Missouri State University Faculty & Staff
Reservations and catering what you need to know
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?
Okay, what does all this cost?
· Labor
· Food
When/how do we pay for services?
- 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
- Conference Services – Plaster Student Union – 3rd Floor – Room 302
- Email Request conferenceservices@missouristate.edu
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**
- 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
- 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)
Okay, what does all this cost?
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)
- 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 Conference Service Office for any special set up charges
- 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 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:
- 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 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
- 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
Conference Services Office
* PSU 302* (417)836-5653
conferenceservices@missouristate.edu
www.missouristate.edu/conferences