Where do I go?

• To make a reservation for space on campus for anything other than an academic class, fill out a request form in Conference Services, Plaster Student Union, 302.
• For general information, go to: http://www.missouristate.edu/conferences. 
• Check information about an event by going to “Today’s Events.”  Make reservations online by clicking on “Reserve Space.”  To make online reservations, you’ll need a password—fill out the form to request a password by clicking on “Reserve Space.” 
• Questions? Call Conference Services at (417) 836-5653.

Can I 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?

• You can request the use of space in Plaster Student Union (PSU) up to one year in advance.  The earlier you request space, the more likely you are to get the room you want.  As soon as you begin planning for a large event, talk to Conference Services. 
• You can request the use of space in other buildings 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?

• Most reservations that come through Conference Services are completed within one day. 
• A request for space in academic buildings takes 48 hours. 
• Some requests, which involve other departments and/or services, take up to 3 days. 
• For large events involving special set ups and equipment, information is needed more than two weeks prior to your event.
• Your confirmation is sent via email to the person who made the request.

What if we cancel a meeting or an event?

• To cancel an event you need to email, call or go to the Conference Services office. 
• If you do not cancel an event, charges for labor and equipment will still apply. 
• Even if charges will not apply, it is courteous to cancel a reservation as it allows other students to use the space.  Therefore, the earlier you notify Conference Services of your cancellation, the better.

What if we want to have food?

• Food is allowed everywhere in the Plaster Student Union (PSU) and in certain areas in other buildings. 
• Food service (catered) provided to groups on campus must be ordered through Sodexho Dining Services, our contracted on-campus caterer. Sodexho is also located in the Conference Services Office.  Food must be ordered 2 weeks before an event.  Final confirmation is required 48 hours before your serving time.
• Within the PSU, food may also be ordered from PSU vendors. See the Conference Services Office for information about exceptions. 
• Student organizations may have manufactured prepackaged foods at events.  To clarify, pre-packaged foods might include a bag of potato chips, store-bought cookies, or sealed snacks.  Non-prepackaged foods that cannot be provided by a Plaster Student Union vendor, like bakery donuts, are not permitted for distribution by any organization. 
• Student organizations are responsible for disposing all food products and associated packaging, and no food items may be sold.

How about decorating?

• §         The Conference Services Office should be consulted before a final decision is made regarding the purchase of major decorations for an event. 
• §         Decorations for an event must not pose fire or safety risks, damage University property, or violate city codes.
• §         Decorations should be hung or placed in designated areas only. 
  Material cannot be suspended from light fixtures or from the ceiling.
  Tape, glue, thumbtacks, or adhesive cannot be used on wall surfaces.
• §         Candles are allowed only with special permission.
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How much does it cost?

 

Room Rental:

Student organizations do not pay any room rental unless they are charging people to attend their event.  If you charge admission, your organization will be charged the lesser of a set room fee or 10% of what you take in.  To be eligible for the 10% rate, you will need to turn in a special form immediately after your event.  Different rate structures apply to University Departments and

off-campus clients.

 

Labor:

If you request something other than the standard set up in a room, your org will be charged for the labor to change that set up.  It costs $15 to change a meeting room in the PSU.  The Ballroom always incurs a set up labor charge because it has no standard set up.  Costs of setting up the Ballroom vary depending on the type of set up; the hourly fee is $18.  Rooms in other buildings on campus must be used as they are.  If you don’t leave a room the way you found it, you may be charged labor fees to return it to its standard set up.  Some special requests incur labor charges on campus—check with Conference Services for full information about these special services.

 

Equipment:

You are charged for the use of PSU Audio/Video equipment.  When you request equipment from Conference Services, you can be sure it will be set up and ready for you when you arrive, that you will have help with it if anything goes wrong, and that it will be taken care of when your event is over.  Student organizations can bring in their own equipment, or reserve equipment through Educational Media. 

Equipment brought into the Union is the responsibility of the student organization.  PSU equipment does not leave the Plaster Student Union.

 

Food:

The cost of catering varies by what is ordered by the organization.

The catering guide has pricing information.

 

When and how do we pay for services?

• You will first receive an invoice from Conference Services that details the charges that have been forwarded to Financial Services.  Please do not pay from this invoice.  These invoices are issued approximately one week after your event.  Charges for labor, equipment, and food will appear on a monthly statement from Missouri State University Financial Services.  These statements are issued at the end of the month and are sent to your organization’s mailbox.  You pay for charges on your monthly statement at the Bursar’s Office. 

 

Questions? Call 836-5653 or visit http://www.missouristate.edu/conferences.