Dear [xxx].

Thank you very much for the response. In previous years, we have not contacted the [Department or Office or Faculty of….] for financial support and thus, the department has not sponsored us in the past. However, since we will be the kick-off event to the National Science Odyssey Week hosted by NSERC, this year we have plans to greatly expand the event to properly showcase all the departments at [Institution’s Abbreviated Name]. I would be happy to meet to discuss the festival, new initiatives and where funding will be allotted if you like.

The [Institution’s Abbreviated Name] section of Science Rendezvous is completely [student/faculty]-volunteer run and we obtain all funding for our event. Additionally, Science Rendezvous at [Institution’s Abbreviated Name] brings together a diverse background of student and faculty alike to put on awe-inspiring demonstrations and exhibits which have attracted [hundreds or thousands] of visitors on the day of, as well as received resounding positive feedback according to our impact surveys.

I look forward to hearing back from you.

Thank you, [Name]

Co-Chair | [Institution’s Abbreviated Name] Science Rendezvous 20xx