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Start outreach 8 to 16 weeks before your event. High-demand speakers often book months ahead, so earlier invitations improve acceptance rates.
Include your event name, date, location, audience profile, why you selected that speaker, and the specific topic you want them to cover. Keep the ask clear and easy to respond to.
Use formal tone for first outreach when you do not have an existing relationship. Casual tone works best when you already know the speaker or your event brand voice is intentionally informal.
Personalize the message with relevant details about their expertise, keep the request specific, and follow up politely after 5 to 7 days if there is no reply.
One or two follow-ups are typically enough. Space them out by about a week and add useful context instead of repeating the same message.