Do you need to ask for permission to use a building or space? Writing a good request letter can make all the difference between getting approved or rejected. The right words can open doors and help you secure the perfect location for your event or activity.
These 15 sample letters will guide you through different ways to ask for facility use. Each example shows the correct format and wording to increase your chances of success. Read on to discover how to write a winning request that gets results.
Sample Letters of Request to Use a Facility
Here are fifteen professionally written sample letters to help you request the use of various facilities.
1. Letter Requesting School Gymnasium Use
Subject: Request to Use School Gymnasium for Community Basketball Tournament
Mr. Robert Johnson Principal Lincoln High School 123 Education Avenue Springfield, IL 62701
April 6, 2025
Dear Mr. Johnson,
My name is Sarah Williams, President of the Springfield Youth Sports Association. Our organization is planning to host a community basketball tournament to raise funds for new sports equipment for underprivileged children in our area.
We would like to request permission to use the Lincoln High School gymnasium on Saturday, May 17, 2025, from 8:00 AM to 6:00 PM. The tournament will involve approximately 12 teams from various community groups, with players ranging from ages 12 to 16.
Our organization will provide all necessary equipment, staff, and volunteers to manage the event. We will also arrange for proper cleanup after the tournament concludes. Additionally, we have comprehensive insurance coverage that can be provided upon request.
Please let us know if there are any specific requirements or fees associated with using the facility. We are happy to comply with all school policies regarding facility use.
Thank you for considering our request. We believe this event will benefit both the school and the wider community by promoting youth sports and physical activity.
Sincerely,
Sarah Williams
Sarah Williams President, Springfield Youth Sports Association Phone: (217) 555-1234 Email: sarah.williams@sysports.org
2. Letter Requesting Community Center Meeting Room
Subject: Request for Community Center Meeting Room for Monthly Book Club
Community Center Management Springfield Community Center 456 Main Street Springfield, IL 62702
April 6, 2025
Dear Community Center Management,
The Springfield Reading Club would like to request the use of Meeting Room B at the Springfield Community Center for our monthly book club meetings.
We are a group of 15-20 adults who meet once a month to discuss literature and promote reading within our community. Our meetings are quiet, respectful, and typically last about two hours.
We would like to reserve the room for the first Tuesday of each month from 6:30 PM to 8:30 PM, starting May 6, 2025, and continuing through December 2025. Our group understands and agrees to abide by all community center policies regarding room use and cleanup.
As a non-profit community organization, we hope that we might qualify for the reduced rate mentioned on your website. However, we are prepared to pay the standard rental fee if necessary.
Thank you for your consideration of our request. The Springfield Reading Club has been a part of the community for over ten years, and we value the services provided by the Community Center.
Respectfully,
Thomas Martinez
Thomas Martinez Coordinator, Springfield Reading Club Phone: (217) 555-2345 Email: thomas.martinez@springfieldreads.org
3. Letter Requesting Church Hall for Wedding Reception
Subject: Request to Use St. Mary’s Church Hall for Wedding Reception
Father Michael Anderson St. Mary’s Catholic Church 789 Faith Avenue Springfield, IL 62703
April 6, 2025
Dear Father Anderson,
My fiancé, James Wilson, and I are planning our wedding for July 12, 2025. As longtime members of St. Mary’s parish, we would be honored to celebrate our special day in our church community.
We would like to request the use of St. Mary’s Church Hall for our wedding reception following our ceremony. We anticipate approximately 100 guests, and would need the hall from 2:00 PM to 10:00 PM on July 12, 2025.
We understand that there may be fees associated with using the hall, as well as specific guidelines regarding decorations, catering, and cleanup. We are committed to following all church policies and ensuring that the hall is left in excellent condition after our event.
We would be grateful for the opportunity to meet with you or your staff to discuss the details and requirements for using the church hall. Please let us know what dates might work for such a meeting.
Thank you for your consideration of our request. St. Mary’s has been an important part of our spiritual lives, and it would mean so much to us to celebrate our marriage in this special place.
With gratitude,
Emily Thompson
Emily Thompson Phone: (217) 555-3456 Email: emily.thompson@email.com
4. Letter Requesting University Auditorium
Subject: Request for University Auditorium Use for Annual Science Symposium
Dr. Patricia Chen Director of Campus Facilities Springfield University 1000 University Drive Springfield, IL 62704
April 6, 2025
Dear Dr. Chen,
The Springfield Science Association would like to request the use of the Main Auditorium at Springfield University for our Annual Science Symposium.
This annual event brings together scientists, educators, students, and community members for a day of presentations and discussions on current scientific research and its applications. Last year’s event attracted over 200 participants and received very positive feedback.
We would like to hold the symposium on Saturday, September 20, 2025, from 9:00 AM to 5:00 PM. We would also request access to the facility on Friday, September 19, from 3:00 PM to 6:00 PM for setup purposes.
Our needs include:
- Access to the audiovisual equipment
- Use of the stage and podium
- Access to the lobby area for registration and refreshments
- Permission to set up 5-10 display tables in the lobby
We have budgeted for the standard rental fee as listed on the university website and can provide a certificate of insurance as required. We will also ensure that all university guidelines regarding facility use are strictly followed.
Thank you for considering our request. This partnership between our association and Springfield University has been valuable in promoting science education in our community.
Sincerely,
Dr. James Wilson
Dr. James Wilson President, Springfield Science Association Phone: (217) 555-4567 Email: jwilson@springfieldscience.org
5. Letter Requesting City Park for Charity Run
Subject: Request to Use Riverside Park for Annual Charity 5K Run
Parks and Recreation Department City of Springfield 200 City Hall Plaza Springfield, IL 62705
April 6, 2025
Dear Parks and Recreation Department,
On behalf of the Springfield Heart Foundation, we would like to request permission to use Riverside Park for our Annual “Hearts in Motion” 5K Charity Run.
The event is scheduled for Saturday, June 14, 2025, from 7:00 AM to 12:00 PM. We anticipate approximately 300 participants plus volunteers and spectators. The run raises funds for heart disease research and community health programs.
Specifically, we request:
- Use of the main parking lot as a staging area
- Permission to set up a start/finish line on the main path
- Access to electrical outlets for our sound system
- Permission to set up 10 tents for registration, water stations, and first aid
We will provide portable restrooms, trash receptacles, and clean-up crews. Our organization carries event insurance with $2 million in liability coverage and will add the City of Springfield as an additional insured party.
We understand that a permit fee applies and are prepared to submit payment upon approval. We also understand that we may need additional permits for food service and sound amplification.
Thank you for considering our request. The “Hearts in Motion” run has become a beloved community tradition, and Riverside Park provides the perfect setting for this important fundraising event.
Respectfully submitted,
Lisa Rodriguez
Lisa Rodriguez Event Coordinator, Springfield Heart Foundation Phone: (217) 555-5678 Email: lrodriguez@heartfoundation.org
6. Letter Requesting Corporate Conference Room
Subject: Request to Use Conference Room for Professional Development Workshop
Ms. Angela Davis Facilities Manager Springfield Corporate Center 555 Business Parkway Springfield, IL 62706
April 6, 2025
Dear Ms. Davis,
The Springfield Association of Marketing Professionals would like to request the use of Conference Room A at the Springfield Corporate Center for a professional development workshop.
Our association plans to host a half-day workshop titled “Digital Marketing Trends for 2025” for approximately 30 local marketing professionals. The workshop will include presentations from industry experts and networking opportunities.
We would like to reserve the conference room on Thursday, May 22, 2025, from 12:00 PM to 5:00 PM. We would need access to the room by 11:00 AM for setup.
We require:
- Tables and chairs arranged in a classroom style
- Access to the projector and screen
- Use of the podium and microphone
- Permission to serve light refreshments
We understand the rental fee is $500 for half-day use, which we are prepared to pay upon confirmation. We also have business liability insurance and can provide proof of coverage as needed.
Thank you for considering our request. The Springfield Corporate Center’s central location and professional atmosphere would be ideal for our workshop.
Best regards,
Michael Thompson
Michael Thompson President, Springfield Association of Marketing Professionals Phone: (217) 555-6789 Email: mthompson@springfieldamp.org
7. Letter Requesting Hotel Banquet Room
Subject: Request for Hotel Banquet Room for Annual Awards Dinner
Reservation Manager Grand Hotel Springfield 777 Luxury Lane Springfield, IL 62707
April 6, 2025
Dear Reservation Manager,
The Springfield Teachers Association would like to request the use of the Grand Ballroom at the Grand Hotel Springfield for our Annual Excellence in Education Awards Dinner.
This prestigious event honors outstanding educators in our district and brings together approximately 150 teachers, administrators, school board members, and community supporters for an evening of recognition and celebration.
We would like to reserve the Grand Ballroom for Saturday, May 31, 2025, from 5:30 PM to 10:30 PM. We would also need access from 2:00 PM for decoration and setup.
Our requirements include:
- Banquet seating for 150 guests
- A stage area for presentations
- Audiovisual equipment including projector, screen, and microphone
- A separate area for cocktail hour before dinner
- Full catering services for a three-course meal
We understand that the room rental may be reduced or waived with a minimum food and beverage purchase. We have budgeted $75 per person for food and beverages, plus a 20% service charge.
Thank you for considering our request. We have held our event at other venues in previous years but have heard wonderful things about the service and atmosphere at the Grand Hotel Springfield.
Sincerely,
Amanda Jackson
Amanda Jackson Event Chair, Springfield Teachers Association Phone: (217) 555-7890 Email: ajackson@springfieldteachers.org
8. Letter Requesting Library Meeting Room
Subject: Request to Use Library Meeting Room for Tutoring Program
Ms. Elizabeth Wright Head Librarian Springfield Public Library 321 Knowledge Way Springfield, IL 62708
April 6, 2025
Dear Ms. Wright,
The Springfield Literacy Council would like to request the use of the Small Meeting Room at the Springfield Public Library for our community tutoring program.
Our volunteer tutors work one-on-one with adults and teens to improve reading and writing skills. This free service has helped many community members gain the literacy skills needed for employment and further education.
We would like to use the Small Meeting Room on Tuesday and Thursday evenings from 6:00 PM to 8:00 PM, beginning June 3, 2025, and continuing through August 28, 2025. We anticipate having 3-4 tutor/student pairs each evening.
As a non-profit educational organization, we hope we might qualify for free use of the room. We understand the library’s policies regarding noise levels and room capacity, and we will ensure all participants respect these guidelines.
Thank you for considering our request. The quiet, accessible environment of the library makes it an ideal location for our tutoring program, and we appreciate the library’s ongoing support of literacy in our community.
Gratefully,
David Chen
David Chen Program Director, Springfield Literacy Council Phone: (217) 555-8901 Email: dchen@springfieldliteracy.org
9. Letter Requesting Art Gallery Space
Subject: Request to Use Gallery Space for Student Art Exhibition
Ms. Victoria Adams Director Springfield Art Center 456 Creative Avenue Springfield, IL 62709
April 6, 2025
Dear Ms. Adams,
As the Art Department Chair at Springfield Community College, we would like to request the use of the East Gallery at the Springfield Art Center for our annual Student Art Exhibition.
This exhibition showcases the best works produced by our fine arts students throughout the academic year. It includes paintings, sculptures, photography, and mixed media pieces created by approximately 25 talented student artists.
We would like to display the exhibition from July 10 to July 24, 2025. We would need access to the gallery on July 8-9 for installation and July 25 for removal of the artwork.
Our department would handle all aspects of the installation, labeling, and removal of artwork. We would also be responsible for staffing the exhibition during open hours and would provide light refreshments for the opening reception on July 10 from 6:00 PM to 8:00 PM.
We understand there may be a fee for using the gallery space and are prepared to discuss this. As a educational institution, we hope there might be a reduced rate available.
Thank you for considering our request. Exhibiting at the Springfield Art Center would provide our students with valuable exposure and experience in a professional gallery setting.
Respectfully,
Professor Jennifer Lee
Professor Jennifer Lee Art Department Chair, Springfield Community College Phone: (217) 555-9012 Email: jlee@scc.edu
10. Letter Requesting Sports Field Use
Subject: Request to Use Community Sports Field for Youth Soccer Program
Parks and Recreation Department City of Springfield 200 City Hall Plaza Springfield, IL 62705
April 6, 2025
Dear Parks and Recreation Department,
The Springfield Youth Soccer League would like to request permission to use the north soccer fields at Community Park for our summer youth soccer program.
Our league provides soccer training and friendly competition for children ages 5-14. Last summer, we had 180 children participate, organized into 12 teams based on age groups.
We would like to use the north fields on Saturday mornings from 8:00 AM to 12:00 PM, starting June 7, 2025, and ending August 9, 2025 (10 weeks total). We would also like to use the fields on Tuesday and Thursday evenings from 5:30 PM to 7:30 PM for team practices during the same period.
Our league has its own portable goals, cones, and other equipment. We understand we need to share the space with other community groups and will coordinate closely with your department to avoid scheduling conflicts.
We have budgeted for the standard field usage fees as listed on the city website and can provide proof of insurance with the city listed as an additional insured party.
Thank you for considering our request. Access to quality playing fields is essential for our program, which focuses on developing sportsmanship, teamwork, and physical fitness in local youth.
Sincerely,
Carlos Rodriguez
Carlos Rodriguez Director, Springfield Youth Soccer League Phone: (217) 555-0123 Email: crodriguez@sysl.org
11. Letter Requesting Restaurant Private Dining Room
Subject: Request to Reserve Private Dining Room for Business Dinner
Reservation Manager Bella Italia Restaurant 789 Culinary Boulevard Springfield, IL 62710
April 6, 2025
Dear Reservation Manager,
Springfield Financial Services would like to request the use of your private dining room for a business dinner with important clients.
We are hosting executives from a potential business partner and would like to provide them with an exceptional dining experience in a private setting where we can discuss business matters.
We would like to reserve the private dining room for Thursday, April 24, 2025, from 6:30 PM to 9:30 PM. We will have a party of 12 people.
We are interested in your Executive Menu option with wine pairings as mentioned on your website. We would also like to know if there are any minimum spending requirements or room fees associated with the private dining room.
Several members of our team have dietary restrictions that we would need to accommodate:
- Two guests are vegetarian
- One guest has a seafood allergy
- One guest requires gluten-free options
Thank you for considering our request. Bella Italia has an excellent reputation for both food quality and service, making it our first choice for this important business dinner.
Best regards,
William Parker
William Parker Executive Assistant, Springfield Financial Services Phone: (217) 555-1234 Email: wparker@springfieldfinancial.com
12. Letter Requesting Senior Center Activity Room
Subject: Request to Use Senior Center Activity Room for Health Screenings
Ms. Dorothy Miller Director Springfield Senior Center 321 Golden Years Lane Springfield, IL 62711
April 6, 2025
Dear Ms. Miller,
The Springfield Health Department would like to request the use of the Activity Room at the Springfield Senior Center for a series of free health screenings for seniors.
Our department runs a monthly health screening program that provides blood pressure checks, diabetes screenings, hearing tests, and basic health consultations at no cost to seniors in our community.
We would like to use the Activity Room on the third Wednesday of each month from 9:00 AM to 12:00 PM, starting May 21, 2025, and continuing through December 17, 2025.
Our team will bring all necessary medical equipment and supplies. We require only basic tables and chairs, which we understand are available in the Activity Room. Our staff will set up and clean up the room on each date.
As a government agency providing a free service to senior center members, we hope the room usage fee might be waived. However, we understand if this is not possible and can discuss any associated costs.
Thank you for considering our request. The central location and accessibility of the Senior Center make it an ideal venue for reaching seniors who can benefit from these important health services.
Sincerely,
Dr. Maria Garcia
Dr. Maria Garcia Public Health Coordinator, Springfield Health Department Phone: (217) 555-2345 Email: mgarcia@springfieldhealth.gov
13. Letter Requesting Theater Space
Subject: Request for Theater Space for Community Play Production
Mr. Jonathan Lewis Artistic Director Springfield Community Theater 567 Performance Place Springfield, IL 62712
April 6, 2025
Dear Mr. Lewis,
The Springfield Drama Society would like to request the use of the Springfield Community Theater for our production of “Our Town” by Thornton Wilder.
Our amateur theater group has been producing quality community theater for over 15 years. “Our Town” will be our main production this year, with a cast of 20 local actors and a production team of 10 volunteers.
We would like to request the following dates:
- Rehearsals: August 4-7 and August 11-14, 2025 (6:00 PM to 9:00 PM)
- Technical Rehearsals: August 18-20, 2025 (5:00 PM to 10:00 PM)
- Dress Rehearsal: August 21, 2025 (5:00 PM to 10:00 PM)
- Performances: August 22-24 and August 29-31, 2025 (Friday and Saturday at 7:30 PM, Sunday at 2:00 PM)
We understand the theater rental includes basic lighting and sound equipment, but we would need to discuss additional technical requirements for our production. We would also need access to the dressing rooms, green room, and lobby areas.
We have budgeted $4,500 for venue rental based on your published rates. We have also secured production insurance and can provide a certificate upon request.
Thank you for considering our request. The Springfield Community Theater would be the perfect venue for this production, which celebrates small-town American life.
Respectfully,
Rebecca Johnson
Rebecca Johnson President, Springfield Drama Society Phone: (217) 555-3456 Email: rjohnson@springfielddrama.org
14. Letter Requesting Museum Space for Fundraising Gala
Subject: Request to Use Museum Grand Hall for Charity Fundraising Gala
Dr. Samuel Thompson Director Springfield History Museum 888 Heritage Lane Springfield, IL 62713
April 6, 2025
Dear Dr. Thompson,
The Springfield Children’s Hospital Foundation would like to request the use of the Grand Hall at the Springfield History Museum for our annual “Healing Hearts” Charity Gala.
This black-tie fundraising event raises essential funds for pediatric care at Springfield Children’s Hospital. Last year’s gala raised over $100,000 for new medical equipment and family support services.
We would like to hold the gala on Saturday, October 18, 2025, from 6:00 PM to 11:00 PM. We would also need access to the space from 12:00 PM to 5:00 PM for setup and from 11:00 PM to 1:00 AM for cleanup.
The event would include:
- A cocktail reception with passed appetizers
- A seated dinner for approximately 200 guests
- A short program with speakers and video presentation
- A silent auction
- Live music and dancing
We understand there is a rental fee for using the Grand Hall and would be grateful for information about costs, including any discounts available for non-profit organizations. We also understand that we would need to use approved caterers and vendors.
Thank you for considering our request. The elegant and historic atmosphere of the museum would provide the perfect backdrop for our important fundraising event.
With appreciation,
Margaret Wilson
Margaret Wilson Events Director, Springfield Children’s Hospital Foundation Phone: (217) 555-4567 Email: mwilson@schfoundation.org
15. Letter Requesting Outdoor Plaza for Cultural Festival
Subject: Request to Use City Plaza for International Cultural Festival
Mayor James Anderson City of Springfield 200 City Hall Plaza Springfield, IL 62705
April 6, 2025
Dear Mayor Anderson,
The Springfield Multicultural Association would like to request permission to use the City Plaza for our annual International Cultural Festival.
This family-friendly event celebrates the diverse cultures represented in our city through food, music, dance, art, and educational displays. Last year’s festival attracted approximately 3,000 visitors and featured participants from over 20 cultural communities.
We would like to hold the festival on Saturday and Sunday, September 13-14, 2025, from 11:00 AM to 7:00 PM each day. We would need access to the plaza for setup on Friday, September 12, from 12:00 PM to 8:00 PM, and for cleanup on Sunday, September 14, from 7:00 PM to 10:00 PM.
Our requirements include:
- Permission to set up 40 10×10 vendor/exhibitor tents
- Access to electrical outlets for sound system and food vendors
- Use of the central stage area
- Permission to hang banners and directional signage
- Access to water sources for food vendors
We understand that we need to obtain separate permits for food service, amplified sound, and alcohol service (limited beer garden area). We have budgeted for all necessary permits and fees, as well as comprehensive event insurance.
Thank you for considering our request. The City Plaza’s central location and open space make it the ideal venue for bringing our community together to celebrate diversity and cultural understanding.
Respectfully submitted,
Aisha Patel
Aisha Patel Chairperson, Springfield Multicultural Association Phone: (217) 555-5678 Email: apatel@springfieldmulticultural.org
Wrap-up: Sample Request Letters
Writing an effective letter to request facility use requires attention to detail and clear communication. The sample letters shown here provide templates you can adapt for your specific needs. Each follows proper business letter format while highlighting the important details that facility managers need to know.
When writing your own request letter, always be specific about dates, times, and exactly what you need from the facility. Mention any insurance coverage you have and your willingness to comply with all rules and policies. A polite, professional approach goes a long way toward getting your request approved.
With these examples as your guide, you can craft a compelling request letter that clearly communicates your needs and increases your chances of securing the perfect facility for your event or activity.