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Invitation

Extend an invitation to the individual(s) you would like to host on campus via email or phone call. See Speaker Template Emails below.

Co-Sponsorship

Involve other student organizations in outreach when speakers have a connection to that group.

Disabilities

If your speaker/guest needs accommodations for a disability, contact Carolyn Hubbard at chubbard@law.harvard.edu in DOS Accessibility Services.

High Profile Speakers

If the speaker is a head of state, head of government, cabinet minister, or high profile official or leader, contact Jeff McNaught at jmcnaught@law.harvard.edu before reaching out. DOS will work with you and the University Marshal’s Office to:

  • See if another group has an invitation out to the same person
  • Ensure there are no competing invitations
  • Determine whether the President of Harvard or the Dean of Harvard Law School should send a personal invite to the individual

Controversial Speakers

If you are interested in inviting a controversial speaker to campus, contact Jeff McNaught at jmcnaught@law.harvard.edu before reaching out.

Political Candidates

If you are interested in inviting a political candidate to campus, contact Jeff McNaught at jmcnaught@law.harvard.edu before reaching out.

  • IMPORTANT: As a 501(c)(3), Harvard Law School is absolutely prohibited from directly or indirectly participating in, or intervening in, any political campaign on behalf of (or in opposition to) any candidate for elective public office. Please review the Campaign and Political Activity Policy.

Support

Make arrangements for your guest ahead of time!

  • Travel Expenses: If you are covering travel expenses (airfare, lodging, cab fare) for your speaker(s), we recommend using BCD Travel to book any flights because they bill HLS directly. To use BCD, fill out the required travel form and submit it to the DOS Front Desk. Local hotels should be able to bill HLS directly. Have them send an invoice to Sam Parker at saparker@law.harvard.edu. For cab fare, have your guests keep their receipts and bring them to the DOS Front Desk for reimbursement via petty cash or check.
  • Wireless access: Visitors and attendees can access the Harvard Guest Wireless Network. This network has limited access and Harvard ID holders should use the main Harvard University Wireless Network.
  • Parking: To get a parking permit for your guest, visit the Daily Visitor Parking Permits Online Purchase System. Sign in as a student. You will want to select the 10 Everett St. parking garage. You will need your guest’s license plate number and state for the permit. Use your org’s billing code to pay for the permit.
  • Campus Map & Directions: Map and directions are available online here.
  • Preparation: Schedule a call with your speaker(s) to review the lecture topic or questions for a panel/fireside chat. For Q&A, prepare a list of questions and send it over to the speaker so he/she can get a sense of the conversation topics.
  • Send a Thank You: After the event, it is common to thank speaker(s) with a small gift, a meal, and/or a card.

Speaker Email Templates

Standard Event

Dear [Name],

I hope this note finds you doing well. I am a [____-year student] at Harvard Law School and [Board Position] of [Org Name]. [Any relevant background that interests/connects you to the speaker].

On behalf of [Org Name], I am writing to invite you to speak at Harvard Law School this academic year. [Org Name] [provide a brief overview of what your org does]. We bring prominent members of the legal community to speak with students about their careers, their areas of expertise and current events. In years past, we have hosted several prominent speakers such as [name], [name], and [name].

We would be thrilled if you could join us this year. Please let me know if you have any questions about [Org] or the event we have in mind.

Thank you in advance for your consideration. I look forward to hearing from you.

All the best,

[First & Last Name]

SYMPOSIUM

Dear [Name],

I hope this note finds you doing well. I am a [____-year student] at Harvard Law School and [Board Position] of [Org Name]. [Any relevant background that interests/connects you to the speaker].

On behalf of [Org Name], I am writing to invite you to be the Keynote Speaker at this year’s [Name of Symposium/Conference]. This event [description of event]. In past years, our [Symposium/Conference] featured [Name], [Name], and [Name], among others.

As [something specific and flattering], you have much to share and we would be thrilled if you could join us. The tentative date of the [Symposium/Conference] is [Date]. If you are unavailable on this day, we would be more than happy to find an alternative date for you to address the Harvard community.

Please let me know if you have any questions about [Org Name] or the [Symposium/Conference].

Thank you in advance for your consideration. We look forward to hearing from you.

Sincerely,

[First & Last Name]