[These are sample request letter format to an event manager, hotel manager, administrator for providing a meeting room, meeting hall, conference room, hotel room etc. Sample letter to reserve a venue, booking a venue or use of venue in an office or out of office.]

Date…

The Office Administrator (Job designation),

Event management or Institute name…

Address…

Subject: Provision of Meeting Hall

Dear (Name),

I’m writing this to let you know that we have scheduled a meeting with some renowned contractors on coming (Date: DD/MM/YY) from (Time to Time) here in our office.

Could you please confirm the availability of Hall no. “X” to conduct the meeting as the number of participants is expected to be around 30 (Number of participants) 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. (Your requirements).

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.

Best Regards,

Your name…

Job Designation…

Contact no. and Signature…

Dear Sir,

I am hoping that you are enjoying good health.

This is with reference to our initial meeting at your office dated (Date: DD/MM/YY) in the noon (Time). 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. (Describe Your requirements).

I may inform you that I had discussed the matter with other stakeholders who conveyed their consent in favour of your hall.

You are hereby requested to provide us with Meeting Hall ‘X’ on (Another date) for our Annual General Meeting (Meeting type) from (Time to time). 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 receiving spectacular services from your good honour.

Thanking you and with profound regards.

Very truly yours,

Your name…

Job Designation…

Contact no. and Signature…