M-T1-CP-20-SD-02 — Speaker Invitation Template

Release control

Adaptation note

For a specifically selected government, business or community leader. Personalise the reason for approach and define the proposed topic, format, audience, time, neutrality, fee/expense position, technical needs, biography/headshot rights, recording and approval pathway. The primary action is to accept, decline or discuss the brief. Follow with written speaker confirmation, a technical brief, reminder, thanks, a rights check and only the agreed next step.

Mandatory redirect gate

This asset retains its exact CP-20 code for navigation and audit continuity, but CP-20 is retired from the Community Presence portfolio. Do not distribute this invitation until the authorised Playbook owner verifies the M-T1-CL-01 destination, public naming and governance route. Record that decision in the review table. Do not batch-rename this source asset or remove its permanent alias/tombstone.

Instructions

1. Select one speaker for a defined Civic Leadership Dialogue and document the truthful, role-relevant reason for approach.
2. Confirm the public event name and M-T1-CL-01 governance before use. Remove obsolete “Community Leadership Forum” wording unless specifically approved as a public event title.
3. Treat topic, biography, headshot, quotation, recording, reuse, expense and public-announcement rights as separate written approvals.
4. State neutrality clearly: participation does not imply endorsement of Rotary, another speaker or any position beyond the speaker’s approved contribution.
5. Do not announce the speaker until the acceptance gate is complete and written confirmation has been issued.
6. Resolve every controlled field and complete the cross-theme, legal/authority, rights, accessibility, technical and communications reviews.

Controlled fields

Configured speaker invitation

Subject: Speaker invitation: {{PUBLIC_EVENT_NAME}} — {{EVENT_DATE_SHORT}}

Hello {{FIRST_NAME}},

I’m writing on behalf of {{HOST_ENTITY}} to invite you to consider contributing to {{PUBLIC_EVENT_NAME}}, a Civic Leadership Dialogue on {{EVENT_DATE_LONG}}.

Why we are approaching you

{{INVITATION_REASON}}

The proposed contribution

• Proposed topic or question: {{PROPOSED_TOPIC}}
• Format and timing: {{SPEAKER_FORMAT_AND_TIMING}}
• Audience: {{AUDIENCE_SEGMENT}}
• Event time: {{START_TIME}}–{{END_TIME}} {{TIME_ZONE}}
• Venue or online access: {{VENUE_NAME}}, {{VENUE_ADDRESS}} / {{ONLINE_ACCESS_ROUTE}}
• Arrival and technical check: {{ARRIVAL_TIME}}; {{TECHNICAL_CHECK}}
• Accessibility support: {{ACCESSIBILITY_SUMMARY}}; contact {{SPEAKER_ACCESS_CONTACT}}
• Fee, honorarium, travel or expense arrangement: {{COST_TEXT}}
• Photography, recording and reuse: {{RECORDING_NOTICE}}
• Biography and headshot process: {{BIOGRAPHY_HEADSHOT_PROCESS}}

The dialogue is intended to support constructive community discussion. Your participation would not imply endorsement of {{HOST_ENTITY}}, another speaker or any position beyond your own approved contribution.

Please accept, decline or request a conversation by {{RSVP_DEADLINE}} at {{RSVP_URL}} or {{PRIMARY_CONTACT_EMAIL}}.

If you are interested, we will issue written confirmation covering the final topic, format, timing, biography, headshot rights, accessibility, technical needs, recording, expenses, public promotion, cancellation and substitution arrangements.

Thank you for considering the invitation.

Warm regards,

{{PRIMARY_CONTACT_NAME}} {{PRIMARY_CONTACT_ROLE}} {{HOST_ENTITY}} {{PRIMARY_CONTACT_EMAIL}} {{PRIMARY_CONTACT_PHONE}}

Speaker acceptance gate

• [ ] Written acceptance received and retained.
• [ ] Verified M-T1-CL-01 destination, public name, host authority and CP-20 redirect/tombstone decision recorded.
• [ ] Approved public name, title, organisation, biography and pronunciation recorded.
• [ ] Approved headshot, creator credit, permitted use and expiry/review conditions recorded.
• [ ] Final topic, format, moderation, timing and audience agreed.
• [ ] Accessibility and technical needs have owners and solutions.
• [ ] Fee, honorarium, travel and expense terms have authorised approval.
• [ ] Photography, recording, editing, retention and reuse permissions are written and specific.
• [ ] Any promotional quotation has separate written approval.
• [ ] Cancellation, substitution and urgent contact routes are agreed.
• [ ] Written confirmation and technical brief issued before public announcement.
• [ ] Reminder, thanks, rights recheck and agreed next step have owners and due dates.
• [ ] The invitation contains no unresolved double-brace fields.

Review record