Arab British Academy for Higher Education Site Confirmation
Confirmation letters are less formal than a contract and provide the opportunity
to clearly outline plans for the use of a facility or service. As with a contract, this
letter allows an opportunity for any misunderstandings of expectations to be
cleared up before the actual event. A confirmation letter should include:
• names of event planner and client
• dates of the event or events (include each day that the facility is required)
• detailed outline of space, services and equipment that will be provided
• any special considerations that have been established
• a statement of any payments (and deposits) that have already been made
• request for execution of signatures and return
A formal agreement will be entered into with the facility once the event planner’s
confirmation letter has been received and agreed to.
Sample Confirmation Letter
Mr. Marty Manager
Director of Sales
Sky High Hotel
22 Coastal Highway
Mega City, USA
Dear Mr. Manager,
Further to our telephone discussion and meeting of Wednesday, May 3, I
would like to confirm that ACME Event Management, on behalf of its client,
Windsor Widgets, intends to hold a one-day shareholders meeting at the Sky
High Hotel. The particulars are as follows:
1 www.abahe.co.uk Arab British Academy for Higher Education Event: Windsor Widgets Annual Shareholders Meeting
Date: Friday, August 11, 2006
Space and Facility Requirements:
• 1 large meeting room to accommodate approximately 200 people seated
theater style, at a cost of $500.00
• 1 10’ x 10’ raised platform at front of room to hold a 6’ draped table
• 1 speaker stand (dais) equipped with microphone
• 1 projector and projection screen (screen to be placed behind the raised
platform) at a rental cost of $125.00
• 1 registration desk area to accommodate a 10’ draped banquet table, two
chairs and telephone hookup. Installation and call charges to be
charged to master account.
• 1 hospitality suite to be available between 7:00 a.m. and 6:30 p.m. on August
11, 2006, at a rate of $175.00
• 2 executive suite guestrooms for evening of August 10, 2006, at a rate of
$275.00 per room per night.
Sky High Hotel acknowledges receipt of a deposit in the amount of $1,000.00 paid
by Windsor Widgets, such amount to be deducted from the final invoice.
2 www.abahe.co.uk Arab British Academy for Higher Education We look forward to working with you on the successful completion of our
event. Please do not hesitate to call if you have any further questions or
concerns.
Please sign this letter and return one copy to my
attention at: ACME Event Management Ltd.
555 Anywhere Street
Big City, USA
Regards,
Eva Eventplanner
We hereby agree with the contents contained herein and acknowledge receipt of
this letter
Marty Manager,
Director of Sales, Sky High Hotel
Many facilities will have their own contract they will want your client to sign to
guarantee the booking. Make sure the contract is between the venue and your
client, not between the venue and you. If you enter into a contract with a venue, you
will be held personally liable for payment if the event is cancelled or postponed.
To help you ensure that everything is covered in your confirmation letter or contract,
make a checklist for yourself of important points. Here is a sample venue checklist
for a seminar, from the
.com Guide to Becoming a Motivational Speaker.
3 www.abahe.co.uk Arab British Academy for Higher Education Checklist to Discuss with Sales Coordinator
Room set-up
Start and end times (and if you need earlier access to the room)
Registration table (inside or outside room, number of
chairs) Additional tables inside the room for literature,
displays, etc. Coat rack or coat check
Audio-visual equipment (depending on your own
needs) microphone (clip-on is best for
moving around) overhead projector
flipchart or white board and markers
TV/VCR/DVD
sound system
plug-in for lap-top computer
Stage or risers
Notepads and pens or pencils for participants
Coffee service
Meals or snacks
Delivery arrangements (if you need to ship supplies to the
hotel) Availability of parking for you and participants
Access to public transportation
Sleeping room for you (if out of town)
Posting on hotel bulletin board (name of organization or title of event)
Your phone number for people to call if they have inquiries
4 www.abahe.co.uk Arab British Academy for Higher Education All Rights Reserved © Arab British Academy for Higher Education 5 www.abahe.co.uk