Preparing for Your Meeting

Please take a few moments to review the following information when planning your meeting at the Flinn Foundation Educational Conference Center.

You can help the Conference Center staff ensure your meeting room is ready for you by...

• Calling with any questions or changes you may have prior to your scheduled meeting
• Confirming your audio/visual needs at least a week in advance of your scheduled meeting
• Notifying the Conference Center staff of cancellations as soon as possible

SPECIAL ITEMS TO REMEMBER:

• No Smoking
  The Flinn Foundation Educational Conference Center is a non-smoking property. Smoking is not permitted anywhere inside the building, on the patio, or near any of the building entrances. Guests wishing to smoke must go out to Central Avenue or 1st Avenue. Please remind your meeting participants of this prior to the start of your meeting.
• Building Entry
  The building opens at 8:00 a.m., and meetings must be scheduled to begin no earlier than 8:30 a.m. Please inform all meeting facilitators that entry into the building for set-up is not available before 8:00 a.m. Also, the building's west lobby doors remain locked at all times. Please advise your meeting participants to use only the main (south) lobby doors when entering and exiting the building.
• Parking
  Please instruct all meeting attendees to park only in non-reserved areas in the front parking lot. Carpooling is strongly encouraged since on-site parking is limited to approximately 40 spaces, which are shared by attendees in both conference rooms. Overflow parking may be available for a fee through the VIAD parking garage located directly north of the Conference Center building. Parking garage fees will be the responsibility of meeting participants. The Conference Center does not validate parking.
• Food Service
  All food and expanded beverage service must be secured by the sponsoring organization through a Conference Center-approved catering firm. Organizations may not supply their own food or beverages. The meeting facilitator or other sponsoring organization representative must be on site to meet the caterer when they arrive.
• Audiovisual Equipment
  An array of Conference Center audiovisual equipment is available for use by reservation only (see reservation form). The meeting facilitator or other sponsoring organization representative must arrive at least 15 minutes prior to the meeting start time so Conference Center staff may show them how to correctly operate any requested audiovisual equipment.
• Lobby Areas
  Because the Conference Center's building is primarily used for routine Flinn Foundation office business, please pay special consideration to the following:
  
  
  • Please limit cell-phone use and gatherings in the lobby areas. We ask that Conference Center guests keep all food and beverages in their meeting room and not use the lobby areas for food breaks or to hold group meetings. We also ask that guests not move or rearrange lobby furniture.
  • Please keep meeting room doors closed during meeting times. This will facilitate a more consistent room temperature, as well as provide a barrier for sound.
• Miscellaneous Reminders
  
  • Please do not tack, pin or nail anything to the wall surfaces. Conference Center staff will be happy to provide masking tape upon request. Flipcharts are also available by reservation and contain sticky-backed chart paper.
  • Remember to bring all items you will need for your meeting (i.e. name tags, copies of any handouts, notepads, pencils, pens, etc.), as copying, fax services, and office supplies are not available on site.
  • The Conference Center's meeting rooms are used regularly by many different nonprofit organizations. Please respect the times approved for your meeting room use and ensure that all meeting participants vacate the premises at the scheduled end time.
  • Please make sure all trash is thrown away, and that audiovisual equipment and supplies are returned when your meeting ends.
  • Please contact the front desk with any needs or questions you may have during your meeting.