Missouri State University

Missouri State University Student Organizations

Conference Services Office * PSU 302* 836-5653 

conferenceservices@missouristate.edu www.missouristate.edu/conferences 

Missouri State University Student Organizations:  Reservations & Catering  What you need to know

 

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?

 

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 turnaround 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 in writing 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 business 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 Missouri State Catering 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 3 business days prior to your event
  • Missouri State 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 cannot 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: 

 

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 Missouri State Catering & 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 you need to know ...

  • 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 & Missouri State Catering Staff