Sending a confirmation letter to the site is optional as most events occur without a hitch. However, although it's rare for communication-related problems to arise, when things do go wrong, they can go really, really wrong. Having a written record of your agreement with the site can be a event-saver when that happens.
You can use the following text as a template for your email (or mailed letter) to the location confirmation your event. Please feel free to make changes as needed to fit your event.
Download as a Microsoft Word file.
The following is the information that I have recorded regarding our upcoming Homeschool Adventure. I will be passing the following information on to our participants and would appreciate it if you would let me know if you see any errors or omissions. Thank you for your assistance!
Location Phone Number:
Location Email Address:
Date of Event:
Start Time of Event:
Duration of Event:
Cost per child ages _ and up:
Cost per child under the age of _:
Cost per adult:
Minimum group size:
Maximum group size:
Target age range / skill prerequisites: All children will be accompanied by a parent or other responsible adult.
Individual families will be arriving in their own transportation. Participants will be asked ...
to arrive: 15 minutes before the start of the event or by ___
Location food policy:
Deposit in the amount of $___ made on
Full payment due by
Final attendance numbers needed by
The Volunteer Parent Organizer for this event is ...