Facilities reads requests the way a dispatcher reads tickets. If the date is in paragraph four, you do not get the room.
File-shaped prose
Day, start, end, how many people, whether you need video, whether food will arrive, who is the on-site owner. Then: can we have 4B, or what is free.
A cold reader here is someone who did not sit in your planning meeting and does not care about the narrative of the offsite.
Your assistant will overwrite this
Left alone, it will write a paragraph about alignment and outcomes. Delete that. The note is "Tuesday 9–12, twelve people, need two boards. 4B if it's free." You approve that sentence, or you do not send.
They answer from the mailbox they already live in
No account unless they already have one — then you need an accepted contact. If policy says use the portal, use the portal and keep the briefing for the exception — the date that does not fit the form.