Conference Room Request

The requester is responsible for coordinating all aspects of the room, including set up, catering and rental of additional furniture (tables, chairs, linens and audio visual equipment not already provided by the Conference Center). The requester must also make arrangements to meet any vendors (if applicable) delivering supplies or additional furniture in the dock area to escort them to the Conference Center. Please allow 30 minutes before event begins for setup. Room requests sent within 24 hours of event will not be guaranteed approval and set-up. Please complete this form prior to 48 hours of the event.

Recurring meetings - please fill out an event request form to each event with the correct date on the form.

Required changes - for changes required within 48 hours of event, please fill out a new event request form.

It is highly recommended the event coordinator visit the room to review set up details prior to the event.

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Conference center policies & procedures agreement

Costs: Conference rooms may be scheduled by Texas Children’s and Baylor departments free of charge, a cost center is required with each reservation request in case of damage to the rooms or equipment. Please see applicable fees below.

Conference center fees
No show or failure to cancel reservation 48 hours/ 2 business days in advance:
$50.00 (per day & per room)

Projector is left on after meeting:
$75.00 (per day)

Violation of Safety Guidelines and Regulations (may include and is not limited to exceeding capacity, using prohibited materials such as latex or flames, etc.):
$200 (does not include potential citation fees issued by the Fire Marshal)

Room or Equipment Damage (may include and is not limited to walls, carpet, AV equipment, tables, chairs, failure to clean up after meeting, etc.):
Cost of repair/replacement/additional staffing

Recurring Meetings: Recurrent meeting invites may only be submitted for the current or upcoming calendar year, and must include a start and end date.

Room Reservations: Reservations should be submitted 72 hours/ 3 business days in advance and may only include dates in the next 12 months. All rooms are scheduled on a first come, first served basis.

Note: On rare occasions it may be necessary to reassign groups to a different conference center room from the one that was originally scheduled. The conference center reserves the right to withdraw acceptance of a reservation if a critical need supersedes it. Should this situation arise, an NRI representative will make every attempt to identify an alternate room on campus.

Reception/Stair Lobby Area Reservations: The reception and stair lobby areas may also be requested with your initial reservation request. Please note these requests are subject to review and should align with Texas Children’s Hospital organizational priorities and mission.

Cancellations: Cancellations are required at least 48 hours/2 business days before the scheduled event. Failure to notify will incur a fee of $50 per day per room. Requestor is responsible for notifying vendors of cancellation as well.

Amenities: In order to better serve those who use the facility, a list of amenities provided during conference center business hours are available upon request. Please note, services not provided should be outsourced by requestor.

I attest that I have read and agree to the policies of the Ting Tsung and Wei Fong Chao Foundation Conference Center

Parking information for the NRI

Parking for the NRI is available at the John P. McGovern Texas Medical Center Commons, located at 6550 Bertner Avenue, Houston, TX 77030.

To purchase validations:

Complete the 2024 Validation Order Form (TMC Validation Form).
Send the completed form via fax to 713-791-6143 or email to Validations@tmc.edu.

2025 Visitor Parking Rates:

15min -1 Hour: $5
1 - 2 Hours: $9
2 - 3 Hours: $10
3 - 4 Hours: $12
4 - 6 Hours: $14
6 - 8 Hours: $15
8 - 10 Hours: $17
10 - 12 Hours: $18
12 - 24 Hours: $19
Lost Ticket $30

*Please note that only one validation can be applied to a ticket.

I attest that I understand that I am responsible for organizing the parking needs of my event

Event setup/breakdown agreement

Setup: The requester is responsible for all coordination related to the meeting including catering arrangements and rentals (additional tables, chairs, linens, and audio-visual equipment are not provided by the conference center). The event requester is responsible for meeting vendors on the first floor and escorting them to the conference center, as well as coordinating access throughout the duration of the event.

If your event is requesting to use the conference center after business hours, you will need to:

A. Baylor: Request special permission by emailing NRIReservations@texaschildrens.org
B. TCH: Complete a Special Events Request Form in order to access the building. This form is located on the TCH Connect page under forms. (For security inquiries please email securitysvcsadmin@texaschildrens.org)

Vendors should be notified to pick up their items immediately following event close, as there may be other requesters utilizing the space. The conference center does not provide food and beverage service. Food and beverages are not allowed in the auditorium, however, they are allowed in the conference rooms. There is a catering kitchen in the conference center with two large industrial refrigerators if you would like to store or chill items the day before your event.

* Note: The conference center does not provide linens, food or beverage service. Food and beverages are not allowed in the auditorium, however, they are allowed in the conference rooms. Food service tables are not permitted for setup against the fabric walls.

Breakdown: The requester is responsible for ensuring that all areas are cleared of trash and/or meeting supplies. Poster boards and any conference center property should be returned to its storage area by calling a work order in to 832-824-5000 and requesting the items be returned to storage. Any damages such as stains, damaged furniture etc. should be reported immediately to the conference center team.

I attest that I understand that I am responsible for the setup and breakdown of my event

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