Would you please help me write this letter in a polite way

1b00and grammatically correct? Your help is greatly appreciated.02b02br
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00Dear Committee Member:02br
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00I have discussed with Pam the Festival of Music. We have up to $4,000 to cover the cost of the festival which including over time of staff, police, and sanitation workers, sound systems and other fees may occur. Therefore, we can’t afford to have the festival 00that00 last more than two hours. Also, because this is our very first time holding the festival, we would like start with something small and low. What the City wants to get out from this event is where the people can come with their own picnic amenities to listen to music and stroll to downtown businesses. Therefore, we’re not going to have vendors at the festival. We may ask for sponsorships, but are still waiting for the permission to contact them. Also, because most of the sponsors already sponsor the July 401sup^{00th02sup}00 event, we do not want to ask them more than once a year. I’m also waiting for the permission to contact potential participators at the event. 02br
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00The date and time of the event is April 28, 2006, 5:00p.m to 7:00p.m. However, I’m still waiting for Pam to confirm on the date and time of the event. As of today, we need to get performances and MC for the event. Please find attached of tentative schedule and potential expenses of event. If you have any questions or suggestions, please call me at xxx-xxx-xxxx. 00 02br
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00Susan, have had a chance to contact the children artists? 02br
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00Thank you for your help and support. Your assistance is greatly appreciated. 0-