Kalahari Resorts & Conventions Proposal

To:

From:

Re: Kalahari Resorts & Convention Meeting / Event Proposal

I’m writing to you to enlighten you on beneficial opportunity we have with our upcoming meeting / event on (input date here). As you are well aware, participation in our event is the driving force behind the ultimate success and longevity of the continuation of this event. Recently, Corporate and Incentive Travel magazine noted, “Companies have found that by including the family, the employee’s efforts are given added support at home. If there is a choice between attending a meeting or incentive or spending time with the kids, many parents will choose the kids.” With this being a basis for my request, I feel Kalahari Resorts & Conventions will be the perfect fit for our next meeting or event. By combining the best in family friend resort amenities with massive, state of the art convention space, meetings and events lead to an average of a 20% increase in attendance.

I can certainly relate to the obvious next immediate concern, meeting and event attendees will be distracted by the presence of their loved ones. Throughout my research, I have actually proven this not to be the case at all. When an employee knows that spouse and kids are having a blast nearby, there’s no need to duck out of a session to check in with the babysitter or Skype with children who miss them, no temptation to text with a family member through the keynote speech. It’s no longer a meeting one has to attend; it turns into a mini family getaway.

While there will undoubtedly be additional planning on my behalf involved with families tagging along, and hopefully increased attendance, I am positive this is the appropriate and vital next step to ensuring our continued event success.

Below I have calculated the benefit from hosting our meeting or event at Kalahari Resorts and Conventions and ultimately increasing our attendance.

Prior Year Meeting / Event Rental Amount: $xx.xx

Meeting / Event Rental Amount at Kalahari Resorts: - $xx.xx

Difference in Price from Year over Year: $xx.xx

Revenue Generated from Attendees Prior Year: $xx.xx

Revenue with an 20% Attendee Increase: - (.20 X $xx.xx)

Difference in Attendee Revenue from Year over Year: $xx.xx

Difference in Price from Year over Year: - $xx.xx

Increased Revenue from Hosting at Kalahari Resorts: $XX.XX

I will be diligently working closely with the Kalahari’s Professional Meetings & Catering team to ensure we are efficient with our spending and reducing expenses where we can. As contracts begin to formulate, I will be sure to keep you posted on the final details as they become available.

Thank you for considering this request. I look forward to your reply.

Regards,