Invitation to Administrators - Speech and Debate Tournament Administration Invitation Template

Aug 30, 2026

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Invitation materials supporting speech and debate tournament hosts in engaging administrators, especially from under-resourced Title I schools. The content explains why administrators should support these activities, who should send outreach depending on whether a school has an existing program, and which tournaments to prioritize for maximum planning lead time. It also provides guidance for timing, managing administrator responses, check-in, role orientation, and follow-up appreciation. A complete invitation letter template is included for administrators with existing programs.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages2

Reading Time1 min

AccessFree to download

Invitation to Administrators

Rationale for Under-Resourced School Support

Who Should Send the Invitation

Which Tournaments to Focus On

When to Send the Invitation

What to Do When an Administrator Responds

Invitation Template: Send to Administrators with Programs

Invitation to Administrators After hosting Coaches’ Caucuses in 2016, 2017, and 2018 and holding meetings with a rural school focus group, the National Speech & Debate Association is working to create resources that support tournaments to better meet the needs of participants and create a more meaningful, inclusive space for attendees. To that end, we have created templates that could be used to invite administrators to observe speech and debate tournaments. Why should administrators from under-resourced schools support speech and debate? The NSDA connects, supports, and inspires a diverse community committed to empowering students through competitive speech and debate. The NSDA values inclusion and believes speech and debate can uniquely support students from Title I backgrounds to become more college and/or career ready after high school. Multiple studies and testimonials prove that speech and debate activities keep students engaged and increase their performance in the classroom. Speech and debate levels the educational playing field. You can bring speech and debate to the schools and students who need it most. Who should send an invitation? Letters to administrators with existing speech and debate programs would best come from the school’s administrator. If that’s not possible, a letter from the coach would be another option to pursue. Letters to administrators without programs could be sent by anyone hosting a tournament in the area where the school is located. If you have a supportive administrator/chair, you could ask that person to co-sign the letter! Reach out to the NSDA to see about having the letter signed co-signed by our office (time-permitting). What tournament(s) should be the focus? Early season tournaments might be more strategic because administrators need lead time to implement new programming the following year. However, it’s never too late, so don’t hesitate to invite them if you’re hosting a tournament later in the year. Inviting administrators to attend a tournament where other Title I schools are participating would be a plus. Inviting these individuals to the district tournament series would be awesome, too. When should the invitation be sent? Administrators have packed schedules, so you should invite them at least three weeks in advance. If you know the date far enough in advance, consider sending a save the date communication. What to do if an administrator responds? Thank them for getting back to you, even if they do not have the ability to attend. Make sure you clearly communicate to the administrator about where to check in. Greet them personally, orient them to the event, and pair them with someone to judge alongside or shadow observe. Thank them in person when they leave, and be sure to send a follow-up communication that expresses appreciation and welcomes any follow-up questions. Ask students to write or sign a thank you card and mail it to the administrator. Notify the NSDA of an administrator’s interest if they do not have a program. We are here to help you! Invitation Template: Send to administrators with programs Dear , As you know, our speech and debate team has experienced this year. We would not be able to expose students to creativity, critical thinking, communication, and collaboration without the support of you and our entire school community. On behalf of , I wanted to personally invite you to attend on . This event brings together schools from including . The team would be honored to have you see us in action as an observer or even as a judge! We will personally welcome you upon arrival and ensure that someone is available to oversee an enjoyable experience and help answer any questions you may have. If you are able to attend, please let me know at your earliest convenience. I know how busy your schedule is, and we can work with you to accommoda

FAQs

Why should administrators from under-resourced schools support speech and debate?

Speech and debate connects, supports, and inspires a diverse community while helping students develop through competitive activity. Inclusion is central, and multiple studies and testimonials indicate improved engagement and classroom performance, helping students become more college and/or career ready.

Who should send an invitation to administrators?

If a school already has a speech and debate program, the invitation letter should come from the school’s administrator. If that’s not possible, the coach can send it. For schools without programs, anyone hosting a tournament in the area may send the letter, and co-signing with a supportive administrator/chair can be requested.

How far in advance should the invitation be sent, and what should be done after a response?

Administrators should be invited at least three weeks in advance, and a save-the-date message can be sent if the date is known early. If an administrator responds, thank them, clarify where to check in, personally greet and orient them, pair them with someone to judge or shadow observe, and send a follow-up appreciation message; for schools without a program, notify NSDA of their interest.

Aug 30, 2026

Upload by Mia