Reservations & catering what you need to know

What does the CSO Do?

Where do I go?

Who can make a reservation?

When do I need to request space?

How long does it take and where do I get a confirmation?

What if we cancel a meeting or an event?

What if we want to have food?

Okay, what does all this cost?

·         PSU Room Rental

·         Labor

·         Equipment

·         Food 

When/how do we pay for services?

What we need from you… 

 What does the CSO Do?

•  Help plan your event from start to finish

• Checks for space availability

• Schedules space for your event

• Provides setup and technical services within the Union

• Helps you with other services such as catering, decorating, security, parking, & physical plant requests

• Provide written confirmation once reservation details have been confirmed 

Where do I go?

• Conference Services – Plaster Student Union – 3^rd  Floor – Room 302 

• Email Request conferenceservices@missouristate.edu

•  www.missouristate.edu/conferences 

Who can make a reservation?

• Any member of an Active student organization can make a reservation to use University space for an Activity for that organization              

When do I need to request space?

• Up to a year in advance for events in Plaster Student Union ( As soon as you begin planning for a large event, talk to us about what you need and how we can help)

•  Request for space in other buildings can be reserved as soon as the class schedule is set for the semester (usually October 15 & March 15). 

How long does it take and where do I get a confirmation?

• 24 hour turn around time for non academic buildings

• Requests that involve other departments and/or services may take up to 3 days
  (For large events involving special set ups & equipment, we need all information from you at least 2 weeks before your event)

• Academic buildings can take up to 48 hours

• Confirmation will be emailed to the group contact 

What if we cancel a meeting or an event?

• To cancel a meeting or event:

·         Email us at conferenceservices@missouristate.edu

·          Call us at 836-5653

·         Stop by PSU Rm 302

• If you do not cancel an event, charges for labor, equipment and food will still apply

• Catering cancelation must be made 3 working days prior to your event 

**Even if charges will not apply, it is courteous to cancel a reservation as it allows others to use the space**

 

What if we want to have food?

• Food is allowed in all areas of PSU & in certain areas of other buildings

• Food must be ordered through Sodexho or PSU food court vendors  with a few exceptions

·         Individuals may provide food for their personal consumption

·         Recognized Student Organizations may provide pre-packaged foods that do not require refrigeration, heating, mixing, or other preparation for closed meeting and events

·         Recognized Student Organizations may conduct authorized bake sales of products prepared by their members as fundraisers at locations specified in the Missouri state Advertising & Solicitation Policy

• Food must be ordered 10 business days prior to your event

•  Final guaranteed numbers for food must be given 48 hours prior to your event

• Sodexho Catering is located in the Conference Services Office (PSU 302)

 

**Other exceptions to the policy must be requested at least one month prior to the event with a “Request for Food Service Waiver” form.  Each request for a waiver will be considered on a case-by-case basis**

 

Okay, what does all this cost?

PSU Room Rental:

• Student Organizations do not pay room rental unless they are charging people to attend their event

• If admission is charged then the organization will be charged the lesser of a set room fee or 10% of gross receipts

·         To be eligible for the 10% rate, each organization must turn in a Fixed Room Fee Waiver form within 2 business days after your event

• Different rate structures apply for University Departments and off-campus clients

Labor

• There are set up charges of $18 when you need a different set up than the standard one in PSU

·         If  organizations do not leave the room the way they found it they will be charged labor fees to return it to its standard set up

• The ballroom always incurs a set up fee because there is no standard set up.  The charge varies depending on the set up needs.  The fee is $18/hour.

• Rooms in other campus buildings must be used in their standard set up

• Check with the Conference Service Office for any special set up charges 

Equipment:

•  PSU has an extensive list of audio/visual equipment that you can rent for your event

•  PSU equipment can not be taken out of the Union

•  Student Organizations can bring in their own equipment or reserve equipment through ETC in Meyer Library

•  Student Organizations are responsible for taking ETC equipment back to Meyer Library

• The PSU is not responsible for any equipment brought into the Union 

Food: 

•  To find pricing and menu options please go to www.missouristate.edu/dining/ catering, catering guide

• To talk with a catering representative please call 836-5046 or 836-4629

When/how do we pay for services?

• Invoices are issued after your event

• If your event has catered food you will receive two (2) invoices  - one from Sodexho & one from CSO

• Charges will appear on a monthly statement from MSU Financial Services

• Charges made to your Student Organization account may be paid at the Bursar’s Office 

What we need from you… 

• Make request for services as far in advance as possible

• Involve us in the planning process

• Keep us informed of any changes made to your event

 

Thank you,

Conference Services & Sodexho Catering Staff