Example of Final Logistics Letter

Dear (first name),

The (conference/meeting) taking place in (city) and (state) on (dates) is next week. Please read the following information carefully.

All attendees should be mindful and respectful of other attendees' health choices and follow NBDF's Duty of Care while on-site.

General Information

• The wearing of name badges will be strictly enforced in all meeting spaces and meal rooms during the seminar.
• Registration hours as follows:
  • (Date & time) (Room location)
• Click on the following links to help you prepare for the (event). DO NOT PRINT, copies will be available at the registration desk on-site:
  • (Event Agenda) - check the website for the most updated schedule, sessions, and locations
• Please remember to always be punctual.
• As a courtesy to all attendees, cellular phones, cameras, and other electronic devices must be operated in the silent mode. Devices that beep, vibrate and ring are strictly prohibited. No cellular phone conversations are permitted inside the meeting rooms.
• Dress code is business casual. Do not forget to bring a sweater or light jacket as meeting rooms tend to be cold at times.

Conference/Meeting Venue

(Venue Name)

(Venue Address)

 Hotel Accommodations

You should have received your hotel confirmation email on (date) and have checked the accuracy of your check-in and check-out dates. If you did not receive a hotel confirmation email, please contact me.

 Meals

NHF will provide the following meals during the seminar:

• (Date) - breakfast, AM snacks, lunch, and PM snacks
• (Date) - breakfast, AM snacks, lunch, and PM snacks
• (Date) - breakfast and AM snacks

Please expense your dinners and travel days' meals to your respective departments. As a reminder, no alcoholic beverages can be expensed and make sure to keep itemized receipts for your credit card report.

Transportation to/from (Venue/Airport)

Please take a metered taxi or an Uber/Lyft from the airport to the hotel and vice versa. The hotel is approximately 20-30 minutes from the airport. Average taxi/Uber/Lyft fare is $35.00 (one way). 

(Destination) Weather Forecast

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If you have any questions regarding your registration, hotel accommodations or flights, please do not hesitate to email me. During your travel day, should there be any emergencies, flight delays or cancellations that would prevent you from attending the seminar, please send a text message.

I look forward to welcoming you in (destination). Safe travels!

Sincerely,

Conference & Travel Services Staff Information​