Helios Meeting Space Inquiry - Arizona
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.
General Details
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Provide a brief description of the program and related activities, including a description of the intended audience.
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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Contact Information
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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.
Will media be invited to attend the meeting?
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.
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Catering & Vendors
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.
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.
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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.
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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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Will additional room(s) be needed (e.g., for breakout sessions)? There is limited availability.