Folks: For a couple of months, I've been using the following form letter to upcoming speakers to get the information I need to publicize the meetings and to ensure the speaker has the instructions and the directions they need. I'd encourage all of you to share techniques that work for you and would welcome suggestions.
I send this message out as "Ping #1" three or four weeks in advance, "Ping #2" the next week, hopefully confirming some progress and "Ping #3" as a final check-in with the speaker and offer of any help I can render. -------- Original Message -------- Subject: Ping #1: CentraLUG presentation [Date]: [Topic] From: Ted Roche <[EMAIL PROTECTED]> To: [The Speaker] CC: [CentralLUG Volunteers] [Speaker] My, how time flies! Your [date] presentation to CentraLUG is only three weeks from next Monday! Thanks for volunteering to present to the Central NH Linux User Group. Meetings start at 7 PM and usually wrap up by 9 PM. If you're available, we meet for dinner about a block away at Panera Bread a little before 6 PM. Here's my form letter to help me not forget to tell you things: 1. Please confirm you can do the presentation: Please confirm that you can present [TOPIC] to CentraLUG on October 1st. If business or personal conflicts come up, please let me know as soon as possible, and we'll be able to find an alternate presentation. 2. Send us a blurb asap: We work hard at promoting the presentations in the local papers, event websites and affiliated groups. If you can provide me with a paragraph or two on what you'd like to present and a bit of your background, that would help a lot. If you can get the description to me three weeks before the presentation, I'll have time to get it posted. About the presentation ---------------------- "[TOPIC] is ... " About [SPEAKER] -------------- [SPEAKER] is... 3. Directions: We'll be planning this meeting for our regular NHTI location, but I have not yet confirmed our room reservation, nor arranged for a projector, but that's on my to-do list. Directions to the meetings can be found off the links at: http://wiki.gnhlug.org/twiki2/bin/view/Www/CentraLUG 4. RSVP for dinner: As the date approaches and your schedule firms up, let me know if you can make it for dinner, so I can ensure someone's there to greet you, and let me know if you have any questions! Once again, thanks for offering to do the presentation, and don't hesitate to let me know if I can do anything to help. Looking forward to it! 5. Contact Call or write if you have questions. My cell phone is 603-XXX-XXXX -- _______________________________________________ gnhlug-org mailing list gnhlug-org@mail.gnhlug.org http://mail.gnhlug.org/mailman/listinfo/gnhlug-org/
