Sample invitation and agenda email
Template for the hosting organization. Replace bracketed fields. Send at least five business days before Session 1.
Email template
Subject: [Organization name] responsible AI training, Session 1 on [date]
Dear colleagues,
You are invited to a three-part training series on using AI responsibly in humanitarian work. These sessions use synthetic cases only. No real beneficiary, staff, donor, or partner records should be brought to class.
Series schedule
| Session | Date | Time (local) | Duration | Platform |
|---|---|---|---|---|
| Session 1: Responsible AI foundations | [date] | [time] | 90 minutes | [link or room] |
| Session 2: Verified work by role | [date] | [time] | 90 minutes | [link or room] |
| Session 3: Governance and adoption | [date] | [time] | 90 minutes | [link or room] |
| Follow-up clinic (optional) | [date] | [time] | 60 minutes | [link or room] |
Before Session 1
- Complete the pre-assessment (10 minutes): [link to form or attach PDF]
- Read the participant handbook (or attached PDF)
- Review the technology and accessibility checklist and request any accommodations by [deadline]
- Optional: read the one-page AI use decision guide
Session 1 agenda (90 minutes)
| Time | Topic |
|---|---|
| 0:00 to 0:10 | Welcome, ground rules, short diagnostic |
| 0:10 to 0:25 | AI types, accountability, and limitations |
| 0:25 to 0:45 | Worked example: checking a draft against a source |
| 0:45 to 1:10 | Group exercise: evacuation SMS case (synthetic) |
| 1:10 to 1:25 | Debrief |
| 1:25 to 1:30 | Close and one action for work |
Materials: Worksheet link [URL]. Case text will also be emailed as plain text for low-bandwidth access.
Participation options
- Standard: Video or audio plus chat; breakout groups when platform allows.
- Synchronous low-bandwidth: Dial-in by phone [number] plus typed chat; no video required.
- No breakout: Plenary-only route available on request; contact [email] by [deadline].
- Captions: [On/off and who manages them]
Ground rules
- No real case data in chat or shared documents.
- Cameras optional.
- If you need to share a sensitive workplace situation, contact [safeguarding or HR contact] outside the session; facilitators will refer you to organizational focal points.
Questions
Contact [host name], [email].
We look forward to learning with you.
[Organization name]
Footer notes
French materials: French versions of worksheets and slides are available at [URL/fr/]. Live facilitation language: [English / French / bilingual as offered].
Licence: Training content CC BY 4.0. Hosted by [organization]; kit by ParalleX Labs Inc.