---
title: Keynote Speaker Invitation Guideline
tags: 2020-organize, program
---

🔙 Back to [PyCon TW 2020 Organizing 共筆](/5u84SOprTUeQYBR57TH49w)

# Keynote Speaker Invitation Guideline

[TOC]

## 注意事項
1. 議程組信箱
- 麻煩大家寄信時 cc 議程組信箱
- [e-mail]
2. 等待時間(t)
- 寄信是請講者在兩周內回覆(t+14前)
- 如果未回覆，預計在一周結束再次寄信(t+7)
- 如果還是沒回就下一個
- 如果提早拒絕也換下一個
3. 寄信前可以了解一些講者的資訊，會幫助後續的邀請
- 有需要可以麻煩啟軒&整個議程組XDD
## Keynote Candidate Invitation Table
The keynote speaker 2020 candidates are listed at [Keynote Candidate](https://docs.google.com/spreadsheets/d/1lj1uYu3zXlx2Y_ZXD-cAUUeZPlTtYXJ-s9xDJ5ucdCQ/edit#gid=0).

## Invitation Flow
* 邀請 3 個 keynote speakers (2020)
* 三個不同領域的講者分別屬於:
* Core
* Science
* 國內講者
* 在每一個分類中的講者都應該一個一個照順序邀請
* e.g., Core 中的第一位邀請如果被拒絕則應該邀請 Core 中的第二位，Science 的第一位如果被拒絕則應該開始邀請第二位
* A full invitation cycle has status:
* “**STARTED**” -> “**ACCEPTED**” or “**REJECTED**” or “**DECIDING**”
* When the invitee replies with firm yes or no, update the status to ACCEPTED or REJECTED. If needed, add the related information at the invitation log column (e.g. reply date). In some cases, invitee may have some questions and it is not apparent to know whether he/she will come or not, set the status to **DECIDING**.

## Invitation Rules
* Add program chair into cc list
* [e-mail]
* First Invitation should include
* 時間
* 地點
* 場地 （如果能的話，提供照片和設備）
* PyCon TW 介紹
* 受眾輪廓
* 講師費
* Budget
* 交通費實報實銷，但需要請講者提供大概的數字讓我們確認是否有超出預算
* 講師費為 20,000 新台幣
* **We don’t limit the talk topic. But if the invitee asks or gives options, I’ll let all program members know and decide**.
* (2017) 特別備註，如果講者願意帶來 tutorial 或是 workshop 會提供更多補助給講者。（例如：講者 team 的機票補助等）

## Follow-up Letters
* The following information is required 3 months before the conference (June 2020)
* Profile picture
* Short biography
* Talk Title
* Abstract
* Estimation of travel expense
* We can help reserve accommodation at the venue.
* Pickup service is available between Taoyuan airport and the venue (flight info required)

## 邀請信確認事項 (2017)
* 把 細節 1 到 5 弄成英文範本文件，日後邀請人附連結，或想要複製貼上，就變得容易。
1. 飛機抵達與接機
* 班機抵達時間能不能追蹤（萬一誤點或是停飛等等能不能事先知道）
* Andrew 和 Russell 還沒給班機時間，預計 5/8 要寄信詢問。
* 如何透過網路聯繫抵達台灣講者？whoscall？
* 以 Carol 的班機資訊為例，因為她已經主動提供詳細時間了，我們可以技巧用「If you need pick-up service, the cab driver should meet you around OO:XX am, your arrival time」來再次確認。
* 講者有接機
* 詢問 Rock 訂車合作廠商
* 廠商據說可以透過 line 聯繫
* 講者聯繫
3. 萬一沒有接送成功的配套方案（小黃？要發票報帳）
2. 房店訂房
* 目前預定中研院，會事先通知，抵達時可以直接入住。
* 但目前據說中研院滿房，要確認外面訂房狀況 (⅝ 那週確認房間)。
3. 接機到台北
* 送到中研院內飯店
4. 報帳需要文件
1. 護照影本
2. 領據（講師費或日支才需要）
3. 機票收據（電子機票或代收轉付收據）
4. 登機證 (Boarding Pass) 正本，回程登機證可用電子檔案或影本。
5. 如果不是合約租車需要單據
5. Keynote 當天需要設備準備(其實與一般講者同)。可以參考過去資訊[信件](https://groups.google.com/forum/?hl=zh-TW#!searchin/pycontw/liang%7Csort:relevance/pycontw/Kcu2Hg0bOXc/unD6FnBAEgAJ)1，[信件](https://groups.google.com/forum/?hl=zh-TW#!searchin/pycontw/liang%7Csort:relevance/pycontw/5cx0uBswg8c/Kq0q2AxIEgAJ)2
1. 麥克風或是耳掛麥克風
2. 轉接頭(不能用 vga 只能用 hdmi)
3. 投影片是否需要先提供測試)
4. 事先詢問講者電腦型號，準備備用電腦，萬一講者電腦沒辦法輸出（轉 pdf）

## Invitation Example

The following are an invitation examples adapted from experience of previous invitations.

### 2020
Dear **[Invitee Name and Title]**,

I'm** [Invitor]**. **[Greetings]**

On behalf of PyCon Taiwan Organizing Committee, I cordially invite you to be a keynote speaker at PyCon Taiwan 2020, which will be held on 5-6 Sep 2020 in Tainan, Taiwan.

PyCon Taiwan is the annual community event since [2012](https://tw.pycon.org/2012/). In [2014](https://tw.pycon.org/2014apac/en/) and [2015](https://tw.pycon.org/2015apac/), we expanded the event as PyCon APAC to serve more attendees around the world. The organizing team strives to provide an informative, vibrant, entertaining, and exciting event for our fellow Pythonistas.

Here's the basic information about the conference:

* Date: 5 Sep - 6 Sep 2020
* Website: [http://tw.pycon.org/](http://tw.pycon.org/) (The website for 2020 is still under construction.)
* Venue: International conference room in National Cheng Kung University, Tainan, Taiwan [(map)](https://www.google.com.tw/maps/place/%E5%9C%8B%E7%AB%8B%E6%88%90%E5%8A%9F%E5%A4%A7%E5%AD%B8%E5%9C%8B%E9%9A%9B%E6%9C%83%E8%AD%B0%E5%BB%B3/@22.9977452,120.1805225,13z/data=!4m8!1m2!2m1!1z5ZyL6Zqb5pyD6K2w5buzIOaIkOWKnw!3m4!1s0x346e768d417b3637:0x2160cc78832fb3de!8m2!3d22.9977452!4d120.2155414?hl=zh-TW)
* Topic: All kinds of topic is welcome
* Duration: 60 mins including intro and Q&A
* Travel expenses: The conference will cover a round-trip economy-class flight (tickets and documents needed), ground transportation, and lodging in Tainan during the conference dates. However, please let us know an approximate travel expense so we can ensure that it is not far beyond our budget.
* Stipend: The conference will pay 20,000 NTD (around 650 USD) stipend for your speech.

We are in the early stage of organization work, if your company/organization can or wants to pay your travel expenses, we will be happy to list them as a sponsor.

If you have a firm preference in mind or require any further information and/or extra time to decide, please let us know by **[RSVP Date]**. Thank you very much, and we're looking forward to your reply.

Best regards,

**[Invitor]**

PyCon Taiwan 2020 Program Committee

### 2019

Hi **[Invitee Name and Title]</span>**,

My name is **[Inviter Name]**, and I am writing this email to you on behalf of PyCon Taiwan 2019. I cordially invite you to be a keynote speaker at the conference that will be held on 20-22 Sep, 2019 in Taipei, Taiwan.

PyCon Taiwan is the annual community event since 2012. In [2014](http://tw.pycon.org/2014apac) and [2015](http://tw.pycon.org/2015apac), we expanded the event as PyCon APAC to serve more attendees around the world. The organizing team strives to provide an informative, vibrant, entertaining, and exciting event for our fellow Pythonistas.

Here's the basic information about the conference:

* Date: 20 Sep - 22 Sep, 2019
* Website: [http://tw.pycon.org/](http://tw.pycon.org/) or [https://tw.pycon.org/2018/](https://tw.pycon.org/2018/)
(The website for 2019 is still under construction but it’s going to be similar to the 2018 version)
* Venue: Academia Sinica, Taipei, Taiwan
* Topic: Anything you prefer
* Duration: 60 mins including intro and Q&A
* Travel expenses: The conference will cover a round-trip economy-class flight (tickets and documents needed), ground transportation and lodging in Taipei during the conference dates. However, please let us know an approximate flight expense so we can ensure that it is not far beyond our budget.
* Stipend: The conference will pay 20,000 NTD (around 650 USD depending on the exchange rate) stipend for your speech.

We are in the early stage of organisation work, if your company/organization can or wants to pay your travel expenses, we will be happy to list them as a sponsor.

If you have a firm preference in mind or require any further information and/or extra time to decide, please let us know by **[Deadline of reply]**. Thank you very much and we’re looking forward to your reply.

Best regards,
**[Inviter Name]**

### 2017
Dear Dr. xxx,

I am writing this email to you on behalf of PyCon Taiwan 2017, which is a annual gathering of all Python enthusiasts in Taiwan. I cordially invite you to be a keynote speaker at the conference that will be held on 9-11 Jun, 2017 in Taipei, Taiwan.

PyCon Taiwan is the annual community event since 2012. Our community organized PyCon APAC [2014](https://tw.pycon.org/2014apac/en/) 、 [2015](https://tw.pycon.org/2015apac/en/) and [2016](https://tw.pycon.org/2016/) which is the regional venue for the Python community in Asia Pacific. The organizing team strives to provide an informative, vibrant, entertaining, and exciting event for our fellow Pythonistas.

Here's the basic information about the conference:

* Date: 9-11 Jun, 2017
* Web site: [http://tw.pycon.org/](http://tw.pycon.org/) or [https://tw.pycon.org/2016/](https://tw.pycon.org/2016/)
* Venue: Academia Sinica, Taipei, Taiwan
* Topic: Anything you prefer. Data science is a perfect topic for our event, but any python related topic is welcome.
* Travel expenses: The conference will cover your round-trip flight and stays in Taipei up to NT$ 60,000 (approximately US$ 2,000, depending on the exchanging rate).

The following is the list of our keynote speakers in last 6 years,

[https://tw.pycon.org/2017/en-us/events/keynotes/](https://tw.pycon.org/2017/en-us/events/keynotes/)

2017: Hsuan-Tien Lin, Andrew Godwin, Carol Willing, Russell Keith-Magee

[https://tw.pycon.org/2016/en-us/events/keynotes/](https://tw.pycon.org/2016/en-us/events/keynotes/)

2016: Amber Brown, Audrey Tang, Jim Huang, Paul Hildebrandt, Steve Dower

[https://tw.pycon.org/2015apac/en/program/keynote-speaker/](https://tw.pycon.org/2015apac/en/program/keynote-speaker/)

2015: Robert Bradshaw, Steven G. Johnson, Van Lindberg, Andy Terrel, Kenneth Reitz, Arnaud Bergeron

[https://tw.pycon.org/2014apac/en/program/keynote-speakers/](https://tw.pycon.org/2014apac/en/program/keynote-speakers/)

2014: Stephen McDonald, Jessica McKellar, Wes McKinney, Fernando Pérez, Andreas Klöckner

[https://tw.pyon.org/2013/en/blog/ ](https://tw.pycon.org/2013/en/blog/)

2013: Allen Downey, Jan Decaluwe, David Cramer, David Beazley

[https://tw.pycon.org/2012/](https://tw.pycon.org/2012/)

2012: James Tauber, ~~Amir Salihefendic~~, Travis Oliphant

At the time of writing, the 2017 website is under construction by our web team so limited information is publicly available. Please let me know if further information is needed.

Thank you very much.

with regards,
**[name]**

### 2017修訂版

下列是修訂過的版本, 打算讓 2018 可以方便使用:

Dear Mr. Hettinger,

On behalf of PyCon Taiwan Organizing Committee, I'd like to invite you to give

a keynote speech in PyCon Taiwan 2018. We run this annual gathering for the

Python community since [2012](http://tw.pycon.org/2012). In [2014](http://tw.pycon.org/2014apac) and [2015](http://tw.pycon.org/2015apac), we expanded the event as PyCon APAC to serve more attendees around the world. For the coming PyCon in Taiwan, we hope to have keynote speaker like you for better Python future and outreaching.

The basic information about the conference is:

* Conference Dates: June 1-2, 2018
* Tutorial/Workshop/Sprint: Before or After the Conference Dates
* Venue: Academia Sinica, Taipei, Taiwan
* Topic: Your favorite topic
* Length: 50 minutes
* Web site: [http://tw.pycon.org/](http://tw.pycon.org/) (2017 not yet online) \
See also [http://tw.pycon.org/2013](http://tw.pycon.org/2013) for past events
* Stipend for Keynote Speaker: we will pay the keynote speaker for the round-trip flight (tickets and documents needed for reimbursement) and the nights of stay in Taipei, approximately US$2,500+, depending on the exchange rate. In case there’s any issue, please let us know for more possible arrangements.

We are in the early stage of organization work, if your company/organization can or wants to pay your travel expenses, we will be happy to list them as a sponsor.

If you have any preference in mind or require any further information, please let me know. Looking forward to your reply.

With Regards,

TsungWei Hu

PyCon Taiwan 2018 Program Committee

### 2015

Dear Mr. Godwin,

My name is Alice Tuan, and I will be the contact person in charge of the communication before and during your visit to PyCon Taiwan 2017.

First of all, on behalf of the community, we are glad and welcome you to join us and look forward to seeing you in a couple of days.

Kindly remind that your keynote session would be scheduled at 6/10 09:20~10:20 in the morning(60 minutes, Q&A included).

To make your visit comfortable, we would pick you up at the airport when you arrive, accompany you to the hotel and assist you with the check-in procedure. Therefore, I would appreciate if you could let us know your flight information (or traveling plan) and the arrival time at Taoyuan airport. If you decide to take our pick-up service, the cost is around NTD 1,400 (US$40 per trip, taxi fares will be prepaid). The expense will be deducted from the reimbursement. In case you prefer to take Taoyuan International Airport MRT and then transfer to Taipei MRT to the hotel, you can refer to the information below [1]. (Information of the accommodation will be sent to you later)

Here, we have several updates to share with you:

* Regarding reimbursement, you will need to provide the following documents:
1. Copy of passport
2. Original invoice/receipt of flight ticket - can be electronic ticket
3. Original Boarding Pass - for return ticket, electronic version or copy is acceptable
4. Payment receipt for taxi in case you didn’t use our airport pickup service
* Regarding keynote speech equipment :
1. Projector only accepts HDMI port connection. If your computer only supports VGA port, please let us know in advance.
2. We can test the presentation slides for you beforehand.
3. Please let us know your preference in using microphone or headset one.
4. We would like to know the specification of model of your computer to prepare another one for backup solution in case there are problems when exporting the file.

Please let me know if there’s anything I can help.

Sincerely,

Alice Tuan

[1]: For the Taoyuan International Airport MRT, you can find information in the following links

[https://www.tymetro.com.tw/eng/index.php](https://www.tymetro.com.tw/eng/index.php)

[http://www.taoyuan-airport.com/english/taoyuan_metro](http://www.taoyuan-airport.com/english/taoyuan_metro)

Please note that the last train from airport to Taipei departs at around 22:42(express) and 23:35(commuter), the travel time is around 40/50 mins. Since the last train of Taipei MRT Blue Line (Bannan Line) to Nankang Station departs at 0:45, we recommend to take taxi instead if

## Follow up letter example
### 2020
Dear **[speaker]**,

I'm **[invitee]** your contact in the PyCon Taiwan Program Committee.
It's been a while since our last contact. How's everything going?

Recently, we are scheduling the conference agenda, considering there is a time zone difference between Taiwan and Canada.Please let us know your available time and prefer time for your keynote session. The conference will be held from 9 am to 5 pm, September 5th and 6th. (GMT+8).

Here are the keynote time slot options:
A. Sep 4th 19:10~20:10 (PST) / Sep 5th 10:10~11:10(GMT+8)
B. Sep 5th 01:30~02:30 (PST) / Sep 5th 16:30~17:30(GMT+8)
C. Sep 5th 18:30~19:30 (PST) / Sep 6th 09:10~10:10(GMT+8)

We will also give some information about the keynote to the attendees, please provide the following information about the talk:
- Profile Picture
- Short biography
- Talk title
- Talk abstract

The conference will plan for a virtual keynote for you. At the same time, I'd like to know that if the pandemic is eased, would you re-consider for an in-person keynote? We hope to do everything we can to deliver the best PyCon (TW) experience. If you have other questions, feel free to ask me or Wei-Lee.

Thanks again. We hope you and your family do well.

Best Regards,
**[invitee]**

## Other backlog

### 2019
* 國外的講者補助：
* 1. 交通和住宿都實報實銷。
* 2. 講師費（生活費）固定台幣 2 萬塊。（但會扣稅約 6%）
* 國內講者：
* 1. 交通費實報實銷（例如計程車費用）
* 2. 講師費分成兩張 1 萬元領據 (?)