Below is a template of sort to assist in inviting people to speak or participate in events, personalize as needed. When sending solicitations, cc the Event Host (if they are not the one soliciting). If you talk to anyone in person rather than emailing and they agree to participate, follow up with them in writing so it is documented and cc the Event Host.
When an invited participant commits to partake in an event, thank them and let them know you are cc’ing SJRCs Manager, who can assist them with the logistics. The Center Manager will follow up with the Event Host to review the already agreed upon travel, lodging, and budgetary items.
SAMPLE SPEAKER INVITATION
(edit as needed for your rank, title, and relation to speaker)
Dear (insert name),
I'd like to invite you to be a (insert role) for an upcoming event presented by the Science and Justice Research Center at the University of California, Santa Cruz entitled, "(insert title)" on (insert date and time or TBD) in (insert location or TBD).
The event will explore (insert short abstract). (If participant is new to S&J Community, insert the blurb on the culture of SJWG events being centered around dialogue rather than presenting finalized polished research) (see below Event Format).
We're inviting you to participate in this event because your research (insert why/how this person will be a good fit for this talk). This panel features participants (insert other invited or confirmed participants) (If you don’t really know the person, mention how you came across their research or who you know in their network to connect and make it personal).
We think you would be able to contribute valuable insight to our (insert topic) event and hope that you are able to participate. The full event proposal is attached (or inserted below). The Center will be able to cover (list out the pre-approved items) associated with your visit.
(insert salutation),
(insert name)
(Insert full abstract)
EVENT FORMAT
Science & Justice events are atypically interdisciplinary compared to most academic venues. It is not uncommon to have audience members from varying backgrounds including genomics, physics, digital art, philosophy, environmental studies, feminist studies, and sociology, for example. Rather than present a completed piece of intellectual work, we instead invite speakers to share an ‘object’, such as case studies, anecdotes, or actual physical object, around which many people can find attachment sites or shared concerns. Jargon should be kept to a bare minimum and should always be explained. Provocations and unresolved research questions often receive the best responses.