Missouri State University

Missouri State University Faculty & Staff

Conference Services Office * PSU 302* 836-5653 

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

 

Missouri State University Faculty & Staff:  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
  • 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 (CSO accepts academic space requests as follows: for Fall-April 1st, for Spring-October 1st, and Summer-February 1st)

 

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 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, & labor needs must be requested 10 business days in advance and in writing.

 

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
  • 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)

 

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.

  • 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
  • Departments can bring in their own equipment or reserve equipment through ETC in Meyer Library
  • Departments 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 and one from Conference 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
  • All equipment, setup, & labor needs must be requested 10 business days in advance and in writing.

 

Thank you,

Conference Services & Missouri State Catering Staff