A notification for all units in a city

[Archie]

This is how you arrange a successful meeting:

Grouproom reservations:
You can make a grouproom reservation both for City Hall and City Council House through intranet or phone.

Cafeteria, Auditorium and grouproom for the Coalition Party can be reserved only by phone on number 816 22000.

Note: remember to inform us in time if you have to cancel your meeting.

Grouproom arrangements:
If you want an exceptional room arrangement, let us know, while you are making the reservation.This enables us to customise the room, for example the tables for your needs for that particular meeting day.

Equipment reservation:
We will install a portable video canon for you in a meeting room, provided that you have made a reservation for that.
Remember to inform us if you need some other audio-visual equipment.

Note: You need your own laptop computer and memory stick

Serving: From cafeteria in City Council House you can make a reservation for buffet
If you offer a lunch to your clients in a canteen in an annex, contact mrs Ull Leppard (phone 111 222)

Welcome to have some nice meetings to both City Council House and City Hall

With co-operative greetings, the staff for reception and security

[Tdol]

video canon? projector?
Also with 'exceptional room arrangement', I'd use 'special'.

Welcome to have some nice meetings to both City Council House and City Hall
Hmm- I'd say, We hope you will enjoy your meeting.../We look forward to welcoming you... The reception and security staff
With co-operative greetings, the staff for reception and security
Cooperative greetings- wounds weird to me. I think you could delete it

[Archie]

OK thank you dtol

We had a co-operation day in our city and its purpose was to get to know each other better between units and give some advice on how to co-operate better, because sometimes the information flow seems to be the weakest link.

[Tdol]

In that case, then you could use the word, but maybe use italics or something.