Conference Space

Conference Space photo

The Foundation welcomes community organizations to use our available conference room space for meetings. Our conference rooms are a variety of sizes, from the South Boston Room with a seating capacity of 32-40 classroom style, and 70 theater style; the Dorchester Room with seating capacity of 20; the Roxbury Room with seating capacity of 24; and the Hyde Park Room which seats up to 12.

Please contact Amanda Stidham, Receptionist, at 617-338-1700 for conference room availability.

Policy for Use

Eligible Organizations.  Nonprofit organizations, professional associations and affiliate organizations may request to use the Boston Foundation’s Conference Rooms. The Foundation may request verification of nonprofit status prior to event booking.

Frequency of Use.  Each organization is eligible to use the facilities four times per fiscal year (July 1 – June 30).

Rooms Available for Use.  The Foundation’s conference room space consists of four conference rooms. South Boston/Class Room (seating capacity 70 - 80 theatre style (minimum of 2 – 3 hours only) and 30 – 70 classroom style, depending on setup – 16, 6ft tables are available with a seating capacity of 2 to 5 each); three additional tables are available for registration or brochures and catering; Dorchester (seating capacity – 20); Roxbury/Board Room (seating capacity 22-24); and Hyde Park (seating capacity 12).

Slide Shows of Available Rooms
To view a slide show of the conference rooms, click on the room names in the left column.  Use the <- left and right -> arrow keys or mouse over the edges of the images to move forward or backward through the slides. 

Hours of Use.  The conference rooms are available for meetings Monday through Friday between the hours of 9:00 a.m. and 4:30 p.m. This schedule allows for adequate time for set up and clean up within the Foundation’s regular office hours. Please do not request to have time extended. [Please note: The facility is not available evenings, weekends or holidays.]

Room Reservation.  The Foundation will not confirm reservations until 30 days prior to the event date. Reservations will be accepted on a first-come, first serve basis. The Foundation’s Office Manager reserves the right to reassign your group to a different conference room, if the number of attendees is changed dramatically.

Reservation Cancellation.  Room cancellation is required no less than five working days prior to the event date. Failure to notify the Foundation may prevent your organization from future use. The Boston Foundation reserves the right to withdraw its offer of conference room usage should an internal need supersede it. Should this situation arise, we will make every attempt to try to find you an alternate room within our facility, but cannot guarantee availability.

Food and Beverages.  Food and beverages are allowed in all of the conference rooms. The Boston Foundation does not provide any food and beverage service. Use of the Boston Foundation servery is limited to disposal of your caterer’s coffee service only. Community organizations may use any caterer of their choice. Below, please find some options for caterers. As always, you are welcome to use the caterer of your choice. When placing your catering order, please ask them to bring two paper tablecloths, for each meal, i.e. breakfast/lunch.

Audio-Visual.  The Foundation provides limited audio-visual equipment. Please discuss your needs when booking conference space.

Technology Policy for use of Conference Rooms.  If your presentation or meeting requires a laptop you must supply your own.

Internet access is available through the Boston Foundation wireless network. Instructions for using the network are available from the reception desk.

Costs.  There is no rental charge for the rooms or equipment. All catering arrangements, rentals, i.e. additional tables, chairs, linens, coat racks and audio-visual equipment not provided by the Foundation and associated costs are the responsibility of the host organization. Miscellaneous stationery supplies, i.e. pads of paper, pens, pencils, flip chart paper, markers, tape, etc. must be supplied by your organization.

Although the facility is offered free of charge, in the event of damage to the rooms or equipment, it is the Foundation’s expectation that the host organization be responsible for reimbursing, replacement, repair and/or cleaning.

We also do not allow groups to charge the attendees of their events.  All events held at the Foundation should be free of charge. 

Ethical Standards.  The Foundation presumes that all organizations hosting events at the Boston Foundation will uphold high ethical standards without regard to race, color, religion, sex, sexual orientation, age, national origin or disability.

Smoke-Free Building.  The Boston Foundation at 75 Arlington Street is a smoke-free environment. Event attendees desiring to smoke should be directed outside to the Stuart Street entrance.

Host Community Organization Responsibility Checklist.  In order to better serve the community organizations’ guests that use our conference rooms, a checklist of things to remember while utilizing conference rooms at the Boston Foundation is available.

Reservation Procedures:

Contact the receptionist, Amanda Stidham, to discuss your event and to check room availability. It is recommended that each host make an appointment to view the conference room most suited to their meeting, and to discuss usage policies and logistics to ensure that your meeting and the facility are a good match.

Conference Room Guidelines (PDF)  
Host Community Organization Responsibility Checklist (PDF)
Recommended caterers
Directions to TBF Offices