Sample letter to reserve a conference room

Sample letter to reserve a conference room

I tried reaching you on phone but could not connect. I Ritika representing the marketing team of Cyndus Private Ltd would like to book a conference room in your hotel. We are Gold certified partners of Minisoft and in collaboration with them we are arranging an event on upcoming Windows 9.2. We are planning to keep this event during evening and thereafter would like to arrange a dinner for all the attendees invited. The conference room should be big enough to accompany at least 50 members. I visited and had discussion with you last time around four months back, wherein you showed five different types of conference rooms. Each room had its own specialties and thereby it will helpful if you can send us the details for each one of them. I shall forward the details to the management and will come back to you for the choice of the conference room that will best fit the expectations.

We are planning to keep this event anytime in the second week of April 2014. In that case, we would like to know details related to detail of each conference room, costing along with the availability. As per the discussion held with management, I am also enclosing our budget along with entire planning of the conference.

Please have a look at the attached document and thereby suggest us with the best option of conference to be booked.