Missouri State University

Frequently Asked Questions

Reservations and 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, 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 

*Conference 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? 

  • 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 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 Conference 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 Conference Service 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 Conference 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,

Conference Services and Missouri State Catering Staff