As the (title) of (Business Name and Address), I would like to inform you of our plans to host the (Event Name) on the (following days and times.)  

This (Event Name) will be located (in the parking lot, alley, include outdoor seating area in the rear of the building, limited to interior area only, etc.). We plan on the following type of entertainment (a live band from 7 pm until midnight, for example). We will be serving (menu description specific for the event or no change in current food service) and serving alcohol (where and how you will prohibit sales to minors).

Please feel free to call me with your concerns or suggestions regarding this event.