Dear :

I am writing to you concerning a conference we are planning to hold in [month] of this year.

We estimate approximately sixty delegates will attend the conference. They will stay for [number] nights, from to [dates]. We will require a large banqueting room for opening and closing events and three to four smaller seminar rooms for other sessions. We will also need a proper place for a medium-sized exhibition.

I would be very grateful if you could send me information about your conference facilities as well as your current rates. It would be ideal if I could have an opportunity to discuss the details with you.

Hope to hear from you soon.

Yours sincerely,

[name]

[title]