Sample pre-event email
Kellen Moriarty
Hi PREEA XCOM,
Please see below for an example of an email we've used in the past to let speakers know about event details, transportation, etc. Feel free to modify this for use on future events.
Dear Matt,
Thanks once again for setting aside time in your schedule for our event next Tuesday on Syria and U.S.-Russia relations. The message below confirms some final details for you in advance of the event. If you have any questions in the lead-up to Tuesday, certainly let me know. I am reachable by phone (908-723-5298) or email (kj...@georgetown.edu) at any time.
Date:
Tuesday, November 19, 2013
Time:
10:00 - 11:30 AM
Location:
Georgetown University
Mortara Center Conference Room
3600 N St, NW
Washington, DC
Directions:
If you are coming by taxi, have your driver drop you at the corner of 36th St and N St NW, where you will find the Mortara Building, which is a two-story, light gray, brick building building with a dark green, wooden door. The door will open directly into the foyer that leads to the conference room where our event will be held.
If
you are coming by public transportation, you can take the Metro Red
Line to Dupont Circle and go to the corner of 20th Street and
Massachusetts Avenue NW, where you will find the pick-up point for the
Georgetown University Transportation Shuttle (GUTS) bus. Alternatively,
take the Metro Orange or Blue Line to Rosslyn and take the GUTS bus
that picks up at the corner of 19th and North Moore Street. When
boarding these buses, you
may be asked to show your ID. Both buses will bring you directly to
the Georgetown main campus. However, their drop-off points on campus
are not near the Mortara Building, so if you are coming by GUTS bus,
please let me know, and I will have a member of the PREEA team meet you
at the bus drop-off point on campus and escort you to the Mortara
building.
Event Format:
The event will begin at 10:00 AM with light refreshments. At 10:15, I will offer a short introduction, then you will have about 20 minutes to offer your remarks (you are welcome to run a few minutes shorter or longer as is convenient for you). As discussed, we expect Andrew Weiss to arrive around 10:30, and he will the offer his own remarks for about 20 minutes. A few minutes before 11:00, we will begin Q&A with the audience, which I will moderate. I will end Q&A by 11:30 so that you can depart at that time as requested.
Contacts:
If you have any questions before or on the day of the event, please do not hesitate to contact me (cell: 908-723-5298) or Gary Bearden, PREEA's Treasurer (cell: 937-578-8606, copied on this message).
Many thanks once again, and we look forward to having you join us on campus next Tuesday!
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