Begin with your main point expressed in one sentence.

Present a detailed list of your specific needs. Be sure to use parallel form.

Close with a logical end date.

What can you do to make your message easy to read and respond to?

Direct Request: Conference at the Hawaii Convention Center

As the event planner for next years 30^th Pacific Rim Conference, you are tasked with securing a site to host this two-day international event on disability and diversity awareness. Because of the size of the event, you decide to send an inquiry to the Hawaii Convention Center to determine if they have the rooms, facilities, and catering services necessary to host the conference. Although some of this information can be gleaned from the website, you decide to write a letter so you have a formal written record of all correspondence with the potential host sites. You also need to ask about room rates and catering prices. The conference will be scheduled next year on either March 26 and 27 or April 23 and 24. Based on past attendance records, you anticipate 300 attendees plus 30 presenters. To kick off the event with the keynote address, you will need a large ballroom or dining hall that can accommodate all conference participants. In addition, you will need 15 breakout rooms large enough for 25-30 people for individual conference presentations. All roomsthe ballroom and break out roomsshould be supplied with audio-visual equipment, which includes computers with Internet access, projectors, and screens. Of course, the conference rooms and facilities need to be handicap accessible. In addition, some of the presenters have asked about access to a copy center so they can print handouts and other presentation materials for the attendees. On both days, you would like to cater a lunch buffet for all 330 participants. Since the conference is scheduled during off-peak season, you would like to know if there are any discounts that apply. Your supervisor wants a report by February 28.

Your Task: Write a well-organized information request to Ms. Pilialoha Buchannan, Manager, Convention Services, Hawaii Convention Center, 1801 Kalakaua Avenue, Honolulu, HI 96815. Present all your needs for the conference and conclude with a logical end date.

Audience?

Purpose?

Main Point?