Christian Heilmann

How to draft a speaker information email

Tuesday, September 9th, 2014 at 11:21 am

I just had a real happy moment when I got an email from a conference organiser telling me all they need from me and all I need to know in a simple email:


Hi Christian.
I hope you are doing fine.
Your talk “$title” is scheduled for $date at 9:45am (it’s a 40 min talk, plus 5 for Q&A). This is the link to your slot.
$conference will be hosted at $place, $address (map).
Please, send me some options of flights and I will book one for you. I may need your passport number.
We will organize a (free) dinner for all speakers the night before, so you should arrive at least on $dinnerdate.
We will book a room for you for the following nights: $dates. The hotel is the $hotel **** .
Please remember to bring your laptop, charger and A/C adapter. In Spain we use Plug Type C, and you shouldn’t need any current transformer for your laptop.
There will be reinforced WiFi at the event and a separate segment for speakers, but please be prepared to deliver your presentation without access to the Internet, just in case. Remember to include any fonts or alternatively use a PDF version.
We are providing our speakers with a template that can be used for your talk, but feel free to use your own format if you have one.
Your talk may be recorded and shared later in our Youtube channel. We understand to be authorized to do so, unless you say otherwise.
Looking forward to hearing from you!

This is excellent, and a great blueprint to re-use. Well done, codemotion.

I have a similar way to tell conference organisers all I expect and give them the things they need with my conference organiser cheatsheet.

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