Confirm a Guest's Attendance at a Conference or Symposium (Organizer's Letter)

We look forward to your participation in our annual Lincoln County Fair September 2-8. This is a reminder that we have changed the time when participating dealers may set up their booths. All spaces must be completely ready before 10 p.m. on September 1. This means that all packing materials must be returned to vehicles and the vehicles must be removed to the vendors' parking lot west of the arena.

If the success of last year's fair is any indication of what we can expect, this one should be very rewarding to us all. Thank you once again for your participation. The more we have to offer, the happier the crowds will be.

Letter #2

We are pleased that you are planning to attend the Technical Employment Fair to be held on June 15-16 in the Technical Convention Center. We anticipate the largest attendance ever in the history of the event.

Because we have grown so large, we can no longer offer all the complimentary services we have in the past. For example, we can no longer offer free photocopying or free fax services. Be advised that copies will cost ten cents each. Copy machines will be located near the hospitality desk. A fax machine is located at the registration desk. Participants will still receive complimentary tote bags, notebooks, and pencils.

With a record number of employers and potential employees meeting at the fair, we expect this one to be the most productive ever. See you at the fair.

Letter #3

We have received your preregistration payment and your interest section list. We do not handle housing. We suggest that you contact any of the local hotels listed on the conference announcement for reservations. To receive a special rate, mention the name of the conference. The hotels close to the convention hall fill up early so I recommend you act quickly.

We anticipate a rewarding convention with presenters coming from nearly every state and several foreign countries. This will be one of those rare occasions when some researchers working on the same problems have a chance to speak to each other face to face. In behalf of the organizing committee I extend a warm welcome to all of you.

How to Write this Confirmation Letter: Expert Tips and Guidelines

This letter is an opportunity to ease any misgivings a guest may have about the event to which he or she is coming. It is also an opportunity to give that person the information he or she needs to benefit fully from the event without unnecessary complications.

Steps

1. Indicate that you are pleased that the person will be attending the event, and verify the pertinent details of time, place, fees, etc.
2. Mention relevant items of interest, or suggest ways in which the participant may prepare for the event.
3. Reaffirm the reasons why your guest would want to come to the event.
4. Tell your reader who to contact with further questions. End on a positive note.

Write Your confirmation in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases

1 Indicate that you are pleased that the person will be attending the event, and verify the pertinent details of time, place, fees, etc.

Sample Sentences for Step 1

• We are delighted that you will be attending the Lincoln County Egg Judger's Convention this year. This letter is to confirm the details of the Convention program.
• Please remember that Dr. Doe's opening remarks will be given at 3:00 p.m. on Thursday. The check-in booth will be open from 6:00 a.m. to 4:00 p.m. every day of the conference.
• Because you preregistered we will have a packet ready for you. Please be prepared to pay the balance of your registration fee at that time.
• We are happy to confirm your attendance at the English Language conference. The registration fee you have already paid is your only conference expense, but please arrive prepared for other expenses such as taxi and bus fare as well as meals for two days.
• This letter is to confirm your attendance at the Doe Convention. Please present this letter at the registration desk to get your name tag and conference packet.

Key Phrases for Step 1

• are so pleased that
• are happy to welcome you
• as we mentioned
• at the registration desk
• be prepared to
• because you preregistered
• begins promptly at
• come prepared for
• delighted that you can
• fee is payable at
• happy you will be able to join us
• happy to confirm that
• out-of-pocket expenses
• present this letter at the
• registration will be open from
• that you will be attending
• the check-in booth is located at
• the enclosed program
• to confirm your attendance at
• will be ready for you
• wish to confirm
• your registration fee

2 Mention relevant items of interest, or suggest ways in which the participant may prepare for the event.

Sample Sentences for Step 2

• The packet we sent you gives a detailed outline of the conference's events. It is accurate except that Jane Doe's presentation will be on Friday at 9:00 a.m. rather that Monday at 9:00 a.m.
• Please read Jane Doe's book Closing the Deal before you come. Her presentation will assume that conference participants have a general familiarity with her ideas.
• Feel free to dress casually at the conference (and don't forget your golf clubs!). However, please remember that the closing banquet will be a black tie affair.
• To prepare you for the conference, we would like to remind you that the central objectives are as follows:
  - to maximize your creative potential
  - to minimize misdirected energy
  - to improve interpersonal effectiveness
  - to fulfill your wildest fantasies
• You have now paid all of your fees and have all the information you need to benefit fully from the conference.

Key Phrases for Step 2

• are no doubt familiar with
• ask that you read
• be conversant with
• before you come
• come prepared to
• don't forget to bring
• dress will be
• everything is in order
• feel free to
• gain firsthand knowledge of
• gives a detailed outline of
• hopes all in attendance will
• please remember that
• speakers are expected to
• the presentation will be given on
• the presentation presupposes
• the packet we sent you
• the program objectives are
• the primary objective is
• to gain the greatest benefits
• trust that you will
• will be available to
• will all benefit from
• would like to remind you that

3 Reaffirm the reasons why your guest would want to come to the event.

Sample Sentences for Step 3

• We are especially pleased to have Jane Doe leading our workshop. She is well known for her highly successful info-mercials for various products and is listed in Doe Publishing's prestigious Who's Who in Business Television.
• Our keynote speaker this year will be Dr. John Doe of Springfield University. He has published numerous books on egg judging, and will be sharing with us some of the latest developments in European egg judging.
• You can expect the conference to be challenging and rewarding. Past participants have given rave reviews and have especially appreciated the networking they were able to do with potential business contacts.
• The conference will be held this year at Springfield Suites, well known for its golf course and sailing facilities on Lake Springfield. We have organized the conference so you will have time to participate in these activities during leisure hours.
• This conference is widely regarded as the most successful motivation event of the year. Don't miss out on it!

Key Phrases for Step 3

• are especially pleased that
• as the most successful
• challenging and rewarding
• don't miss out on
• event of the year
• expect the conference to be
• for networking and professional growth
• from all over the world
• gain firsthand knowledge
• has been listed in
• has received excellent evaluations
• have received rave reviews
• is well known for
• is especially appreciated by
• known across the nation
• latest developments in
• many of our former
• on several occasions
• our keynote speaker
• the networking opportunities
• well known for its
• will have plenty of time to

4 Tell your reader who to contact with further questions. End on a positive note.

Sample Sentences for Step 4

• Please let me know if there is anything I can do to make your stay more comfortable. Once again, we are pleased to have you with us. My telephone number is 555-5555 and my e-mail address is Doeh@Doe.org.
• If you have any questions, please contact Jane Doe at 555-5555 or e-mail Doej@Doe.org. She is our conference troubleshooter and a professional at making things run smoothly.
• We look forward to seeing you in Springfield, and anticipate another highly successful symposium.
• Please don't hesitate to contact me at 555-5555 or Doej@Doe.org if you have any questions. See you there!
• We look forward to welcoming your group and I hope to meet you personally before the conference is over. If you have any questions, please call me at 555-5555 or e-mail me at Doej@Doe.org.

Key Phrases for Step 4

• a most worthwhile experience
• answer your questions
• any special concerns
• are looking forward to
• before the conference is over
• can help you with
• can reach me at
• contact me at
• don't hesitate to
• for any other details
• for any special arrangements
• happy to have you with us
• have a good time at
• hope to make your stay
• hope you enjoy
• hope to meet you personally
• if you have any questions
• if we can help you
• if there is anything
• in any other way
• let me know if
• look forward to
• my telephone number is
• my e-mail address is
• reach me at extension
• will be glad to