Helios Meeting Space Inquiry - Arizona
Submission failed due to the following:
Inquiry Instructions
Please review the Helios Meeting Space Use Criteria by clicking the blue button below. If your organization/event meets the criteria, complete the form below, then click the Submit button at the bottom. A Helios staff member will respond within five business days.
Note
: Helios does not accept reservations more than 90 days in advance.
Meeting Space Use Criteria
General Details
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Organization Name
:
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Name of Meeting/Event
:
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Purpose of Event
Provide a brief description of the program and related activities, including a description of the intended audience.
Helios Staff Sponsor
Meetings with 100 or more expected attendees will require a Helios senior staff sponsor; the application will be submitted to senior staff for review and approval. If known, identify your Helios senior staff sponsor in the space below.
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Type of Organization
:
--Select One--
501(c)3
Public Entity
Other Type of Nonprofit
Tax ID# (no dash)
:
*
Have you received a grant from Helios?
:
--Select One--
Yes, my organization has a current, open grant with Helios
Yes, my organization is a past Helios grantee (but does not currently have an open Helios grant)
No, but a proposal is currently under consideration
No
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Total Number of Participants
:
Number of People Attending Virtually
:
*
Number of Days Requested
:
--Select One--
1
2
3
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Event Start Date
:
Event End Date
:
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Day 1 Access Time (no earlier than 7:30am)
:
*
Day 1 Start Time
:
*
Day 1 End Time (no later than 6pm)
:
*
Day 2 Access Time
:
*
Day 2 Start Time
:
*
Day 2 End Time
:
*
Day 3 Access Time
:
*
Day 3 Start Time
:
*
Day 3 End Time
:
Contact Information
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Meeting Coordinator Name
:
*
Onsite Meeting Contact Name
:
*
Meeting Coordinator Email
:
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Onsite Meeting Contact Email
:
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Meeting Coordinator Phone
:
*
Onsite Meeting Contact Cell Phone
:
Technology
Technology Introduction: Microsoft Teams Platform
Provide additional details about your technology needs below. Note that IT assistance on your meeting day is not available after 4:30pm.
Note regarding videography
: Upon special request, Helios may be able to provide basic video/ audio recording. Unedited compressed video and mono audio files may be available after the event under limited circumstances.
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Media Attendance
Will media be invited to attend the meeting?
--Select One--
No
Yes
Please provide any details you have about confirmed media.
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Presentation Requirements
Will content need to be presented (e.g., PowerPoint presentations, videos, Word or PDF files, etc.)?
NOTE:
For optimal viewing, files should all be downloaded on one device (laptop) and videos should be linked/embedded in presentations.
--Select One--
Yes, content will be presented
No, content will not be presented
Presenter Email Addresses
Please list the name(s) and email address(es) for any presenters so that Helios can give them access to the Microsoft Teams platform.
Additional Equipment Requested
:
Easel stand(s) for flip chart
Easel stand(s) for signage
Whiteboard(s)
Microphone(s) Requested
:
Lavalier
Handheld
Tabletop
Microphone Stand
Additional Equipment to be Provided by Applicant
:
Sound System
Photo Booth
Exhibit Booth
Other
Type of equipment you are bringing
:
Catering & Vendors
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Food Service
Note: Coffee, water, and ice are provided by Helios. Soft drinks, iced tea, and other canned or bottled drinks are not provided or available at the Helios Campus. Helios does not supply plates, cups, silverware, napkins, etc.
No Food
Breakfast
Lunch
Snack
Caterer(s)
The approved meeting space applicant is required to obtain a Certificate of Insurance (COI) from any caterer or other vendor they hire for purposes of conducting their meeting on the Helios Education Campus.
Click here to view a list of all Helios preferred caterers
; vendors with a COI already on file are notated in blue under the vendor's name. List below which caterer(s) you will use.
Day 1 Delivery Time
:
Day 1 Time Food Served
:
Day 1 Food Service Location
:
--Select One--
Inside meeting room
Outside meeting room
Day 2 Delivery Time
:
Day 2 Time Food Served
:
Day 2 Food Service Location
:
--Select One--
Inside meeting room
Outside meeting room
Day 3 Delivery Time
:
Day 3 Time Food Served
:
Day 3 Food Service Location
:
--Select One--
Inside meeting room
Outside meeting room
Additional Food Service Notes
:
Other Vendors
Parking:
Meetings with 100+ expected attendees will need to coordinate parking arrangements with the Helios Campus Liaison. Valet service may be required.
The approved meeting space applicant is required to obtain a Certificate of Insurance (COI) from any vendor they hire for purposes of conducting their meeting on the Helios Education Campus.
Click here to view a list of Helios preferred vendors for various services, including valet
; vendors with a COI already on file are notated in below under the vendor's name. List below any vendors you will use, if applicable.
Equipment/Furniture Delivery Date & Time
:
Equipment/Furniture Pick-up Date & Time
:
Room Layout Examples
Meeting room(s) assignment will be made based on the number of participants expected for the meeting. Below are examples of potential room configurations, for your information. Additional layout options can be discussed with the Helios Campus Liaison, and the final room configuration will be determined during the required walk through. Power sources may be available based on room configuration.
NOTE:
No Post-its, tape, pins, etc., may be placed on any meeting room walls.
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Additional Room Requirements
Will additional room(s) be needed (e.g., for breakout sessions)? There is limited availability.
--Select One--
No
Yes
How many additional/breakout rooms are needed, and how many people will be in each room?
What time of day are the additional rooms needed, and is audio/visual connection needed in the rooms?
Special Instructions/Other Notes
