Follow-up Letter to Speakers

Dear _______,

Thank you for agreeing to participate in the YEAR (name of conference) National Sleep Foundation conference, which will be held (date) at (site), as a Speaker.  (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.

Please take the following characteristics of a good National Sleep Foundation presentation into consideration when preparing your talk:

• Give a short introduction
• Present the latest developments
• Emphasize the advances, new ideas and speculation for the future
• Cite other relevant work
• Have good visual aids

Your talk (tentative title if you have one) should be (time allowed) maximum to allow ample time for discussion.  It’s very important that you stay within the timeframe scheduled for your presentation.  I have attached our program for your review.  If there is a problem with the time slot that I have scheduled for you, please let me know as soon as possible.  In addition, if you would like to update the title of your talk, please contact me so I can make the necessary change to the program.

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 air fare), 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 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,