Invitation to Conference Formats and Ideas to Motivate Your Guests to Attend

Posted on

Invitation to conference is sent when you want to invite someone to a formal meeting to discuss about certain topic or issue. While the discussion practicality may differ from one conference to another, the principle stays the same.

Invitation for conference is typically written for participants and special guests for the organized events. It usually created using formal language, with factual and explanatory information about the conference that persuade the invitee to attend the event.

There are two main ways to send invitation to conference: through physical letter or through digital means such as email or social media tools. Both are commonly used in the industry.

However, if you’re wondering, which is more effective between both, then you may opt for traditional invitation to conference letter. According to a study in 2004, physical mailed paper gains higher rate of response (40%) compared to email ones (32%).

Whether you want to send an invitation to conference email or paper letter, you need to use well-structured layouts and sectioned parts. It is also essential to mention about the topic or theme of the conference that’s going to be conducted.

Below are three primary elements to include in invitation to conference call:

  • Detailed information. Whether it’s an invitation to virtual conference or an in-person one, it has to include details such as the venue location, date and time of the event, and duration of the event.
  • Name the speakers of the conference. Except for invitation to parent teacher conference, this type of event usually involves a primary speaker who’s an expert in the certain field, so it’s wise idea to mention their names.
  • Call to action. In the invitation to press conference or any conference type, make sure you include confirmation method for the recipient by suggest them to buy ticket, register, or send an RSVP.

The earlier you send the invitation, especially the invitation letter conference speaker, the better. Based on a data by Everbrite, organizations usually send the invitation about 2 to 3 months ahead. It should be decided with your team when is the best time to send it.

Now, whether you want to create an invitation letter to a medical conference or practically any conference, you can follow the samples, templates, and ideas provided below.

Best Samples of Invitation to Conference

First impression is important to be gained as best as possible, and it begins by the invitation for events. It needs more to provide the details of the event, but also to motivate the invitees to attend the event.

Best Samples of Invitation to Conference

If you need an invitation to conference template and examples, then you may look at the list below. You can use any of them to inspire writing your own invitation letter.

Dear/Mr./Mrs./Ms. ______________

We are delighted to invite you to attend the conference __________ given by Mr./Mrs/Ms. (name and position or profession)___________, which will be held on (date) _________ at (time)_______, in (address)_________.

We look forward to welcoming you and would be grateful if you could confirm your attendance before (confirmation date)____________.

Yours sincerely,

(Name and signature of the event organizer)



Dear ______,


Greetings to you. We cordially invite you to our business conference that will take place at the Hilton Hotel conference room 25-th of October at 10 a.m.

The conference will include, but not limited to: Introduction to new marketing opportunities in the Far East. This will help you scale into the untapped potential into populous countries like China. You will be shown how to create advertisement online on social media platforms – this would attract more people into your company’s website. You will be directed as how to properly invest in market shares, thus helping you grow financially. You will be given the chance to learn how to properly venture into real estate.

By attending this conference, you will have the chance to grow both career-wise and also investment wise. Your presence at our conference will be much appreciated.

Our best regards,


Company’s representative

(sources: indeed, payforwriting)

Top Inspirations of Invitation for Conference for Event Teams

An invitation provides details about an event that can help the guests to match with their schedules and also help them decide if it’s worth to be attended or not. That’s why it plays a major role in the success of your conference event.

Subject Line: A cap-tivating team event! Details inside


Get ready because our next team building event is happening on [date and time]. You won’t want to miss this one! We’ve got a host of activities and an assortment of prizes for winning team members.

For 45 minutes, be prepared to [include a few activities from the agenda]. We’ll smile, we’ll laugh — and we’ll also battle it out as we take time to connect as a team.

Oh, and be sure to bring your silliest hat — our theme for this party is sure to be “cap-tivating!”



Meeting Link:

To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer!

Subject Line: There’s been a crime. We need your help!

Dear Team,

An international art thief has stolen and stashed a priceless masterpiece! On [date and time], it’s our team’s job to catch him and safely recover the missing artwork.

Join us for an exciting, 90-minute virtual escape room! We’ll find and piece together clues, solve puzzles, and bring this criminal to justice. But we need your help. Are you ready?



Meeting Link:

To RSVP, reply to this email or reach out to [contact person]. Can’t wait to see you there — we even started a live countdown timer!

(source: teambuildinghub)

Check out the invitation to watch general conference samples below that can help you to get started in creating one of your own. These come as handy resources if you are the planner or organizer of the conference event.

Leave a Reply