Schedule Your Events

To request space for your event, please complete this form and submit it. Our Director, Conference Facility will contact you to let you know about the availability of the space you have requested. If you have questions about our facility or need an immediate response about availability, please contact our Director, Conference Facility.

Non-profit organizations can easily schedule a room at our Conference Facility online. This is the most efficient way to check availability and secure space. Rooms can be scheduled up to six months in advance. All meeting arrangements and final numbers are due to the Conference Facility Director at least five business days prior to the event.

We will do our best to accommodate all requests; however, rooms are booked based on a variety of factors, including space, equipment, and server availability.

Flu Precautions:
Please do not attend meetings at the Health Foundation if you do not feel well or if you have a fever. We reserve the right to send people away if they seem sick.

Cancellation Policy

Meetings with food orders must be cancelled at least 72 hours in advance to avoid being charged the full cost of food plus the full cost of a server. Meetings without food or beverages must be cancelled at least 24 hours in advance to avoid a $50.00 cancellation fee.

Media Accommodations

Please contact the Director at least one week in advance if you know that media are planning to cover an event scheduled in the Conference Facility.

For more information about using the Health Foundation of Greater Cincinnati Conference Facility, please email Rachel Foote.

Schedule your event

Agency Name: (required)
Address:
City:
State: ZIP

Meeting Host Contact Information
Name:
Phone:
E-mail:

Event Coordinator Contact Information
Name: (required)
Phone: (required)
E-mail (required)

Event Details
Event Name: (required)
Date: (required)
Time: (required)
Attendance: (required)

Meeting Rooms

Please mark the rooms needed and the corresponding times. For specific room capacities and layouts, please see our capacity chart.

Conference Center, Room 500
Time (from-to):

permanent screen and podium
document projector
PC station with laptop connection
VCR, DVD, cassette, cable TV
maximum default capacity: 60 (room reset available on case by case basis)

Conference A, Room 540
Time (from-to):

permanent screen and podium
LCD projector
PC station with laptop connection
VCR, DVD, cassette, cable TV
maximum capacity: 26

Conference B, Room 542
Time (from-to):

no in-room resources
maximum capacity: 14

Conference C, Room 548
Time (from-to):

pull-down screen
LCD projector
laptop connection for presentations (audio not available)
white board with markers
tackboard with push pins
stationary flipchart
maximum default capacity: 20 (room reset available on case by case basis)

Conference D, Room 521
Time (from-to):

white board with markers
tackboard with push pins
stationary flipchart
maximum capacity: 16

Conference F, Room 509
Time (from-to):

white board with markers
tackboard with push pins
stationary flipchart
maximum capacity: 10

Conference G, Room 530
Time (from-to):

white board with markers
tackboard with push pins
stationary flipchart
maximum capacity: 10

Conference H, Room 563
Time (from-to):

no resources
maximum default capacity: 35 (room reset available on case by case basis)

Conference I, Room 573
Time (from-to):

no resources
maximum capacity: 14

Lobby Reception Area, Room 569

no resources
maximum capacity: 48

A/V Equipment and Resources

If you need additional audio/visual equipment that is not standard in the room(s) you are requesting, please complete this part of the form.

A/V Equipment:

LCD Projector
Overhead Projector
Screen
Easel with flip chart pad
TV & VCR Module
Microphone (handheld or wireless; available in the Conference Center and Conference A only)
Other (please specify)*:

* Note: Equipment provided by the Conference Facility is available at no cost. If equipment requested is not available and has to be rented from an outside source, the client is responsible for all charges, including delivery and pickup. Also, photocopies can be made on-site at a cost of $0.05 per sheet.

Resources:

Registration table
Resource table
Podium
Other (please specify):

Food Service

The Conference Facility has a preferred caterer. All events held at the Conference Facility must use this preferred caterer for all food needs. To see the food service choices, please click here. Clients are responsible for food service and hourly banquet server costs.

Beverages--including assorted Coca-Cola products, juice, water, assorted teas, coffee, and decaffeinated coffee--are provided by the Health Foundation and are available during the entire time of your event. Clients are required to use the Conference Facility beverage service. If you would like beverages to be served during your event, please check the appropriate selection below:

All-day (more than 4 hrs.)---$6.00/person
Meeting lasting 4 hrs. or less---$3.00/person

Special Items

Please mark additional items as needed and provide a description. The Director, Conference Facility will inform you of any charges involved with these special items.

Linens
Description:

Other
Description:

Special Instructions

Please provide any special instructions for your event below.

Room Setup

Each meeting room has a standard setup and seating capacity (see our capacity chart for details)**. Unless otherwise requested, the room(s) requested will be set up in the standard setup. If other setup is required, please describe that setup below. Charges will apply. You may also fax a drawing of the room setup to our Director, Conference Facility.

** Clients are required to clean and return meeting rooms to the setup they were in at the start of the meeting; otherwise, charges will apply.

To submit this form, click on the button below. Our Director, Conference Facility will contact you regarding room availability and to finalize the event scheduling with you.