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The English Language Society is planning a weekend motivational camp at a hotel in Genting Highlands. As secretary of the society, write a letter to the Manger of the hotel to make the booking
 
Dear Sir,

Reservation of Rooms for Motivational Camp

I am writing on behalf of the English Language Society of SMK Taman Mesra. We are organizing a two-day-one-night motivational camp and have selected your hotel as the venue for the camp. the tentative dates for the camp are 3 and 4 May 2013. We would like to know if you will be able to accommodate us for the period.

Altogether, there will be forty students and four teachers on this trip. We will need two rooms for the teachers (twin sharing). For the students we would need fourteen rooms only (twin sharing as well). Please include an extra bed in each room to accommodate a third person.

We plan to arrive at 2 o'clock in the afternoon of Friday 3 May. We hope you will be able to serve some light refreshments. We will begin our program at 4 p.m. We will require the use of a conference room that can accommodate 40 people. We would like a microphone, projector and screen, a stage and a rostrum. Since the students will be working in groups, we would like eight tables arranged in two rows. We also hope that water can be made available in the room at all times so that students can have a drink right there and do not have to leave the room too often.

Regarding meals, we expect to have dinner at 7 p.m., breakfast at 7 a.m., the next morning and lunch at 11 a.m., just prior to our departure. We hope to be able to check out by midday on Saturday 4 May.

We would like to know your rates for students, and whether you have a special rate for group bookings. Also, what are your charges for the use of the conference room and the equipment? Please let us know if payment can be made by credit card or cheque.

We look forward to hearing from you soon. Please contact us if you need us to furnish you with further details.

Thank you.

Yours faithfully,

     
accommodate   provide rooms for/put us up
     
light refreshments   snacks
     
rostrum   podium/stand
     
 
 
 

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