy solutions. The summit attracts CEOs, policy makers, and investors from across the renewable energy sector.
Can we schedule a brief call next week to discuss this opportunity? We offer a generous honorarium and will handle all travel arrangements.
Thank you for considering this invitation.
Warm regards,
Lisa Chang
Event Director
Renewable Energy Association
4. Startup Meetup Speaker Invitation
Subject: Speaking Request – Silicon Valley Startup Network Monthly Meetup
Dear Ashley,
Your success story of building a $50M company from scratch has motivated countless entrepreneurs. The Silicon Valley Startup Network would be thrilled to have you speak at our monthly meetup on June 10, 2025.
Our meetups bring together 200+ startup founders and aspiring entrepreneurs. We’d love you to share your experiences, challenges, and success strategies in a 30-minute talk followed by a 15-minute Q&A session. The event takes place at the Google Campus in Mountain View from 6 PM to 8:30 PM.
Please let us know if you’re available to inspire our community of future founders.
Best regards,
David Kim
Community Manager
Silicon Valley Startup Network
5. Professional Association Conference Speaker Invitation
Subject: Featured Speaker Invitation – National HR Conference 2025
Dear Ms. Martinez,
The Society for Human Resource Management requests your participation as a featured speaker at our National HR Conference. Your innovative approaches to remote team management have set new standards in the field.
The conference runs from July 15-17, 2025, at the Chicago Marriott Downtown. Your 60-minute session would focus on building successful remote teams, scheduled for day two during our prime morning slot. We expect 1,000+ HR professionals from various industries to attend.
Would you consider sharing your expertise with our members? We offer competitive compensation and full travel support.
Kind regards,
Robert Chen
Conference Director
SHRM
6. University Guest Lecture Series Invitation
Subject: Guest Lecturer Invitation – MBA Program at Columbia Business School
Dear Mr. Anderson,
Columbia Business School seeks accomplished business leaders for our Executive Speaker Series. Your remarkable achievements in digital marketing and your commitment to mentoring young professionals make you an ideal speaker for our MBA students.
The lecture series runs every Thursday evening from 6 PM to 8 PM during the fall semester. You can choose any date between September and December 2025. The format includes a 45-minute presentation followed by student Q&A and networking.
Could you join us to share your insights with the next generation of business leaders?
Best wishes,
Dr. Rachel Green
Program Director
Columbia Business School
7. Nonprofit Educational Workshop Invitation
Subject: Speaker Request – Youth Leadership Development Program
Dear Dr. Harris,
The Youth Leadership Foundation seeks engaging speakers for our summer program. Your dedication to youth mentoring and leadership development perfectly matches our mission to empower young minds.
We host weekly workshops every Saturday in August 2025, from 10 AM to 12 PM at our downtown center. Each session welcomes 50 high school students eager to learn about leadership, personal growth, and career planning. You can pick any Saturday that suits your schedule.
Would you consider spending a morning inspiring these future leaders?
Warm regards,
Sarah Mitchell
Program Coordinator
Youth Leadership Foundation
8. Technical Conference Workshop Facilitator Invitation
Subject: Workshop Facilitator Invitation – DevOps Conference 2025
Dear Ms. Peterson,
Your expertise in cloud architecture and infrastructure automation would greatly benefit our upcoming DevOps Conference. We need skilled facilitators for hands-on workshops that help participants apply technical concepts.
The conference takes place on October 12-13, 2025, at the Seattle Convention Center. Your workshop would run for 3 hours on day one, covering practical applications of cloud automation. We provide all necessary technical equipment and support staff.
Are you interested in leading this technical workshop? We can discuss the details and requirements at your convenience.
Best regards,
Mike Zhang
Technical Program Manager
DevOps Conference
9. Medical Symposium Expert Speaker Invitation
Subject: Speaking Invitation – International Medical Technology Symposium
Dear Dr. Williams,
The International Medical Association requests your participation as an expert speaker at our annual Medical Technology Symposium. Your pioneering work in robotic surgery has revolutionized minimally invasive procedures.
The symposium runs from November 5-7, 2025, at the Mayo Clinic Conference Center. Your 90-minute session would showcase recent advances in robotic surgery techniques to an audience of 300+ medical professionals. We schedule your talk based on your availability during the three-day event.
Would you share your expertise with our medical community? We provide full travel support and an honorarium.
Regards,
Dr. Emily Carter
Symposium Chair
International Medical Association
10. Environmental Summit Keynote Invitation
Subject: Keynote Speaker Request – Global Climate Solutions Summit
Dear Professor Johnson,
The Environmental Protection Council seeks your participation as a keynote speaker at the Global Climate Solutions Summit. Your research on sustainable urban development offers practical solutions to pressing environmental challenges.
The summit takes place on December 3-4, 2025, at the United Nations Conference Center in Geneva. Your keynote address would open day one with a 60-minute presentation on creating sustainable cities, followed by a press conference.
Could you join us to share your vision for sustainable urban development?
Best regards,
Dr. Thomas Brown
Summit Director
Environmental Protection Council
11. Education Technology Conference Speaker Invitation
Subject: Speaker Invitation – EdTech Innovation Conference 2025
Dear Ms. Baker,
Your success in developing adaptive learning platforms has transformed online education. We would be honored to have you speak at the EdTech Innovation Conference about your experiences and insights.
The conference takes place on January 15-16, 2025, at the Boston Convention Center. Your 45-minute session would focus on the future of personalized learning technologies. We expect 400+ educators and technology professionals to attend.
Would you consider sharing your expertise with our education technology community?
Best wishes,
Daniel Lee
Conference Coordinator
EdTech Innovation Network
12. Financial Services Forum Speaker Invitation
Subject: Speaking Opportunity – Digital Banking Innovation Forum
Dear Mr. Patel,
The Banking Technology Association requests your participation as a featured speaker at our Digital Banking Innovation Forum. Your leadership in digital payment solutions has helped reshape modern banking.
The forum takes place on February 8, 2025, at the Singapore Financial Center. Your 40-minute presentation would address the future of digital payments, followed by a panel discussion with industry leaders. We expect 250+ banking professionals and fintech executives.
Could you join us to share your insights on digital banking innovation?
Kind regards,
Michelle Tan
Forum Director
Banking Technology Association
13. Women in Leadership Summit Invitation
Subject: Featured Speaker Request – Women in Leadership Summit 2025
Dear Ms. Richardson,
The Professional Women’s Network would be honored to have you speak at our annual Women in Leadership Summit. Your journey from startup founder to CEO inspires women across industries.
The summit occurs on March 22, 2025, at the Hilton New York. Your 45-minute session would focus on breaking barriers and building successful businesses. We expect 600+ professional women from various sectors to attend.
Would you share your story and insights with our ambitious community?
Warm regards,
Jennifer Wong
Summit Chair
Professional Women’s Network
14. Artificial Intelligence Symposium Speaker Invitation
Subject: Speaker Invitation – AI Ethics Symposium
Dear Dr. Garcia,
The Center for AI Research requests your participation as a speaker at our AI Ethics Symposium. Your work on ethical AI development provides valuable guidance for the technology sector.
The symposium takes place on April 18, 2025, at MIT’s Media Lab. Your 60-minute presentation would address ethical considerations in AI development. The audience includes researchers, developers, and policy makers focused on responsible AI advancement.
Could you join us to discuss this crucial topic?
Best regards,
Dr. Alex Turner
Research Director
Center for AI Research
15. Marketing Innovation Summit Speaker Invitation
Subject: Speaking Request – Digital Marketing Innovation Summit
Dear Mr. Collins,
The Digital Marketing Association seeks your participation as a speaker at our Innovation Summit. Your creative approaches to social media marketing have set new industry standards.
The summit runs on May 25, 2025, at the Los Angeles Convention Center. Your 45-minute session would showcase innovative marketing strategies, followed by an interactive Q&A. We expect 350+ marketing professionals to attend.
Would you share your marketing expertise with our community?
Best wishes,
Amanda Foster
Event Director
Digital Marketing Association
16. Healthcare Technology Conference Speaker Invitation
Subject: Speaker Invitation – Healthcare Technology Conference 2025
Dear Dr. Wilson,
The Healthcare Technology Network requests your participation as a featured speaker at our annual conference. Your achievements in developing patient care technologies have improved healthcare delivery significantly.
The conference takes place on June 20, 2025, at the Cleveland Clinic Conference Center. Your 50-minute presentation would focus on healthcare technology innovation. We expect 450+ healthcare professionals and technology experts.
Could you join us to share your healthcare technology insights?
Kind regards,
Dr. Maria Santos
Conference Chair
Healthcare Technology Network
17. Cybersecurity Summit Expert Speaker Invitation
Subject: Expert Speaker Request – Global Cybersecurity Summit
Dear Ms. Taylor,
The International Cybersecurity Association seeks your participation as an expert speaker at our Global Summit. Your experience in preventing large-scale cyber attacks provides valuable lessons for security professionals.
The summit occurs on July 10, 2025, at the Dubai World Trade Center. Your 60-minute session would address emerging cyber threats and defense strategies. We expect 500+ cybersecurity professionals from around the globe.
Would you share your security expertise with our international audience?
Best regards,
Mohammed Al-Hassan Summit
Director
International Cybersecurity Association
18. Sustainability Conference Keynote Invitation
Subject: Keynote Speaker Invitation – Corporate Sustainability Conference
Dear Dr. Anderson,
The Sustainable Business Council requests your participation as our keynote speaker at the Corporate Sustainability Conference. Your research on sustainable business practices offers practical solutions for corporate environmental challenges.
The conference takes place on August 15, 2025, at the Vancouver Convention Center. Your keynote would open the event with a 60-minute presentation on implementing sustainable business practices. We expect 300+ business leaders and sustainability professionals.
Could you join us to share your sustainability expertise?
Warm regards,
Christine Lee
Conference Director
Sustainable Business Council
19. Engineering Innovation Forum Speaker Invitation
Subject: Speaker Request – Engineering Innovation Forum 2025
Dear Dr. Martinez,
The Society of Professional Engineers seeks your participation as a speaker at our Innovation Forum. Your breakthroughs in quantum computing architecture have opened new possibilities in computing.
The forum runs on September 12, 2025, at the San Jose Convention Center. Your 45-minute presentation would focus on quantum computing advances. We expect 400+ engineering professionals and researchers to attend.
Would you share your engineering insights with our community?
Best regards,
Dr. James Chen
Forum Chair
Society of Professional Engineers
20. Digital Transformation Summit Speaker Invitation
Subject: Speaking Invitation – Digital Transformation Summit
Dear Mr. Thompson,
The Digital Business Association requests your participation as a featured speaker at our Digital Transformation Summit. Your success in leading digital transformation projects provides valuable lessons for business leaders.
The summit takes place on October 5, 2025, at the Frankfurt Business Center. Your 50-minute session would address digital transformation strategies. We expect 350+ business and technology leaders from across Europe.
Could you join us to share your transformation expertise?
Kind regards,
Hans Mueller
Summit Director
Digital Business Association
Wrapping Up
Each invitation email serves a specific purpose and targets different types of speakers. Take time to personalize these templates based on your needs. Add relevant details about your event, explain why you chose that specific speaker, and make sure to highlight the value they’ll bring to your audience.