Sample letter requesting conference accommodation

Depending on the type of business you run, there will be certain facilities that you require when you host a conference at a venue. Writing or emailing in advance with a list of requirements allows you to narrow down the possible venues.

Letter or email requesting conference accommodation – sample 1

Dear [name if known]

Our company will be holding a [one day / three day etc] conference on [date] from [time] to [time] and we are looking for suitable accommodation.

About [number] of guests are expected to attend and our requirements for the time we are with you are as follows:

  • A conference room with theatre style seating and projector and screen
  • A reception area for welcoming and registering delegates
  • A smaller adjacent room with tables and display boards
  • Morning coffee at [time]
  • Afternoon tea at [time]
  • A buffet luncheon to be served between [times] with dietary needs as an option
  • Disabled access to all parts of the venue is required

If you have suitable facilities available on this/these date/s please send us your prices and also a specimen menu for the buffet luncheon.

We hope to hear from you soon,

Yours sincerely,

[your name]