Asking for a place to hold an event can feel like a big step. You want to make a good first impression and get that yes answer you need. Most venue managers get many requests every day, so your letter needs to stand out for all the right reasons.
Your request letter works as your first handshake with the venue owner. A well-written letter shows you are serious and professional about your event. Ready to see how to write venue request letters that get results? Let’s check out these examples.
Sample Letters of Request to Use a Venue
These sample letters will help you craft the perfect venue request for any situation.
1. Basic Venue Request for a Wedding
Subject: Request to Book [Venue Name] for Wedding Reception on [Date]
Mr. John Smith
Events Manager
Golden Palace Hotel
123 Main Street
New York, NY 10001
April 6, 2025
Dear Mr. Smith,
This letter serves as a formal request to book the Grand Ballroom at Golden Palace Hotel for our wedding reception on Saturday, October 18, 2025, from 4:00 PM to 11:00 PM.
My fiancé and I recently visited your venue and were amazed by its beautiful architecture and spacious layout. We believe it would be the perfect setting for our 150 guests to celebrate our special day.
We would need access to the space from 1:00 PM for setup and decoration. Our event would include a seated dinner, dancing, and a small stage for a five-piece band.
Could you please provide details about availability, pricing options, and any packages you offer for wedding receptions? We would also appreciate any information about booking policies, deposits, and payment schedules.
Thank you for your time and consideration. We look forward to your response and the possibility of celebrating our wedding day at your beautiful venue.
Sincerely,
Sarah Johnson
Phone: (555) 123-4567
Email: sarah.johnson@email.com
2. Corporate Conference Venue Request
Subject: Venue Request for Annual Tech Summit – TechCorp Industries
Ms. Lisa Wong
Venue Booking Coordinator
Metropolitan Convention Center
456 Business Avenue
San Francisco, CA 94105
April 6, 2025
Dear Ms. Wong,
On behalf of TechCorp Industries, this letter requests the use of your Main Convention Hall for our Annual Tech Summit, planned for September 15-17, 2025.
Our company hosts this important industry event each year, bringing together 500 technology professionals for three days of presentations, workshops, and networking. After reviewing several options, we found your facility offers the ideal combination of space, location, and technical capabilities to meet our needs.
For this event, we would need:
- Main Convention Hall (capacity 600) for all three days from 7:00 AM to 6:00 PM
- Four breakout rooms for simultaneous workshops
- Full audiovisual equipment and support
- Catering for breakfast, lunch, and refreshment breaks
- Wi-Fi access for all attendees
Could you please confirm the availability of your venue for these dates and provide a detailed quote? We would also welcome the opportunity to tour the facility with our event planning team in the coming weeks.
Thank you for considering our request. We believe the Metropolitan Convention Center would make an excellent partner for this significant event in our industry calendar.
Best regards,
Robert Chen
Events Director, TechCorp Industries
Tel: (555) 987-6543
Email: r.chen@techcorp.com
3. Charity Fundraiser Venue Request
Subject: Venue Request for Children’s Hospital Benefit Gala
Mrs. Patricia Davis
Community Relations Manager
The Grand Hotel
789 Charity Lane
Chicago, IL 60601
April 6, 2025
Dear Mrs. Davis,
The Children’s Hospital Foundation would like to request the use of The Grand Hotel’s Crystal Ballroom for our annual Benefit Gala on Saturday, May 24, 2025, from 6:00 PM to midnight.
As you may know, our organization raises funds to support critical pediatric care programs at Children’s Hospital. Last year’s gala raised over $200,000, helping to purchase vital medical equipment for young patients. We expect approximately 300 donors, community leaders, and supporters to attend this black-tie event.
Our gala includes a silent auction, seated dinner, awards ceremony, and dancing. We would need access to the venue from noon on the day of the event for setup and decoration.
As a community-focused organization with limited resources, we humbly ask if The Grand Hotel might consider offering a reduced rate for our charity event or perhaps making an in-kind donation of the venue space. Your support would allow us to direct more funds to the children who need them most.
Please let us know if the date is available and what options might exist for our organization. We would be happy to discuss how we can recognize The Grand Hotel as a key sponsor of the event.
Thank you for your consideration and your support of our community.
Gratefully,
Michael Thompson
Fundraising Chair, Children’s Hospital Foundation
Phone: (555) 234-5678
Email: m.thompson@childrenshospital.org
4. Educational Workshop Venue Request
Subject: Request for Classroom Space – Community Financial Literacy Workshop
Dr. James Wilson
Facilities Coordinator
City Community College
321 Learning Drive
Boston, MA 02108
April 6, 2025
Dear Dr. Wilson,
The Community Financial Education Network requests the use of two classrooms at City Community College for our upcoming free Financial Literacy Workshop Series. We hope to schedule these workshops on four consecutive Saturday mornings, May 3, 10, 17, and 24, 2025, from 9:00 AM to 12:00 PM.
Our organization works to help community members build financial skills and knowledge. These workshops will cover budgeting, saving, credit management, and basic investing principles. We expect 30-40 participants per session, mostly adults from the local community.
We would need:
- Two adjacent classrooms with seating for at least 20 people each
- Basic audiovisual equipment (projector and screen)
- Access to restrooms and a small area for refreshments
As a non-profit educational organization, we operate with limited funding. Any consideration for reduced fees would be greatly appreciated and would help us keep these workshops free for all participants.
We have worked with several other educational institutions in the past and can provide references upon request. Our workshops have received positive feedback for their practical value and community impact.
Thank you for considering our request. Please let me know if the dates are available and what costs would be associated with using your facilities.
Kind regards,
Sophia Martinez
Program Director, Community Financial Education Network
Tel: (555) 345-6789
Email: smartinez@cfen.org
5. Religious Gathering Venue Request
Subject: Venue Request for Annual Faith Community Retreat
Mr. David Anderson
Property Manager
Lakeside Retreat Center
567 Peaceful Road
Denver, CO 80201
April 6, 2025
Dear Mr. Anderson,
On behalf of the Faith Community Church, I am writing to request the use of your Lakeside Retreat Center for our annual church retreat from Friday, July 11 through Sunday, July 13, 2025.
Our congregation has held this special weekend retreat for the past five years, and we are looking for a peaceful setting that can accommodate our growing community. After hearing wonderful things about your facility from other religious groups, we believe your retreat center would be ideal for our needs.
We anticipate approximately 75 participants, including families with children. We would need:
- Accommodation for 75 people (a mix of family rooms and dormitory-style housing)
- A main meeting room for group sessions
- Two smaller rooms for breakout discussions
- Dining facilities for three meals per day
- Access to outdoor areas for recreation and reflection
Our retreat includes worship services, study sessions, fellowship activities, and time for personal reflection. We would handle all programming ourselves but would appreciate any support your staff typically provides to groups using your facility.
Please let us know if these dates are available and provide information about your rates, meal options, and any policies we should be aware of. We would also like to arrange a visit to tour the facility in the coming weeks.
Thank you for your consideration. We look forward to the possibility of holding our retreat at your beautiful location.
With gratitude,
Reverend Thomas Parker
Faith Community Church
Phone: (555) 456-7890
Email: rev.parker@faithcommunitychurch.org
6. Art Exhibition Venue Request
Subject: Request to Use Gallery Space for “Urban Perspectives” Photography Exhibition
Ms. Diana Ross
Gallery Director
Contemporary Arts Center
890 Creative Boulevard
Portland, OR 97201
April 6, 2025
Dear Ms. Ross,
As the curator of the Portland Photographers Collective, I am writing to request the use of the East Wing Gallery at the Contemporary Arts Center for our upcoming exhibition, “Urban Perspectives,” from August 5 to August 26, 2025.
Our collective brings together 12 local photographers whose work captures the changing face of urban life in the Pacific Northwest. This exhibition would feature approximately 40 pieces exploring themes of city architecture, community spaces, and human interaction with urban landscapes.
The East Wing Gallery, with its open layout and excellent lighting, would provide an ideal setting for these works. We would need the space for installation beginning August 3, with an opening reception on the evening of August 5, and dismantling on August 27.
Our collective would handle all aspects of the installation, promotion, and staffing during gallery hours. We carry our own insurance for the artwork and can provide proof of liability coverage if required.
If possible, we would appreciate the opportunity to discuss potential collaboration with the Contemporary Arts Center on programming around the exhibition, such as an artist talk or photography workshop for community members.
Please let me know if the gallery is available during this period and what costs would be associated with the use of the space. We would be happy to meet with you to discuss the exhibition concept in greater detail.
Thank you for considering our request. We believe this exhibition would complement the Contemporary Arts Center’s mission of showcasing thought-provoking work by local artists.
Best regards,
Emily Scott
Curator, Portland Photographers Collective
Tel: (555) 567-8901
Email: emily@portlandphotographers.org
7. Sports Tournament Venue Request
Subject: Request for Use of Athletic Facilities – Regional Youth Basketball Tournament
Mr. Carlos Ramirez
Athletic Director
Westside High School
123 Sports Avenue
Phoenix, AZ 85001
April 6, 2025
Dear Mr. Ramirez,
The Youth Basketball League of Arizona requests permission to use the Westside High School gymnasium and related facilities for our Regional Youth Basketball Tournament on Saturday and Sunday, June 7-8, 2025, from 8:00 AM to 6:00 PM both days.
Our league organizes competitive basketball opportunities for young people ages 10-14 across the state. This tournament will bring together 16 teams from the western region, with approximately 160 players plus coaches and family members. Westside High School’s facilities, with two full courts and ample seating, would be ideal for hosting this event.
For this tournament, we would need:
- Both gymnasium courts for games
- Access to restrooms and water fountains
- Use of the scoreboard system and PA system
- A small room or area for tournament headquarters
- Parking for approximately 100 vehicles
We understand the responsibility that comes with using school facilities. Our organization carries comprehensive liability insurance and will provide a certificate naming the school as an additional insured. We also employ trained staff and volunteers who will supervise all activities and ensure the facilities are left clean and in good condition.
Our league would be happy to offer a facility use fee as well as a security deposit. As a token of appreciation, we would also like to donate $500 to the Westside High School basketball program.
Thank you for considering our request. Please let me know if the dates are available and what next steps would be required to secure the facilities.
Sincerely,
Jason Williams
Tournament Director, Youth Basketball League of Arizona
Phone: (555) 678-9012
Email: jwilliams@ybla.org
8. Community Garden Workshop Venue Request
Subject: Request for Outdoor Space – Urban Gardening Workshop Series
Mrs. Grace Kim
Community Programs Coordinator
City Botanical Gardens
456 Green Street
Seattle, WA 98101
April 6, 2025
Dear Mrs. Kim,
The Urban Gardeners Association would like to request the use of the Education Pavilion and adjacent demonstration garden at the City Botanical Gardens for a series of community workshops on sustainable urban gardening practices.
We hope to hold four Saturday morning workshops on May 10, May 24, June 7, and June 21, 2025, from 9:00 AM to 12:00 PM. Each workshop would focus on different aspects of urban gardening, including container gardening, composting, water conservation, and growing food in small spaces.
These hands-on workshops would serve approximately 25-30 participants per session and would include both classroom-style instruction in the pavilion and practical demonstrations in the garden area. Our experienced instructors would provide all necessary materials and would ensure the space is left clean and undisturbed.
The City Botanical Gardens, with its beautiful setting and commitment to plant education, would be the perfect partner for this community education initiative. We believe our workshops align with your mission of promoting plant appreciation and sustainable gardening practices.
We would be pleased to offer free workshop admission to Botanical Gardens members as well as acknowledge your support in all our promotional materials. Additionally, we could arrange for our master gardeners to volunteer for one of your public events as a way to give back to your organization.
Please let me know if the pavilion and demonstration garden are available on these dates and what fees would apply. We are also open to adjusting our schedule if needed to accommodate your availability.
Thank you for considering our request. We look forward to the possibility of collaborating with the City Botanical Gardens on this educational series.
Warm regards,
Daniel Lee
Education Director, Urban Gardeners Association
Tel: (555) 789-0123
Email: dlee@urbangardeners.org
9. Book Launch Event Venue Request
Subject: Venue Request for “The Hidden City” Book Launch
Ms. Amanda Taylor
Events Coordinator
Riverside Bookstore
789 Literary Lane
Austin, TX 78701
April 6, 2025
Dear Ms. Taylor,
As the publicist for local author Maria Rodriguez, I am writing to request the use of your bookstore’s event space for the launch of her new novel, “The Hidden City,” on Friday, May 30, 2025, from 6:30 PM to 8:30 PM.
“The Hidden City” is a mystery novel set in a fictional town inspired by Austin’s historic neighborhoods. We believe Riverside Bookstore, with its community focus and beautiful reading room, would be the perfect setting to introduce this book to local readers.
The launch event would include a brief reading by Maria, a Q&A session, and a book signing. We anticipate 40-50 attendees based on the success of Maria’s previous books and her active local following.
We would need:
- Seating for approximately 40-50 people
- A small podium or reading area
- A table for book display and signing
- Basic sound system if available
Riverside Bookstore would of course handle all book sales during the event, with the standard author event arrangements. We would promote the launch through Maria’s social media channels, mailing list, and local media contacts, with clear mention of Riverside Bookstore as the host venue.
Maria has participated in several successful author events at independent bookstores across Texas and has a reputation for drawing engaged audiences and boosting sales for hosting venues.
Please let me know if the date is available and if there are any fees associated with using the space. We would be happy to discuss the details further or adjust the timing if needed to suit your schedule.
Thank you for considering our request. We hope to bring an exciting literary event to your wonderful bookstore.
Kind regards,
Jennifer Adams
Publicist, Lone Star Literary Agency
Phone: (555) 890-1234
Email: jadams@lonestarlit.com
10. Music Recital Venue Request
Subject: Request to Use Concert Hall for Student Piano Recital
Prof. Richard Blake
Facilities Manager
City Music Conservatory
321 Harmony Road
Miami, FL 33101
April 6, 2025
Dear Professor Blake,
As the director of Keys Academy of Music, I am writing to request the use of the Small Concert Hall at the City Music Conservatory for our spring student piano recital on Sunday, June 1, 2025, from 2:00 PM to 5:00 PM.
Our academy teaches piano to students of all ages, and this recital will showcase the progress of 25 students ranging from beginners to advanced players. The Small Concert Hall, with its excellent acoustics and professional-grade grand piano, would provide an inspiring setting for our students to perform for their families and friends.
We anticipate an audience of approximately 75-100 people, primarily family members of the performers. The recital would consist of short pieces performed by each student, with a brief intermission halfway through the program.
For this event, we would need:
- Use of the Steinway grand piano
- Basic stage lighting
- Access to the lobby area for a small reception following the recital
- A green room or waiting area for students before their performances
Our academy is willing to pay the standard rental fee for the hall and would provide proof of liability insurance as required. We would also ensure proper supervision of all students and guests throughout the event.
If the Small Concert Hall is not available on June 1, we would be flexible with alternative dates on May 25 or June 8 during the same time frame.
Thank you for considering our request. The opportunity to perform in a professional concert venue would be a meaningful experience for our students and would help inspire their continued musical development.
Sincerely,
Margaret Chen
Director, Keys Academy of Music
Tel: (555) 901-2345
Email: m.chen@keysacademy.org
11. Film Screening Venue Request
Subject: Request to Use Auditorium for Independent Film Screening
Dr. Samuel Thompson
Cultural Affairs Director
Community Arts Center
654 Film Avenue
Minneapolis, MN 55401
April 6, 2025
Dear Dr. Thompson,
The Minnesota Independent Filmmakers Association requests the use of the Main Auditorium at the Community Arts Center for a special screening of “Forgotten Voices,” an award-winning documentary by local filmmaker Ana Diaz. We would like to hold this event on Thursday, July 17, 2025, from 7:00 PM to 9:30 PM.
“Forgotten Voices” captures the stories of immigrant communities in the Midwest and has recently received recognition at several regional film festivals. We believe this important film deserves to be shared with the wider Minneapolis community, and your auditorium, with its excellent projection capabilities and central location, would be an ideal venue.
The event would include a 75-minute film screening followed by a 45-minute panel discussion with the filmmaker and several subjects featured in the documentary. We expect an audience of approximately 100-150 community members.
For this screening, we would need:
- Use of the auditorium with seating for at least 150 people
- Digital projection and sound system
- Basic stage setup for the post-film panel (table, chairs, microphones)
- Access to the lobby for a small reception before the screening
As a non-profit arts organization, we have a limited budget for venue rental. We would be grateful for any consideration of a reduced non-profit rate. In return, we would acknowledge the Community Arts Center as a sponsor in all promotional materials and would be happy to offer complimentary tickets to your staff and board members.
Please let me know if the auditorium is available on this date and what costs would be associated with the rental. We are flexible on the exact timing if needed to accommodate your schedule.
Thank you for considering our request. We believe this screening aligns with the Community Arts Center’s mission of supporting diverse cultural expressions in our city.
Best regards,
Luis Morales
Events Coordinator, Minnesota Independent Filmmakers Association
Phone: (555) 012-3456
Email: lmorales@mifa.org
12. Graduation Ceremony Venue Request
Subject: Venue Request for Greenfield Academy Graduation Ceremony
Ms. Victoria Hughes
Venue Manager
City Convention Hall
987 Celebration Way
Atlanta, GA 30301
April 6, 2025
Dear Ms. Hughes,
On behalf of Greenfield Academy, I am writing to request the use of the City Convention Hall for our annual graduation ceremony on Saturday, May 31, 2025, from 10:00 AM to 1:00 PM.
Greenfield Academy is a private high school with 85 graduating seniors this year. Our ceremony typically attracts approximately 500 attendees, including graduates, their families, faculty, and staff. After outgrowing our school auditorium last year, we are seeking a more spacious venue that can comfortably accommodate our growing community while maintaining the dignity and significance of this important milestone.
For our graduation ceremony, we would need:
- Seating for 500 guests
- A stage with steps and a podium
- Sound system with at least three microphones
- Space for a small musical ensemble
- A separate room for graduates to gather before the ceremony
- Adequate parking facilities
We would require access to the venue for setup and rehearsal on Friday, May 30, from 3:00 PM to 6:00 PM, as well as from 8:00 AM on the day of the ceremony for final preparations.
Our school has a reputation for well-organized events, and we would ensure all guidelines for the use of your facility are strictly followed. We carry appropriate liability insurance and would provide a certificate naming City Convention Hall as an additional insured.
Please let me know if the Hall is available on our requested date and provide information about rental fees and any additional costs we should anticipate. We would also appreciate details about any preferred vendors for services such as audiovisual support or photography.
Thank you for considering our request. We look forward to the possibility of holding our graduation ceremony at your distinguished venue.
Sincerely,
Dr. Eleanor Washington
Principal, Greenfield Academy
Tel: (555) 123-4567
Email: principal@greenfieldacademy.edu
13. Wedding Anniversary Party Venue Request
Subject: Request to Book Venue for 50th Wedding Anniversary Celebration
Mr. Frank Miller
Events Manager
Silver Creek Country Club
456 Celebration Road
Dallas, TX 75201
April 6, 2025
Dear Mr. Miller,
I am writing to request the use of the Lakeview Room at Silver Creek Country Club for a 50th wedding anniversary celebration for my parents, Robert and Mary Johnson, on Saturday, August 9, 2025, from 4:00 PM to 9:00 PM.
This golden anniversary marks an important milestone for our family, and we are looking for an elegant yet warm setting that can accommodate approximately 75 guests for a seated dinner and dancing. The Lakeview Room, with its beautiful views and refined atmosphere, seems perfect for this special occasion.
For this celebration, we would need:
- Space for a seated dinner for 75 people
- A small dance floor
- A bar setup for cocktail hour and throughout the evening
- AV equipment for a photo slideshow and short speeches
- Access to an outdoor area for photos, if possible
We would be interested in using your in-house catering services and would appreciate receiving menu options and pricing. We would also like information about any preferred vendors you work with for flowers, music, and photography.
Please confirm if August 9 is available and provide details about rental fees, deposits, and any package options you might offer for anniversary celebrations. If possible, we would like to visit the venue in the coming weeks to see the space in person.
Thank you for your consideration. My parents have created many happy family memories over their 50 years together, and we hope to add another special one with this celebration at your beautiful venue.
Warm regards,
Susan Johnson Williams
Phone: (555) 234-5678
Email: susan.williams@email.com
14. Networking Event Venue Request
Subject: Venue Request for Young Professionals Networking Mixer
Ms. Rachel Green
Sales and Events Director
Skyline Lounge
789 Downtown Avenue
Nashville, TN 37201
April 6, 2025
Dear Ms. Green,
As the president of the Nashville Young Professionals Network, I am writing to request the use of the Skyline Lounge rooftop space for our quarterly networking mixer on Thursday, July 24, 2025, from 6:00 PM to 9:00 PM.
Our organization connects ambitious young professionals across various industries in the Nashville area. Our networking events typically attract 75-100 attendees and provide valuable opportunities for career development and community building.
The Skyline Lounge, with its stunning views of the city and contemporary atmosphere, aligns perfectly with our group’s dynamic and forward-thinking spirit. We believe your venue would make an excellent backdrop for meaningful professional connections.
For this networking event, we would need:
- Access to the rooftop area with some seating arrangements
- Bar service with both alcoholic and non-alcoholic options
- Space for 2-3 high cocktail tables for our check-in and information area
- Basic sound system for brief announcements
- Option for light appetizers or a cash food menu
Our members would purchase their own drinks throughout the evening. We would be happy to discuss a minimum bar tab guarantee or a rental fee arrangement that works for both parties.
Please let me know if the rooftop space is available on July 24 and what rental options exist. If this date is not available, we would also consider July 17 or July 31 as alternatives.
Thank you for considering our request. We look forward to the possibility of hosting our summer networking event at your distinctive venue.
Best regards,
Kevin Patterson
President, Nashville Young Professionals Network
Tel: (555) 345-6789
Email: kevin@nashvilleypn.org
15. Cultural Festival Venue Request
Subject: Request for Park Reservation – Annual Asian Cultural Festival
Director of Parks and Recreation
City of Riverside
321 Municipal Plaza
Riverside, CA 92501
April 6, 2025
Dear Director of Parks and Recreation,
The Asian Cultural Association of Riverside requests permission to use Riverside Central Park for our Annual Asian Cultural Festival on Saturday and Sunday, May 17-18, 2025, from 10:00 AM to 7:00 PM both days.
This family-friendly festival celebrates the rich cultural traditions of various Asian communities in our city through food, performances, crafts, and educational displays. Now in its 15th year, the festival typically attracts 3,000-5,000 attendees throughout the weekend and has become a beloved community tradition.
We would need use of:
- The main pavilion area for our main stage
- The surrounding lawn areas for food vendors and craft booths
- Access to electricity and water hookups
- Permission to set up tents and temporary structures
- Use of restroom facilities
- Vehicle access for setup and teardown
We would require access to the park on Friday, May 16, from noon to 8:00 PM for setup, and again on Sunday, May 18, from 7:00 PM to 11:00 PM for cleanup. Our organization would handle all aspects of festival operations, including security, waste management, and vendor coordination.
As in previous years, we would obtain all necessary permits, including health department approvals for food vendors, temporary event permits, and special event insurance with the City listed as an additional insured. We would also arrange for portable toilets to supplement the park facilities and would contract with a professional cleaning service for post-event cleanup.
A portion of the festival proceeds is donated to local community organizations, and we would be pleased to discuss making a contribution to the Parks and Recreation Department’s community programs as well.
Please let me know if Central Park is available on these dates and what fees would apply. We would be happy to meet with your team to discuss the details and address any questions or concerns.
Thank you for your consideration. We hope to continue the tradition of bringing this cultural celebration to the heart of our city.
Respectfully,
Dr. Mei Zhang
Festival Director, Asian Cultural Association of Riverside
Phone: (555) 456-7890
Email: mei.zhang@acariverside.org
Wrap-up: Sample Venue Request Letters
The key to a successful venue request letter is clear communication and attention to detail. Make sure you include all the specific information about your event, what you need from the venue, and why their space is the right fit. Always be professional and courteous, showing that you value the venue’s time and consideration.
A good request letter opens doors. Take time to customize each letter to the specific venue and event. Follow up politely if you don’t hear back within a week. With the right approach, you’ll be well on your way to securing the perfect space for your next special occasion.