Each Coordinator should adapt their letters to accommodate previous communication with the speakers as well as the nature of the session topic. A strictly canned approach is not advised.

Dear _______:

Thank you for agreeing to speak at the 20__ annual CLEAR annual conference in ________________ .  Your session is scheduled from ____ to ____ [time] on ____________ [date].

I think that our session topic [insert name of topic] is an interesting one. Combining your experience with that of [other speaker names] will give us a well-balanced panel. [Give brief professional identification of other speakers and insert the approved session description].

I will call or e-mail you soon discuss your presentation  and its relation to those of the other speakers. A conference call among all of us can be arranged if necessary. When thinking about your subject, keep in mind that it should be (a) of practical interest to stakeholders in the provincial and state regulatory process, (b) consistent with your expertise and professional interests, and (c) deliverable in about 15-20 unrushed minutes, thus allowing time for questions from the audience.

I ask that speakers do not simply read their presentations from prepared text. Visual aids are often a good idea and handouts can certainly supplement well-planned presentations.

It would be extremely useful to CLEAR members if you could provide an electronic copy of your remarks, whether in full, outline, or PowerPoint format, for placement on CLEAR's Web site.

The final item I need from you is a brief statement which you would like me to use for your professional introduction at our session. Most CLEAR speakers find that they can summarize their educational and professional background in 75 to 125 words. I will present it exactly the way you write it. Along with the professional summary, please provide your complete name, title, organizational affiliation and professional address as you would like it to appear in the conference program.

The information requested should be received by _____. You should make your hotel reservation right away, communicating directly with the hotel by calling _____________. (Ordinarily, CLEAR is unable to pay hotel or other travel expenses of conference speakers.)

Please feel free to contact me with any questions. I can be reached by phoning ______ or e-mailing __________.

Your willingness to speak at the 20__ annual conference is very much appreciated. I know that your participation will help us make this an outstanding meeting.

Sincerely,

Jane Doe
Session Coordinator

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