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					National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters


Sample Letter of Invitation to a Presenter of a Technical Session



NAME, TITLE                                                                                         DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop, we would like to
request your participation in the workshop as a presenter of a technical update on malaria. We are
attaching to this letter the overall purpose and objectives of the workshop and a copy of the tentative
workshop agenda for your information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
participation as a presenter is vital to the success of the workshop. We would like to ask you to present
information for the following session on DATE at TIME:

TITLE OF SESSION

The purpose and objectives of the session are as follows:

PURPOSE OF SESSION

OBJECTIVES OF SESSION

You will have ## minutes to present this session and we would ask you to respect this time since we have
a very full schedule. The presentation room will be equipped with an LCD projector (for PowerPoint
presentations) and an overhead slide projector. If you choose to use a PowerPoint presentation we would
ask you to give us the presentation no later than the 8:00 on the morning of your presentation so we can
load it onto a single computer. This will enable us to save time and move quickly from one presentation
to the next.

Please note: your presentation should address the role of NGOs in relation to the topic your are
presenting.

In addition to your presentation, we would like to invite you to stay for the rest of the morning (indeed
you are invited to attend the entire day and the entire workshop) after your presentation to participate in a
question-and-answer session on your presentation. This will give participants the opportunity to interact
more personally with you and receive responses to their questions and clarification of any
misunderstandings they have. The question-and-answer session is as critical as the presentation and we
strongly encourage you to arrange your schedule so you can do both. The question-and-answer session
will end by 13:00.




                               Planning Resource 6: Sample Letters of Invitation to Presenters              1
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Since this workshop is designed to enhance collaboration and raise critical issues about the practical
challenges of facing malaria, we would ask you to consider how to challenge participants to consider their
role. To this end, we would ask you to include a summary of critical challenges and questions for
participants as they consider engaging in the fight against malaria.

We want to thank you in advance for your willingness to participate. If you have any questions about
your session (or others), please do not hesitate to contact a member of the Planning Team. Contact
information is as follows:

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)


Sincerely,



NAME, ORGANIZATION
For the Planning Team



Attachment: Workshop purpose, objectives and tentative agenda




2                              Planning Resource 6: Sample Letters of Invitation to Presenters
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Sample Letter of Invitation to a Person Opening/Closing the Workshop

NAME, TITLE                                                                                         DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop, we would like to
request your participation to officially OPEN/CLOSE the workshop. We are attaching to this letter the
overall purpose and objectives of the workshop and a copy of the tentative workshop agenda for your
information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
OPENING/CLOSING remarks are critical for laying out the ongoing challenges to confronting malaria in
COUNTRY. We would like to ask you to OPEN/CLOSE the workshop on DATE at TIME.

You will have ## minutes for your OPENING/CLOSING remarks and we would ask you to respect this
time since we have a very full schedule. Should you choose, you may present slides or pictures as part of
your OPENING/CLOSING statement. If you choose to use a PowerPoint presentation we would ask you
to give us the presentation no later than 8:00 on the morning of the OPENING/CLOSING so we can load
it onto a single computer. This will enable us to save time and assure that everything is in order.

While we are inviting you via this letter for the OPENING/CLOSING, we would very much like to invite
you to the entire workshop. Your participation will encourage participants and add greatly to the
workshop.

Since this workshop is designed to enhance collaboration and raise critical issues about the practical
challenges of facing malaria, we would ask you to consider how to challenge participants to consider their
role. To this end we would ask you to include a summary of critical challenges and questions for
participants as they consider engaging in the fight against malaria.

We want to thank you in advance for your willingness to participate. If you have any questions about
your presentation (or others), please do not hesitate to contact a member of the Planning Team. Contact
information is as follows:

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)

Sincerely,


NAME, ORGANIZATION
For the Planning Team

Attachment: Workshop purpose, objectives and tentative agenda




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National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Sample Letter of Invitation to a Panel Member for Session 4 Panel Discussion



NAME, TITLE                                                                                         DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop we would like to
request your participation in the workshop as a panel member to describe ORGANIZATION’S actions to
confront malaria in COUNTRY. We are attaching to this letter the overall purpose and objectives of the
workshop and a copy of the tentative workshop agenda for your information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
participation as a panelist is vital to the success of the workshop. You will be part of a panel of ##
representatives of ORGANIZATION, ORGANIZATION, ORGANIZATION, ETC. The title of the
session is as follows:

Key Institutions Working in Malaria in COUNTRY

The purpose and objectives of the session are as follows:

Purpose of the Session: To introduce participants to programs working nationally to confront malaria.

Objectives of the Session: By the end of the session participants will have…
 Gained an appreciation for large-scale efforts to confront malaria in COUNTRY
 Assessed the possibility of the engagement of their organizations in these efforts
 Noted key questions for which they need clarification concerning national-level programs

You will have 5 minutes to present the work of your organization and we would ask you to respect this
time since we have a very full schedule. The presentation room will be equipped with an LCD projector
(for PowerPoint presentations) and an overhead slide projector. If you choose to use a PowerPoint
presentation we would ask you to limit your presentation to one to three slides at most and give us the
presentation no later than 8:00 on the morning of the panel so we can load it onto a single computer. This
will enable us to save time and move quickly from one presentation to the next.

In addition to your presentation, we would like to invite you to stay for the session following the panel
(indeed you are invited to attend the entire day and the entire workshop) to participate in a question-and-
answer session between participants and panelists. This will give participants the opportunity to interact
more personally with you and receive responses to their questions and clarification of any
misunderstandings they have. The question and answer session is as critical as the presentation and we
strongly encourage you to arrange your schedule so you can do both.

We want to thank you in advance for your willingness to participate. If you have any questions about
your session (or others), please do not hesitate to contact a member of the Planning Team. Contact



4                              Planning Resource 6: Sample Letters of Invitation to Presenters
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

information is as follows:

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)


Sincerely,



NAME, ORGANIZATION
For the Planning Team




                               Planning Resource 6: Sample Letters of Invitation to Presenters            5
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Sample Letter of Invitation to the Presenter(s) of Session 15: Operations Research to Better
Deliver Malaria Services



NAME, TITLE                                                                                         DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop, we would like to
request your participation in the workshop as a presenter of a session on the role of operations research in
confronting malaria. We are attaching to this letter the overall purpose and objectives of the workshop
and a copy of the tentative workshop agenda for your information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
participation is vital to the success of the workshop. We would like to ask you to present information for
the following session on DATE at TIME:

The Title of the Session is:

Tools for Confronting Malaria: Operations Research to Deliver Better Malaria Services

The purpose and objectives of the session are as follows:

Purpose of Session: To demonstrate approaches to carrying out field-based practical research to learn
more about malaria, using examples from in country.

Objectives of Session: By the end of the session participants will have…
 Analyzed the goal, attributes and steps to operations research (OR)
 Examined the results of one OR process used in the country to improve the quality of malaria
  treatment
 Recommended important topics around which OR could be carried out in the country


You will have 25 minutes to present this session and your presentation will be followed by small- and
large-group discussions to brainstorm important OR topics for their organizations. In your presentation
we ask you to attempt to include the following points:
   A definition of operations research and for what it is used.
   The “steps” of operations research.
   Attributes of operations research.
   An example of how operations research is being or has been used in this country to improve malaria
    services.

Please note: your presentation should address the role of NGOs in relation to the operations research.




6                              Planning Resource 6: Sample Letters of Invitation to Presenters
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

The presentation room will be equipped with an LCD projector (for PowerPoint presentations) and an
overhead slide projector. If you choose to use a PowerPoint presentation we would ask you to give us the
presentation no later than 13:00 on the day of your presentation so we can load it onto a single computer.
This will enable us to save time and move quickly from one presentation to the next.

We want to thank you in advance for your willingness to participate. If you have any questions about
your session (or others), please do not hesitate to contact a member of the Planning Team. Contact
information is as follows:

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)


Sincerely,



NAME, ORGANIZATION
For the Planning Team



Attachment: Workshop purpose, objectives and tentative agenda




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National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Sample Letter of Invitation to the Presenter(s) of Session 23: Behavior-Change Education and
Communication



NAME, TITLE                                                                                         DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop, we would like to
request your participation in the workshop as a presenter of a session on the role of behavior-change
communication or dialogue education in confronting malaria. We are attaching to this letter the overall
purpose and objectives of the workshop and a copy of the tentative workshop agenda for your
information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
participation is vital to the success of the workshop. We would like to ask you to present information for
the following session on DATE at TIME:

The Title of the Session is:

Tools for Confronting Malaria: Behavior-Change Education and Communication

The purpose and objectives of the session are as follows:

Purpose of Session: To illustrate practical communication and education approaches being used in the
country to combat malaria.

Objectives of Session: By the end of the session participants will have…
 Analyzed models for thinking about behavior-change communication or community-based dialogue
  education
 Examined the processes used to develop behavior-change communication or dialogue education
  approaches that have been used in the country
 Identified one action they will take, based on what they have heard, to improve behavior-change
  communication or dialogue-education approaches to combat malaria in their own organization

You will have 25 minutes to present this session and your presentation will be followed by small- and
large-group discussions to brainstorm how to add improved BCC or dialogue-education approaches in
their organizations’ work. In your presentation we would ask you to attempt to include the following
points:
   A definition of current thinking about behavior-change theory or dialogue education.
   The way this thinking was applied to a malaria-related behavior.
   Examples of specific materials developed.
   Any results of studies done to assess the impact of the education approach on behaviors.




8                              Planning Resource 6: Sample Letters of Invitation to Presenters
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Please note: your presentation should address the role of NGOs in relation to behavior change
communication.

The presentation room will be equipped with an LCD projector (for PowerPoint presentations) and an
overhead slide projector. If you choose to use a PowerPoint presentation we would ask you to give us the
presentation no later than 13:00 on the day of your presentation so we can load it onto a single computer.
This will enable us to save time and move quickly from one presentation to the next.

We want to thank you in advance for your willingness to participate. If you have any questions about
your session (or others), please do not hesitate to contact a member of the Planning Team. Contact
information is as follows:

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)


Sincerely,



NAME, ORGANIZATION
For the Planning Team



Attachment: Workshop purpose, objectives and tentative agenda




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National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Sample Letter of Invitation to the Presenter(s) of Session 31: Monitoring and Evaluation



NAME, TITLE                                                                                         DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop, we would like to
request your participation in the workshop as a presenter of a session on measuring changes in knowledge
and practice concerning malaria. We are attaching to this letter the overall purpose and objectives of the
workshop and a copy of the tentative workshop agenda for your information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
participation is vital to the success of the workshop. We would like to ask you to present information for
the following session on DATE at TIME:

The Title of the Session is:

Tools for Confronting Malaria: Measuring Change in Knowledge and Practice

The purpose and objectives of the session are as follows:

Purpose of Session: To examine indicators of knowledge and behavior change that are currently used by
the national malaria control program to track progress and other indicators that might also be used.

Important Note: You may choose to change the purpose and objectives to deal also with quality-of-
care indicators at the facility level. If you should do that, please change the purpose and objectives
statements here.

Objectives of Session: By the end of the session participants will have…
 Analyzed indicators used to track progress in fighting malaria in national and local programs
 Examined survey questions that can be used to assess these indicators
 Discussed and posed questions for clarification about the indicators and means of measuring them


You will have 25 minutes to present this session and your presentation will be followed by small- and
large-group discussions to clarify any outstanding issues concerning measuring progress in the fight
against malaria. In your presentation we would ask you to attempt to include the following points:
   A definition of national malaria indicators (concerning morbidity and mortality)
   Means the NMPC unit uses to measure the indicators.
   Examples of other indicators of knowledge and behavior change used and how to assess them.
   The link between behavior-change indicators and national-level indicators related to morbidity and
    mortality.




10                             Planning Resource 6: Sample Letters of Invitation to Presenters
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Please note: your presentation should address specific issues that NGOs should consider in relation to
monitoring and evaluation

The presentation room will be equipped with an LCD projector (for PowerPoint presentations) and an
overhead slide projector. If you choose to use a PowerPoint presentation we would ask you to give us the
presentation no later than 13:00 on the day of your presentation so we can load it onto a single computer.
This will enable us to save time and move quickly from one presentation to the next.

We want to thank you in advance for your willingness to participate. If you have any questions about
your session (or others), please do not hesitate to contact a member of the Planning Team. Contact
information is as follows:

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)


Sincerely,



NAME, ORGANIZATION
For the Planning Team



Attachment: Workshop purpose, objectives and tentative agenda




                               Planning Resource 6: Sample Letters of Invitation to Presenters           11
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

Sample Letter of Invitation to a Panel Member for Session 34 Panel Discussion



NAME, TITLE                                                                                          DATE
ORGANIZATION
ADDRESS

Dear NAME:

In the name of the Planning Team of the National Malaria Coordination Workshop, we would like to
request your participation in the workshop as a panel member to describe how you view the role of Non-
Governmental Organizations (NGOs) to confront malaria in COUNTRY. We believe that NGOs have an
important role to play and one of the main reasons we are holding the workshop is to explore this issue in
more detail. We would greatly benefit from hearing your opinion on the matter. Your presence demands
very little preparation and the two key questions around which the session revolves are listed below. We
are attaching to this letter the overall purpose and objectives of the workshop and a copy of the tentative
workshop agenda for your information.

The workshop will be held from DATE at LOCATION and include participants from the National
Malaria Program Coordination unit of the Ministry of Health, the World Health Organization, UNICEF,
major bilateral donors such as USAID, private companies which manufacture and market malaria control
products and international and local NGOs working to confront malaria in COUNTRY. Your
participation as a panelist is vital to the success of the workshop. You will be part of a panel of ##
representatives of ORGANIZATION, ORGANIZATION, ORGANIZATION, ETC. The title of the
session is

Panel Discussion on RBM Actions in COUNTRY for which the NGOs Have a Comparative Advantage

The purpose and objectives of the session are as follows:

Purpose of the Session: To help participants critically assess opportunities for greater NGO involvement
in the fight against malaria and define challenges NGOs must face and overcome to do so.

Objectives of the Session: By the end of the session participants will have…
  Critically analyzed opportunities and challenges NGOs face in confronting malaria in the country
  Noted ideas they have for engaging more effectively in malaria-related activities

As part of the panel we will ask you to respond to the following two questions:
   As you look at the major malaria-related challenges facing this country, what particular advantages do
    small to medium NGOs have in confronting them?
   According to you, what obstacles or barriers might keep NGOs from fully playing the roles you have
    outlined?

After the panelists respond to these questions, we will invite participants to pose questions directly to the
panelists.

In addition to your presentation, we would like to invite you to stay for the session following the panel
(indeed you are invited to attend the entire day and the entire workshop) during which participants will




12                             Planning Resource 6: Sample Letters of Invitation to Presenters
National Malaria Coordination Workshop
                                                                                       Planning Resource 6
                                                                  Sample Letters of Invitation to Presenters

break into small groups to discuss plans for after the workshop and how to build collaboration among the
various agencies (NGOs and others) present.

We want to thank you in advance for your willingness to participate. If you have any questions about
your session (or others), please do not hesitate to contact a member of the Planning Team. Contact
information is as follows

NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)
NAME, ORGANIZATION PHONE NUMBER (or E-MAIL)


Sincerely,



NAME, ORGANIZATION
For the Planning Team




                               Planning Resource 6: Sample Letters of Invitation to Presenters           13

				
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