Event Venue Booking Confirmation and Service Rates

Dear Sirs, (or Dear Mr./Mrs. [Surname])

First of all, I want to thank you for your interest in our services.

Availability and Requested Services

We are pleased to confirm that we have availability for your requested dates: May 10th to May 12th.

We have attached a detailed price list regarding the services you requested, including:

• Accommodation: 18 double rooms for single occupancy.
• Meeting Room Rental: For 20 people in a Classroom Layout on May 10th and 11th, from 8:30 AM to 1:30 PM.

Optional Catering and Dining

We can also arrange the following catering options for 20 people:

• Coffee breaks at 10:00 AM on both days.
• Lunch on May 10th.

Please let us know if you would like to include these catering options in your booking.

Regarding audiovisual equipment, you can choose an LCD screen or a projector for your presentations. We offer both options for your convenience.

Also, the hotel has its own restaurant focused on Mediterranean cuisine if you wish to have dinner here.

Next Steps and Documentation

Attached, you will find the price list for the requested services and a dossier containing comprehensive information and photographs of our salons.

If you are interested, please send us confirmation to proceed with booking the services. If you need additional information, please do not hesitate to contact us.

I look forward to your prompt response.

Best regards

Financial Details and Terms

(Thank you very much for your prompt response.)

We have attached a proforma invoice for the partial deposit payment corresponding to 25% of the total cost.

• Rates are commissionable at 10% / Net Prices.
• All rates include VAT.

I would appreciate it if you could tell me…

Event Industry Terminology and Room Setups

Key Industry Definitions

Travel Management Company (TMC)

Provides travel planning, organization, and management services to companies and organizations.

Professional Congress Organizer (PCO)

A specialized company that provides professional services for the organization and management of conferences, congresses, conventions, and similar events.

Destination Management Company (DMC)

Simply put, a travel agency specializing in local services and logistics.

Event Planner

A professional who specializes in coordinating and managing all aspects of events.

Common Meeting Room Layouts

Different event sizes and purposes require specific room configurations:

• Boardroom: 8 people in a small meeting room, no media needed.
• Classroom: 20 people in a small meeting with projector and screen.
• U Shape: 50 people in a fancy venue for a launch event.
• Theater: 500 people in a congress.
• Banquet: 100 people in a wedding.
• Cabaret: 40 people in a convention with balance and data summary of the year.
• Crescent Rounds