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How do you handle thank-you notes for conference speakers?

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Thanking your conference speakers is not only a polite gesture, but also a way to show your appreciation, build relationships, and encourage future collaboration. However, writing thank-you notes can be challenging, especially if you have many speakers to acknowledge and limited time to do so. Here are some tips to help you handle thank-you notes for conference speakers effectively and efficiently.

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Fahime N.

Professional English Teacher????
Dr. Miguel A. Garza Bravo

??Protegiendo la Salud de Empresas
Versha Kaushik

Executive Assistant to SVP & Chief Strategy Officer at Invest India, Ministry of Commerce and Industry GOI

1 Plan ahead

Before the conference, prepare a list of speakers and their contact details, as well as a template for your thank-you notes. You can customize the template according to the speaker's name, topic, and feedback, but having a general structure and tone will save you time and effort. You can also decide on the format and delivery method of your thank-you notes, whether you want to send them by email, mail, or hand them out in person.

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Fahime N.

Professional English Teacher????
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Before the conference,?prepare a list of speakers and their contact details, as well as a template for your thank-you notes. You can customize the template according to the speaker's name, topic, and feedback, but having a general structure and tone will save you time and effort.

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2 Be timely

The best time to send thank-you notes is within a week after the conference, when the speakers and the attendees are still engaged and enthusiastic. If you wait too long, you may lose the opportunity to express your gratitude and make a lasting impression. You can also use a scheduling tool or a reminder system to ensure that you don't miss any deadlines or forget any speakers.

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3 Be specific

A good thank-you note should be sincere, concise, and relevant. It should mention the speaker's name, the title and date of their presentation, and the main points or takeaways that you or the audience appreciated. You can also include some positive feedback or compliments that you received from the attendees or other organizers, as well as any suggestions or questions that you have for the speaker.

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4 Be personal

A thank-you note is not only a formal acknowledgment, but also a personal expression of your appreciation and interest. You can add some personal touches to your thank-you notes, such as using a friendly tone, addressing the speaker by their first name, or referring to something that you learned or enjoyed from their presentation. You can also invite the speaker to stay in touch, to join your network, or to participate in future events or projects that you are planning or involved in.

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5 Be professional

While you want to be personal, you also want to be professional and respectful in your thank-you notes. You should avoid any spelling or grammar errors, slang or jargon, or inappropriate or irrelevant comments. You should also respect the speaker's privacy and preferences, and not share their contact information or feedback without their permission. You should also follow up on any promises or commitments that you made in your thank-you notes, such as sending them a copy of the conference proceedings, a certificate of appreciation, or a gift.

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Dr. Miguel A. Garza Bravo

??Protegiendo la Salud de Empresas
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No se trata solo de Adular. La adulación es poco sincera y vacía. Busca elogiar y reconocer de manera sincera la participación, así como el valor que el orador acaba de agregar al público. Para ello será importante, que pongas atención a su exposición y comentarios, y tener cuidado con los datos específicos a mencionar, para no contradecir el contenido que el expositor haya terminado de presentar. Todo ello hará más fácil elaborar ese agradecimiento de forma profesional y eficiente.

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6 Be creative

Finally, you can make your thank-you notes more memorable and impactful by being creative and original. You can use different formats or media, such as video, audio, or images, to convey your message. You can also use different platforms or channels, such as social media, blogs, or podcasts, to showcase your thank-you notes and reach a wider audience. You can also use different styles or themes, such as humor, storytelling, or quotes, to make your thank-you notes more engaging and inspiring.

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Aditi Pandey

Business Analyst Consultant at Core Mobile, Inc.
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Being creative in a thank-you note to a speaker can make your expression of gratitude more memorable and thoughtful. Here are some points: 1) Begin your note with a warm and personal greeting 2) Recall a specific moment during the speaker's presentation that left an impression on you. 3) Use words like "inspiring," "captivating

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Versha Kaushik

Executive Assistant to SVP & Chief Strategy Officer at Invest India, Ministry of Commerce and Industry GOI
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a sincere and well-crafted thank-you note not only expresses appreciation but also strengthens the relationship with the speaker for potential future collaborations. 1.express future interest:express that you would be delighted to have them participate in upcoming events. 2.Consider Handwritten Notes: Handwritten notes can add a personal touch, especially if the conference was small or if you have a close relationship with the speaker. 3.Acknowledge Effort:Acknowledge the effort the speaker put into preparing for and delivering their presentation. Recognize any special preparation or unique elements they brought to the event. Sending thank-you notes to conference speakers is a thoughtful practice to express gratitude for their contribution.

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Mahyar Ebrahimi

Content Lead - Cityscape Global and Host of the BeyondX Podcast
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One additional thing that I'd add is to include speaker photos and videos in the thank you email. We generally have these prepared in an organized shared drive and share that link to all speakers.

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How do you handle thank-you notes for conference speakers?

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1 Plan ahead

2 Be timely

3 Be specific

4 Be personal

5 Be professional

6 Be creative

7 Here’s what else to consider

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How do you handle thank-you notes for conference speakers?

1

2

3

4

5

6

7

1 Plan ahead

2 Be timely

3 Be specific

4 Be personal

5 Be professional

6 Be creative

7 Here’s what else to consider

Conferences

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