How to Write Speaker Travel Instructions They'll Actually Read
By Maarten Balliauw · Published
Most organizers have seen this happen. You send a detailed speaker information pack covering the venue, the schedule, the A/V setup, the speaker dinner, the hotel, and travel. Three weeks later, half your speakers haven't booked travel, and the rest are emailing questions answered on page four.
Speakers get a lot of email from every event they speak at, and instructions buried in a long message get skimmed. Two changes fix most of this: separate travel from everything else, and put the important information first.
Should Speaker Travel Instructions Be a Separate Email?
Yes. Travel needs action before a deadline and affects your budget. Venue details and the speaker dinner can wait.
Send travel instructions as a separate, short email as soon as the speaker confirms. Put everything else in the speaker information pack.
What Should the First Lines of a Speaker Travel Email Say?
The first two lines should tell the speaker what to do and by when:
- "Book your travel to [Event]."
- "Please book before [date]."
A speaker who reads only the opening should still know what to do.
What Should Speaker Travel Instructions Include?
List these points in a short list:
- What's covered: flights, trains, or both, and the booking class (for example economy for short-haul, premium economy for long-haul)
- Budget: a clear amount with currency, or a clear rule
- Dates: which arrival and departure dates you cover. "Arrive the day before, leave the day after" prevents many questions.
- Destination: the nearest airport and train station, and how to get to the venue or hotel
- Hotel: whether it's booked for them, and for which nights
- How to book: a link or a clear process
- Contact: a named person with an email address, not a generic inbox
Leave out anything unrelated to travel. Put details about extra nights, partner travel, and changes in a travel policy and link to it.
How to Format Travel Instructions for Mobile Readers
Many speakers read your email on a phone, often while travelling to another event:
- Keep paragraphs short, one idea each
- Use bullet lists for facts
- Write dates in full, such as "Thursday, 12 March", to avoid day/month confusion
- Include the currency with every amount ("€600", not "600")
- Use one link or button to start booking
Which Speaker Questions Should You Answer Upfront?
Most follow-up questions are predictable. Answer them in the email or the travel policy:
- "Can I take the train?" If rail is an option, say so, and mention that train tickets usually become available about 3 months before travel.
- "Can I combine this with another trip?" Say whether extended or open-jaw trips are allowed, and who pays the difference.
- "Do I have to pay upfront?" If the event pays directly, state it clearly. Speakers value this.
- "What if my plans change?" Say who to contact and whether changes are possible.
- "Do I need a visa letter?" Explain how to request one.
How to Write a Speaker Booking Reminder Email
A week before the deadline, send a short reminder to speakers who haven't booked. Don't resend the full instructions:
Hi [Name], a quick reminder to book your travel for [Event] before [date]. You can book here: [link]. Questions? Just reply to this email.
Speaker Travel Instructions Email Template
Copy this template and replace everything in [brackets].
Subject: Please book your travel to [Event] before [deadline]
Hi [Name],
We're looking forward to having you at [Event]! Please book your travel before [deadline].
What we cover
- Flights or trains in [booking class], up to [budget + currency]
- Arrival on [date] and departure on [date]
- Hotel nights on [dates] at [hotel], already booked for you
Where to travel to
- Nearest airport: [airport + code]
- Nearest train station: [station]
- From there, the venue is [short directions]
How to book You'll receive a booking invitation from SpeakerTravel. Pick the flight or train that suits you and we'll handle the rest. [Event] pays for the ticket, so you don't pay anything upfront.
Train tickets usually become available about 3 months before travel. If you don't see train results yet, check back later.
Questions? Contact [name] at [email]. The full travel policy is here: [link].
See you at [Event]! [Your name]
Shorter Travel Instructions With SpeakerTravel
In SpeakerTravel, speakers receive a booking invitation that already shows their budget and booking class, and search results only include options that match your event. You can add your own text to the invitation email and upload a travel policy that speakers see during booking.
Your own travel email can then be shorter: what's covered, the deadline, and who to contact.
Frequently Asked Questions
What should speaker travel instructions include?
What travel is covered and in which booking class, the budget, the arrival and departure dates, the booking deadline, how to book, the nearest airport and train station, hotel details, and a named contact person.
When should I send travel instructions to speakers?
Right after a speaker confirms, ideally 2 to 6 months before the event depending on where they travel from. Send a short reminder a week before the booking deadline.
Should travel instructions go in the same email as the speaker information pack?
No. Travel needs action before a deadline, so send it as a separate short email. Venue details and the event schedule can follow later.
How long should a speaker travel email be?
Short enough to read on a phone in under a minute. Start with the action and the deadline, list the key facts, and link to your travel policy for details.