Follow-up Letter to Discussion Leaders

Dear _______,

Thank you for agreeing to participate as a Discussion Leader in the YEAR (name of conference) National Sleep Foundation conference, which will be held (date) at (site).  (Include a few sentences about the focus/theme of the meeting).

The purpose of the National Sleep Foundation’s conference is to examine sleep from both a clinical and public health perspective by presenting medically sound, practical information on sleep, addressing sleep and presenting new data.  The conference will also encourage discussion on public policy issues related to sleep.                                         

I would like you to chair the session entitled (title of session).  I urge you to get acquainted with the speakers in your session so you can introduce them and their topics properly.  You may also give a brief, five-minute overview of the session.  Please keep the speakers to a strict (#minutes) time limit and be ready to lead a stimulating (# of minutes) discussion after each speaker is finished.  The total time of the lecture and discussion per speaker must be no more than (# of minutes) to keep the sessions running smoothly and on time.  Keeping speakers and the ensuing discussions within the time allotted is critical to the meeting’s success!

I have allocated ($$ amount) for your individual registration fee.  You will receive registration information from the National Sleep Foundation via email.  Everyone is required to complete the registration form, so please do this as soon as you receive the registration email. 

Your travel expenses, such as economy class airfare, ground transportation, an overnight hotel stay (only if it saves on the cost of airfare), and mileage, if you drive to the conference site, will be reimbursed up to (give $$ amount) as I mentioned previously.  All travel expenses must be documented by receipts in order to be reimbursed.  Please bring these items with you to the meeting.  You must complete an expense reimbursement form and submit it along with your receipts to the National Sleep Foundation.  Please note that the National Sleep Foundation policy does not permit reimbursement of first-class or business-class airfares, frequent flyer vouchers, or guest fees. 

I want to thank you in advance for your participation and important contribution to what I’m sure will be an exciting conference.

Sincerely,