Conference Room Reservation Form

FAQ:

Can meeting spaces be rearranged?

The Atrium is the only space furnished with tables that can be rearranged (which will need to be done by the reserving group upon arrival) and is generally reserved for meetings with 30 or more attendees. All other conference rooms are furnished with tables that are either stationary or cannot be separated.

Are vending machines on the premises?

There are no food vending machines on the premises. There is one beverage vending machine located off the conference room area.

Are photos/floor plans of meeting space available?

Floor plans and photos of meeting spaces are not available due to MHA security protocol.

Is onsite parking available?

Yes. A large parking lot in front of the entrance is available. There is no charge for parking.

Is a check-in process required for meeting attendees?

Yes. All guests are required to sign in by scanning a QR code with their phone.

Is WiFi available?

Guest WiFi access is provided upon arrival.

Is IT support provided for meetings?

IT support is provided for issues with MHA A/V equipment only. The MHA does not help with issues related to hospital or personal equipment/technology: (i.e. laptops, cellphones, remote connections, etc.).

Is catering provided?

The MHA does not provide catering services. There are several restaurants in the area that deliver.

Please Note: Should any meeting attendees exit the MHA headquarters for lunch, a break, etc., a designated person from the group must remain in the building. The front desk may be unstaffed at times throughout the day; therefore, the building or conference rooms will not be accessible to those attendees who have left.

Are separate rooms available to reserve for guests to have lunch?

Separate rooms for guests to eat lunch are not available. Each room has a table or counter for lunch set-up.

Are coffee, beverages and/or water provided?

The MHA does not provide beverages for meetings. Guests are asked to provide their own beverages. There are several coffee delivery options in the area.

The Michigan Health & Hospital Association (MHA) provides its members with a variety of resources and services to help them better serve their communities. One of these resources includes meeting space, available at the MHA headquarters building, located at 2112 University Park Drive, Okemos, MI.

Meetings of 50 attendees or less can be accommodated. Conference rooms can be reserved from 8 a.m. to 5 p.m., Monday - Friday. Please Note: Entrance to the building prior to 8 a.m. is not permissible. All guests are asked to vacate the building by 5 p.m.

To efficiently address your conference room requests, please fully complete the information listed below. After your electronic request is submitted, you will receive an email confirmation within two business days.

Submitter Information

Name(Required)

On-site Contact Information

Contact Name(Required)

MM slash DD slash YYYY
Meeting Start Time(Required)
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Meeting End Time(Required)
:
Reservation Start Time(Required)
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Reservation End Time(Required)
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Scheduling Etiquette
• Reservations must include enough time for setup and breakdown, if catering is expected, and/or furniture will be setup in a manner different from the typical layout.
• Due to the volume of requests, reservations are made on a first-come, first-served basis only. We are unable to place a hold on any of the conference rooms.
• Rooms will be assigned according to the meeting capacities and technological needs. For example, a meeting of a handful of people will be scheduled in a smaller room, thereby allowing larger groups to use high-capacity rooms.
• Reservations must be canceled promptly to allow other users full access to rooms.

Maintenance
Users are responsible for resetting the furniture back to the typical layout after their meeting unless arrangements are made prior to the meeting. Users are required to clean up any trash or catering items left in the room. Should there be significant cleanup issues (spills, dirty carpet, damage, etc.), the user has responsibility to contact the building maintenance team and will incur any related costs.
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