Make sure non-industria people can understand what the event is about from this description.
Please also describe what exactly you're doing in the room you want to reserve.
A good example is as follows:
The planned event is an annual barbecue organized for the godfather and mentor groups (where first-year students get together with their senior year supervisors) and Industria staff. This event is known as one of the most atmospheric closings of the academic year. It will go on with a group of around 100 students (and praesidium). For this, we will cordon off the field with drang fences, place the cooking equipment, and provide seating. The event would last from 18h to 22h without breaking down. A variety of meat and vegetarian options will be prepared with an assortment of vegetables. For drinks we will provide water, soft drinks and beer.