Frequently Asked Questions

Reservations and catering: What you need to know

What does the Event and Meeting Services Office (EMSO) 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, and physical plant requests
  • Provide written confirmation once reservation details have been confirmed

Where do I go?

Who can make a reservation?

Any member of a Recognized 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

*Event and Meeting Services Office can reserve academic space as follows:

Fall Semester: Starting on April 1
Spring Semester: Starting on October 1
Summer Session: Starting on February 1

These reservations can be confirmed only after space for classes is assigned for the semester. Confirmation of reservation will be sent within 48 hours of request.

*These dates are subject to change and are dependent on Academic Classes being scheduled

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 and 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
  • All equipment, setup, and labor needs must be requested 10 business days in advance and in writing.

What if we need to cancel a meeting or an event?

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

  • Catering cancellation must be made 3 business days prior to your event

**There is a Cancellation/No Show Policy for groups that do not cancel their events being held within the PSU. Please see the PSU Policy for specific details**

What if we want to have food?

  • Food is allowed in all areas of PSU and in certain areas of other buildings
  • Food must be ordered through Missouri State Catering or PSU food court vendors
    • Individuals may provide food for their personal consumption
    • Recognized Student Organizations may provide prepackaged 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 and Solicitation Policy
  • Food must be ordered three weeks 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 Event and Meeting Services Office (PSU 302)

**Other exceptions t 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

The PSU has a 3-tiered pricing structure

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

Labor

  • There are set up charges of $18 when you need a different setup than the standard one in PSU
    • If an organization does not leave the room the way they found it they will be charged labor fees to return it to standard set up
  • The ballroom always incurs a setup fee because there is no standard set up. The charge varies depending on the amount of setup is needed. The fee starts at $18/hour.
  • Check with the Event and Meeting Services Office for any special set up charges
  • Rooms in other campus buildings must be used in their standard set up

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 FCTL equipment Lending in Meyer Library
  • Student Organizations are responsible for taking FCTL equipment back to Meyer Library
  • The PSU is not responsible for any equipment brought into the Union

Food

  • Menu options and pricing can be found on the catering within this website
  • To talk with a catering representative please call 836-5046 or 836-4629

When/how do we pay for services?

  • Invoices are issued and emailed after your event
  • If your event has catered food you will receive two (2) invoices - one from Missouri State Catering and one from Event and Meeting Services
  • 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
  • All equipment, setup, and labor needs must be requested 10 business days in advance and in writing

Thank you,

Event and Meeting Services and Missouri State Catering Staff

Reservations and catering: What you need to know

  1. What does the Event and Meeting Services Office (EMSO) do?
  2. Where do I go?
  3. When do I need to request space?
  4. How long does it take and where do I get a confirmation?
  5. What if we cancel a meeting or an event?
  6. What if we want to have food?
  7. Okay, what does all this cost?
  8. When/how do we pay for services?
  9. What we need from you…

What does the EMSO 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
  • We can also help you publicize your event

Where do I go?

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:
  • If you do not cancel an event, charges for labor, equipment and food will still apply
  • Catering cancellation 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 Missouri State Catering or PSU food court vendors
  • 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
  • Missouri State Catering is located in the Event and Meeting Services Office (PSU 302)

Okay, what does all this cost?

PSU room rental

The PSU has a 3-tiered pricing structure

  • University departments doing university business are not charged room rental (departmental meetings, workshops, special speakers or retirement parties)
  • Departmental sponsored charges will apply if you Co-sponsor an event with an off-campus company or organization, or charge registration fees or admission
  • Individual faculty/staff members can rent space in the Union at 10% off of the regular off campus price (parties, bowling, wedding receptions)

Labor

  • There are set up charges of $18 when you need a different set up than the standard one in PSU
  • 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 Event and Meeting 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
  • Departments can bring in their own equipment or reserve equipment through Classroom Instructional Technologies in Meyer Library
  • Departments are responsible for taking Classroom Instructional Technologies 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/, then choose Catering, then choose 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 Missouri State Catering and one from Event and Meeting Services
  • Charges will appear on a monthly statement from MSU Financial Services
  • Charges made to your personal account may be paid at the Bursar’s Office
  • Department budgets are charged automatically

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