As the organizer, begin your letter of confirmation by thanking the participant for confirming his attendance at the conference. The first line of the letter should include the conference name. Include the relevant dates and location in the first paragraph to remind the participant of the information. This information is important because the participant may need to submit the letter to an employer to get time off or as proof for a visa application if traveling. If the participant submitted a fee, the first paragraph should also confirm that the payment was received. The letter should also include other information that the participant will need to know, such as setup and cleanup times, free services and merchandise offered, paid services available and the cost, parking information and any other information your participant needs to make the experience a success.
If you have been invited to speak or participate in a conference, start your letter by thanking the organizer for the invitation and confirming that you will be speaking or setting up a booth. Include the name of the event at the beginning of the letter. In the second paragraph, list any special materials you need for a presentation, such as a projector or sound system, and ask the sponsor to confirm the equipment will be available. Ask for time beforehand to check if your equipment is compatible with the equipment of the facility and for time to practice. If you know how long you need, give an estimate of your presentation's running time. Also, confirm any financial agreements, such as royalties or speaking fees. If you have any questions, include them in a separate paragraph. These may include questions about accommodations, whether you'll be met at the airport and if your spouse's expenses are covered.