The sample letter below provides a format for the letter used in confirming participants in the focus group interviews. We used a simple e-mail format that allowed participants to efficiently respond.
The elements of the letter include:
- Ability to confirm attendance to a specific focus group date,
- Ability to decline invitation, but submit an alternate participant,
- Option to update personal information, and
- Ability to obtain directions to the meeting location.
Sample Letter of Confirmation from Virginia Project
Overview
Thank you for your interest in attending the Communications Interoperability Focus Group Session to be held on April 7, 2004 from 9am-5pm at the Holiday Inn in Wytheville, VA. The purpose of our day-long session is to gather local perspectives on interoperability among emergency responders in service of designing a statewide plan for communications interoperability.
This one day session will consist of large and small group discussions driven by four core questions:
- How would you describe Virginia’s existing level of interoperability?
- Why do we need to change and what would happen if we don’t change?
- What do we want our future system for interoperable communications to look like?
- What problems might we encounter when striving for this future state?
The session’s design and facilitation will be carried out with support from SAFECOM, a program out of the Department of Homeland Security.
In an effort to make your participation in this process as easy as possible, I have pulled together some information you may need to prepare for April 7th.
Directions
Please visit the web site listed below for directions to the hotel.
http://go.vicinity.com/sixcont/bidMap.d?BID=WYTVA&brandname=_holidayinn
Travel and Lodging
For those attendees needing accommodations in Wytheville, we suggest the hotel where the session is being held as one option.
Holiday Inn
WYTHEVILLE
1800 East Main Street
PO Box 697
WYTHEVILLE, VA 24382
Toll-Free: 8008427652
Tel: 1-276-2285483
Fax: 1-276-2285417
Check-In Time: 3:00 PM
Check-Out Time: 11:00 AM
Attendees traveling 75 miles or more can request information on reimbursement for the hotel and dinner the evening preceding the session via travel POC (XXX) XXX-XXXX.
Per Diem rates are as follows:
Hotel $55
Dinner $16
Questions and Concerns
Any additional questions or concerns can be directed to the Office of the Secretary of Public Safety.
Contact:
State Interoperability Coordinator
Commonwealth Interoperability Coordinator
(XXX) XXX-XXX
email@statecoordinator.gov
Lunch will be provided at the session. We will begin promptly at 9am.
I look forward to meeting you and learning more about your perspective on interoperability in Virginia.
Response Card
Please cut and paste the response card below into an e-mail message and direct all correspondence to:
name@email.gov
| Yes, I will attend the interoperability focus group session on ________ in _______, ___. |
|
| Name: |
| Title: |
| Agency: |
| E-mail: |
| Phone: |
| I will need information on funds available for travel and lodging. |
| _ Yes |
| _ No |
| No, I cannot attend the interoperability focus group session on _______ in _______, ___. I suggest the following candidate to attend on my behalf. |
|
| Alternate candidate name: |
| Title: |
| Agency: |
| E-mail: |
| Phone: |
| I will need information on funds available for travel and lodging. |
| _ Yes |
| _ No |