Your Community Foundation

Room Requests

The Rhode Island Foundation is fortunate to have great convening spaces at One Union Station, and we are pleased to offer use of our space for meetings and events at no cost.

Before submitting this request, please review our Facility Use Agreement. This agreement explains the responsibilities of organizations using our space. Please review it carefully to ensure you understand and can meet these expectations prior to submitting this form.

Please note the following:

  • Reservation requests can only be scheduled up to three months in advance and approval is subject to availability.
  • Requests submitted less than three business days prior to the event date will not be accepted.
  • Reservation requests cannot be made for dates and times outside of our normal business hours (Monday through Friday, 8:30 a.m. – 5:00 p.m.) and holidays.
  • Additionally, our facilities are unavailable during the following periods:
    • Mondays, 9:00 a.m. – 1:00 p.m.
    • Wednesdays, 9:00 a.m. – 11:00 a.m
    • Thursdays, 1:00 – 3:00 p.m.
  • Reservation requests for multiple days or multiple room use must be emailed to Jamie Hull for consideration prior to submitting this form.
  • Submitting a form does not guarantee a reservation. The review process may take up to 48 hours.
  • The Foundation does not validate parking.

Event Contact

Event Details

(no earlier than 8:30AM)
(no later than 5:00PM)
(occurs up to 30 minutes before meeting start time and may begin no earlier than 8:15AM)
(occurs up to 30 minutes after meeting end time and must conclude no later than 5:15PM)
Approved Caterers

Event Setup Preferences

Please click here to view photos & layout options of our meeting rooms
(Please note: We reserve the right to relocate your meeting should an internal need arise.)

Types of room configurations available:

  • Auditorium style = Chairs only
  • Classroom style = Tables and chairs arranged in rows
  • Round tables = 60' round tables and chairs
  • Square style = Tables and chairs arranged in a hollow square shape
  • Standing Room Only = No tables or chairs
  • Double-V style = Tables angled and layered as such \\_//
  • U-shape = Tables and chairs arranged in a horeshoe shape

Furniture requests

Equipment Request

All meeting rooms are equipped with a screen and webcam/mic/speaker. Please be advised that hybrid set-ups in the Rhode Island Room and Gallery are challenging to support due to acoustics in those two spaces – and may not provide the best guest experience. Requests for technology must be included in the room reservation notes at the time of booking.

Cancellation & Disruption Policy

The Foundation has implemented a cancellation and disruption policy for all groups that are confirmed to use Foundation space. Failure to utilize the space for the stated and agreed to purpose, failure to follow the intent of the Room Agreement, reservations of space that goes unused, or cancellations on short notice (see cancellation policy below) create complications for Foundation team members who are responsible for room set up and space reservations, and unnecessarily denies other groups the opportunity to utilize the space at the Foundation.

Cancellation Policy

Cancellations must be made 12-24 hours prior to your meeting. Cancellation notification must be submitted in writing to Jamie Hull at jhull@rifoundation.org.

Disruption Policy

The Foundation reserves the right to deny reservations to groups who consistently failed to utilize the space for the stated and agreed to purpose, failed to follow the intent of the Room Agreement, failed to be present for their reserved time, or who consistently cancel reservations outside of the 12-24 hour cancellation window.

Commitment to Sustainability

The Rhode Island Foundation is committed to increasing overall awareness and organization-wide participation in environmentally sustainable best practices.

  • Please avoid adding leftover handouts or paperwork to mixed recycling bins after events. Paper recycling bins will be available.
  • Whenever possible, please ask your caterer to use recyclable, reusable or compostable utensils, platters, and serving ware.

Facility Use Agreement

By checking the box below, the applicant agrees to comply with and inform all meeting participants of the guidance outlined within this Facility Use Agreement.

View Facility Use Agreement