Sample request letter to event manager, hotel manager, administrator for providing meeting room, meeting hall, conference room, hotel room etc. Sample letter to reserve a venue, booking a venue, or use of venue in office, or out of office.
Request for providing Meeting Hall
The office Administrator,
Fine Glass Industries,
Subject: Provision of Meeting Hall,
Dear Ms. Sara,
I’m writing this to let you know that we have scheduled a meeting with some renowned contractors on coming Monday, 12th Dec from 02:00PM-04:00PM here in our office.
Could you please confirm the availability of Hall no. 4 to conduct the meeting as the number of participants is expected to be around 30, and this Hall has sufficient seating place.
We will also require the support of projectors so kindly also organize the same by coordinating with the IT team.
Appreciate if you could confirm the above before COB today so that I can send the invitation to all the participants accordingly.
Thanking in anticipation.
Letter of Request for Conference Room
Mr. Alex Thornton
Manager Events Management
I am hoping that you are enjoying good health.
This is with reference to our initial meeting at your office dated 22 January, XXX on Monday in the noon. We discussed therein the timings of the proposed halls, charges to be paid out, and your services to be offered. I requested at that time to provide me two (2) days’ time before reaching a final decision.
I may inform you that I had discussed the matter with other stakeholders who conveyed their consent in favor of your hall.
You are hereby requested to provide us with Meeting Hall ‘A’ on 30 March, XXX on Tuesday for our Annual General Meeting from 12 p.m. to 4 p.m. As per our understanding, the tea arrangement shall be offered by you. We are enclosing the pay order for advance booking purposes.
We are looking forward to receive spectacular services from your good honor.
Thanking you, and with profound regards.
Very truly yours,
Chief Financial Officer