M-T1-CP-18-SD-02 — Exhibitor Invitation Template

Release control

Adaptation note

For local organisations, charities and community groups invited to contribute to the Rotary Community Expo. Attach approved exhibitor information covering purpose, public audience, booth/space, setup, equipment, power, staffing, access, safety, insurance where required by the approved plan, data capture, brand display, cancellation and pack-down. Do not imply endorsement or partnership. The primary action is to accept, decline or request a scoping conversation. Follow with written confirmation, an operational pack, a 72-hour reminder, role-specific thanks and only the agreed partnership next step.

Instructions

1. Personalise each invitation to one organisation and explain why its work is relevant to the approved expo purpose.
2. Send the invitation with the completed exhibitor conditions below. Do not ask an organisation to agree to conditions that remain undecided.
3. Distinguish an invitation to exhibit from partnership, sponsorship, funding, exclusivity or endorsement.
4. Require a written confirmation after acceptance. The invitation alone does not allocate space or approve public claims, marks, activities or data collection.
5. Record decline and no-further-contact requests immediately. Keep operational communication separate from optional future promotion.
6. Resolve every field and complete safety, access, rights, privacy, brand and operational reviews before sending.

Controlled fields

Configured exhibitor invitation

Subject: Exhibitor invitation: contribute to {{PUBLIC_EVENT_NAME}}

Hello {{FIRST_NAME}},

{{HOST_ENTITY}} invites {{ORGANISATION_NAME}} to consider exhibiting at {{PUBLIC_EVENT_NAME}} on {{EVENT_DATE_LONG}}.

{{PURPOSE_SENTENCE}} We are approaching your organisation because {{INVITATION_REASON}}. {{VALUE_PROMISE}}

The invitation

We are asking {{ORGANISATION_NAME}} to present an approved display or activity that helps visitors understand its current community work and practical ways to engage.

Public event details

• Date and time: {{EVENT_DATE_LONG}}, {{START_TIME}}–{{END_TIME}} {{TIME_ZONE}}
• Venue: {{VENUE_NAME}}, {{VENUE_ADDRESS}}
• Exhibitor arrival/setup: {{ARRIVAL_TIME}}; {{SETUP_WINDOW}}
• Pack-down: {{PACK_DOWN_WINDOW}}
• Exhibitor entry/loading: {{EXHIBITOR_ENTRY_ROUTE}}
• Cost or approved contribution: {{COST_TEXT}}
• Access arrangements: {{ACCESSIBILITY_SUMMARY}}
• Recording arrangements: {{RECORDING_NOTICE}}

Approved exhibitor conditions

• Space and equipment: {{SPACE_AND_EQUIPMENT}}
• Power and connectivity: {{POWER_AND_CONNECTIVITY}}
• Staffing and access: {{STAFFING_AND_ACCESS}}
• Safety and insurance: {{SAFETY_AND_INSURANCE}}
• Visitor data capture: {{DATA_CAPTURE_RULES}}
• Brand, displays and public content: {{BRAND_AND_CONTENT_RULES}}
• Cancellation, substitution and changes: {{CANCELLATION_AND_CHANGE_RULES}}

Please accept, decline or ask for a scoping conversation by {{RSVP_DEADLINE}} at {{RSVP_URL}}, or contact {{PRIMARY_CONTACT_NAME}} at {{PRIMARY_CONTACT_EMAIL}} / {{PRIMARY_CONTACT_PHONE}}.

Participation is confirmed only when {{HOST_ENTITY}} issues written confirmation. This invitation does not create a partnership, endorsement, funding commitment or exclusivity arrangement.

Thank you for considering it. We value a clear answer either way.

Warm regards, {{PRIMARY_CONTACT_NAME}} {{HOST_ENTITY}}

Privacy: Response information will be handled as described at {{PRIVACY_NOTICE_URL}}. Communication preferences: {{PREFERENCE_ROUTE}}

Exhibitor readiness and release checklist

• [ ] The organisation-specific invitation reason and public value are accurate and approved.
• [ ] Venue, floor plan, capacity, setup, pack-down, loading and equipment decisions are final.
• [ ] Space, power, staffing, safety, insurance, data, brand, content, access and cancellation conditions are complete.
• [ ] Invitation language creates no unintended partnership, endorsement, funding or exclusivity promise.
• [ ] The accept/decline/question route, privacy notice and preference route pass direct and mobile tests.
• [ ] Written confirmation, operational pack, 72-hour reminder and event-day contact are prepared.
• [ ] Exhibitor claims, images, marks and proposed data capture will be reviewed before public use.
• [ ] Role-specific thanks and any agreed next conversation have owners and permission boundaries.
• [ ] Declines and no-further-contact requests are recorded before additional outreach.
• [ ] The release candidate contains no unresolved double-brace fields.

Exhibitor response and confirmation record

Review record