| Help! I need to write a hotel request letter regarding convention event?

Help! I need to write a hotel request letter regarding convention event?

wpweva asked the question:


I am responsible for planning a convention of pheasant farmers, to be held in a distance city. The city was selected because a famous pheasant farm in nearby. Participants will attend some lectures and banquets in the city and tour the Restless Feathers farm. My present problem is selecting a hotel for the convention. Two hundred farmers, about half of whom will bring their spouses, will attend. I will need a banquet hall big enough to accommodate 300, three lecture rooms big enough to accommodate 75 people each, and hotel rooms for all attendees. The convention is to be on April 21,22 and 23. I need some figures: costs to attendees for hotel rooms, and cost to the organization for all other expenses. Other information, such as distance from the airport and types of transportation available, would be helpful.
Please help me write a letter that can be sent to different hotels. One of the hotel is The Comrade Arms Hotel.

Thanks
This is for my homework….I just need to put all those detail into request letter format. so the date is not important

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One Response to “Help! I need to write a hotel request letter regarding convention event?”

  1. cptkay2001 on February 14th, 2009 1:20 pm

    You do not say what country, so this may or may not apply to what you need…
    Generally, you are going to send the hotel a letter of intent to hold an event, and ask them to provide you with a list of services and a bid for fees/charges for the accomodations you need. (essentially they are bidding on what they will charge you to use them)
    Generally, you will tell them you expect to book XXX number of rooms- you will need a good rate for the group.
    You will need XXX meeting rooms, with chairs, tables, lecterns, AV equipment, etc. spell out what you need. Give them a list ofr each set up.
    They will give you a price quote.
    Be sure to include things like;
    you will want parking for XXX attendees,
    do you want a welcome or hospitality suite with light snacks, beverages,
    will there be a banquet, etc.

    You then get “bids’ form several hotels and take the one with the best price for what you need.

    Usually, the convention meeting rooms will be a lower fee if you book a certain number of rooms, or even free. You may have charges for someone to set up the chairs or move things around, and there may be fees to rent any audio visual or other special equipment.

    April is very short notice.
    Usually things like this get booked a couple months in advance, at least for getting the information back and forth
    and having enough time for the attendees to book their rooms, and the hotel to get everything ready, and confirm the bookings.
    You have to hope at this late a time that they are not already all booked up!
    and they will be able to handle your gathering.
    Good luck
    Kay