This is an example of an invitation mail text. Feel free to adapt it to your needs.
Hello everyone,
I would like to invite you to participate in an upcoming user study for my bachelor's/master’s/doctoral thesis exploring topic X.
The study will take place from month, start day to month, end day in the VR Lab located at Kopernikusstraße 6. You will be picked up at the entrance door of the building. Each session will take around ____ minutes to complete.
The time slots for the study can be found in the Foodle/Doodle link: Insert link here For our convenience, please cast your vote to the earliest available timeslots possible, and don't forget to hit the submit button on the very far right of the page (horizontal scrolling required).
The requirements for participation are:
- Being 18 years or older
- Fluently speaking and understanding English
- Being able to stand unaided for up to ____ minutes
- Normal depths vision
- In case you need those, bring your glasses/contact lenses, etc.
- Not being color blind
- Discretion on the study topic and experience
- …
If you have any further questions, feel free to contact ____ via ____ @vr.rwth-aachen.de anytime.
Please forward our invitation to colleagues, family, and friends who might be interested in participating.
I am looking forward to seeing you during my study and greatly appreciate your support!
Best regards, XXX
Attention: Participants under the age of 18 are - in general - permitted as well, but only with parental involvement! Even for students as young as 17, parents must sign the Informed Consent and the Study Description for their minor child in advance, while the participants sign the same document as well. Regarding participant compensation, it's crucial to note that minors, as per §106 BGB, cannot validly acknowledge fund receipt, which is however required by the university if you provide compensation. To circumvent this, our legal department (precisely: Ewa Seuffert, Rechtanwältin, Dezernat 9.0 - Recht, 28.08.2023) suggests a simple solution: appending a pre-approval statement to the Informed Consent or Study Description. This statement, signed by parents in advance, greenlights fund payment and acknowledgment by the minor participant. While this entails added effort, we recommend prioritizing participants aged 18 and above to streamline the process.
In case arranging the appointment and actually participating in the study are far apart in time, we recommend a reminder mail, such as the following:
Dear VR enthusiast.
Herewith I cordially remind you of your study slot on ________, June ___ from ___ to ____ . We will pick you up at ____ o'clock in front of the main entrance of the extension building of the IT Center (Kopernikusstr. 6, 52074 Aachen), see attached image. (ITCenter_Kop6_mainEntrance).
We look forward to seeing you tomorrow and thank you in advance for your support of our research.
Best regards, XXX
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