Requirements listUse the basic template below for your follow up email to the venue, once you have made telephonic contact. I always suggest phoning and speaking to someone first, as sometimes emails can get lost in the many others that the venue coordinators receive, and they know to look out for yours. If its urgent, stress the urgency both on the phone and the email.


Dear ­­­­­_____________,

Thank you for your time earlier.

As per our telephonic discussion, please can you supply me with quote based on the following:

Date: ______________

Number: 250 People

Room Set up: Cinema style

Times: ______________(Includes set up and break down)

Catering: No Refreshments but coffee/tea and water/cool drinks available for purchase. (Risk catering)

Registration: 2 tables for registration in the foyer – as well as Capacity to hold 250 people in the foyer until about 15 minutes before start of the event.


Small Riser – stage piece 30 cms high – 2 x 2 meters.

One Projector

One Screen

One lapel mic

One handheld mic

I look forward to receiving this from you.


Kind Regards

Susan Smith

ABC Events

READ: 12 tips to finding the perfect event venue