Learning patterns/Step by step guide for finding the right venue for a conference/sample venue inquiry

From Meta, a Wikimedia project coordination wiki

Sample Venue Inquiry[edit]

Below you can find a sample venue inquiry for the Wikimedia Conference 2016.

Dear Sir or Madam,

Thank you for the conversation we had on the phone today. As aforementioned, we are currently looking for a suitable venue for the event “Wikimedia Conference 2016”. Please find all important details below.

Information on the organizer (Wikimedia Deutschland e.V.)

Wikipedia- the free encyclopedia- is one of the most popular sites in the world. The content of Wikipedia and other Wikimedia projects is created, improved and distributed by volunteers. Wikimedia Deutschland supports these volunteers and encourages access to free knowledge in different areas (software development, education, culture, science etc.). All of our work is guided by the mission to share the sum of all knowledge with every person in the world. The Wikimedia Conference is hosted and organized by Wikimedia Deutschland (WMDE) in close cooperation with the Wikimedia Foundation (WMF).

Description of the event

The Wikimedia Conference is one of the most important international events within the Wikimedia movement. During the three conference days movement affiliates from all around the world (around 100 affiliations from more than 70 nations) discuss about the future of the Wikimedia movement in terms of collaboration, structures and organizational development. During two days before the Wikimedia Conference pre-conference workshops are held.

Event date

We envisaged the following dates:

  • Set up date: 19.04.2016 (starting from 3 pm)
  • Pre-conference workshops: 20.04.-21.04.2016
  • Core conference dates: 22.04. - 24.04.2016
  • Dismantlement: 24.04.2016 (until 8 pm)

Participant number

  • 80 participants (pre-conference days)
  • 200-220 participants (core conference days)

Room needs for conference days

  • 1 Plenary room (at least 300m², theater seating for 200-220 PAX)
  • 2 Workshop rooms (à 100 m²)
  • 3- 4 Workshop rooms (à 50 m²)
  • 1 Back office
  • Lounge and registration area

Room needs for pre-conference days

  • 2 Workshop rooms (à 100 m²)
  • 1 Back office
  • Lounge and registration area

Equipment needs Wifi access (participants usually log in with 2 devices at the same time) Standard equipment in every room: 1 flipchart, 1 whiteboard, projector, presentation laptop, etc. Plenary room: PA system, 1 lectern, 2 handheld microphones (only for core conference days)


  • Catering lounge for up to 200-220 PAX
  • 2 coffee breaks (in the morning and afternoon)
  • All-day beverage flat rate
  • Lunch

We are looking forward to receiving your quote and further information regarding the terms and conditions.

You can reach me via email or via phone: xxxxxxx.

Best regards,


Event Coordinator