Finding Local Conference Centre for Your Company's Special Training Course - GT Letter Band 9 Sample

You should spend about 20 minutes on this task.

Your company is going to give a special training course for staff. Your manager has asked you to find out if the local conference centre has the right facilities to hold this course.

Write a letter to the manager of the conference centre. In your letter,

• give details about the course

• describe what equipment you will need for the course

• ask some further questions about the facilities at the conference centre

You should write at least 150 words.

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Model Answer 1

Dear Manager of the Conference Centre,

I am writing to inquire about the suitability of your esteemed conference centre for an upcoming special training course we are planning at our company, XYZ Corporation, aiming to enhance the skills and knowledge of our staff.

The course, titled "Innovative Leadership and Team Dynamics," is designed for mid-level managers and will span over two days. We anticipate approximately 50 participants and require a spacious room that encourages interactive learning. Essential equipment includes a high-quality projector and screen, reliable Wi-Fi, a sound system with microphones, and whiteboards with markers. A crucial aspect of this course is the interactive workshops, so the availability of a room layout that fosters group discussions and activities is vital.

Additionally, I have a few questions regarding your facilities. Firstly, is there a catering service available on-site for coffee breaks and lunches? The nature of the course is quite intensive, and it would be beneficial to have refreshments readily available. Secondly, do you provide technical support in case of any equipment malfunctions? Lastly, considering the importance of this training, I would like to know if there are any backup facilities available in the unlikely event of a room or equipment issue.

Thank you for your time and assistance. I look forward to hearing from you soon with details that will help us make an informed decision.

Warm regards,

Mike Dane

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Model Answer 2

Dear Conference Centre Manager,

I am reaching out on behalf of ABC Enterprises to explore the possibility of hosting our upcoming employee training program at your esteemed facility, as we believe it aligns perfectly with our requirements for a successful event.

The course we have planned, "Digital Transformation in the Modern Workplace," is intended for our technology and digital marketing departments, consisting of about 40 participants. We would need a modern, tech-equipped room, preferably with individual computer stations or the capacity to comfortably accommodate laptops for each attendee. A high-definition projector, strong internet connectivity, and a sound system for clear audio-visual presentations are non-negotiable requirements. Additionally, a space conducive to collaborative workshops and breakout sessions would be highly beneficial.

I would also like to inquire about specific amenities at your venue. Could you provide details about on-site dining or catering options for lunch and coffee breaks, as we aim to maintain a seamless schedule? Furthermore, is there on-site technical support available throughout the course duration to promptly address any potential technical challenges? Finally, in the interest of preparedness, what are your contingency plans for equipment or facility issues, should any arise?

Your prompt response to these queries will greatly assist us in our planning and decision-making process.

Kind regards,

Kate Siegel

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Model Answer 3

Dear Conference Centre Manager,

I am reaching out from ABC Enterprises to explore if your facility could be the ideal venue for our upcoming internal training program, specifically designed to elevate our team's professional competencies.

This training, "Strategic Management and Innovation," is tailored for our senior staff and scheduled to be a three-day intensive workshop. We anticipate the participation of around 40 employees. Our requirements are quite specific: a well-lit conference room with ergonomic seating, cutting-edge audio-visual equipment including a projector and screen, a reliable high-speed internet connection, and ample space for breakout sessions.

In relation to the amenities at your venue, I have a few pertinent inquiries. Does your conference centre offer customizable room layouts to accommodate various interactive and collaborative activities? Given the duration of the training, it is essential for us to have on-site catering options for meals and refreshments. Could you please provide details about your catering services? Furthermore, in the event of technical difficulties, is there immediate technical support available on-site? Lastly, for contingency planning purposes, I would like to know if there are alternative rooms or facilities we can access should there be any unforeseen issues with our primary booking.

I appreciate your attention to these matters and eagerly await your detailed response to aid us in our decision-making process.

Best regards,

Sophia Lee

Model Answer 4

Dear Sir or Madam,

I trust this correspondence finds you in excellent health and high spirits. My name is John Doe, a representative of Sunshine Ltd., and I am writing to inquire about the availability of an appropriate conference space at your esteemed facility for a forthcoming special training course for staff which is scheduled for November 20th.

The seminar is designed to span a two-hour duration and is expected to accommodate approximately 50 participants. To facilitate interactive learning and ensure auditory clarity, we require a podium equipped with a microphone and projector compatible with PowerPoint presentations. Additionally, we have planned a Question-and-Answer session towards the seminar's conclusion and, as such, an auxiliary microphone for audience participation would be essential. Furthermore, we have scheduled a 10-minute intermission during which we intend to play light instrumental music to provide a moment of relaxation for the attendees.

Could you kindly confirm if you have a venue that meets these specifications? Additionally, I would appreciate information on whether the space is available between the hours of 8 a.m. and 4 p.m. Furthermore, could you let me know if technical support staff are available on-site to address any potential issues with the equipment?

I look forward to your prompt response.

Yours sincerely,

John Doe

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