Missouri State University

Conference Services Office ABC’s

(Revised 05/10)


Academic Use of PSU

The Union is NOT used for academic class purposes.  Bowling classes are an exception to this rule, as are student teaching meetings.  Exceptions for other groups are approved by the Director.

Academic Buildings: Locking & Unlocking

On weekdays within normal university operating hours, academic custodial unlocks classrooms in academic buildings.  On weeknights, weekends, holidays, and breaks, Missouri State University Safety & Transportation unlocks the buildings. 

Accessibility

The Plaster Student Union conforms to ADA standards and is accessible to all.  Wheelchair accessible water fountains and restrooms are available throughout the building.  The closest van accessible parking is found on Madison Avenue just south of the Baker Bookstore, or in Lot 1 between Cheek and Ellis Halls.

Alcohol Policy

There are a number of campus facilities that are frequently available for rental or the hosting of University special events, namely Plaster Student Union, the Kentwood Hall Crystal Room, and the Meyer Alumni Center Hospitality Room.  Groups and organizations that reserve University facilities for special events through Conference Services may request that the event catering include the service of beer and/or wine.  Such catering may only be performed by the University’s dining services provider.  Requests for alcoholic beverage service will only be considered when access to the event is limited and can be carefully monitored for compliance with alcohol beverage laws and ordinances

Animal Policy

With the exception of guide or service dogs, or security dogs with handlers, no animals are allowed within Plaster Student Union.  The Director must approve exceptions to this policy, such as requests to allow animals into the Union for educational purposes.

Banners

Indoor Banners - University departments and organizations can reserve space to hang a banner within the PSU.  A maximum of 6 banners may be hung in the inside locations.  Inside locations are indicated with a number from 1-6 to block sufficient space, but the numbers do not correspond to specific locations within the banner area.  Each banner needs to specify the organization or department that has sponsored it. Banners are allowed for a one week period and can be extended up to an additional week if other requests have not been received.  The size for the indoor banners is 3ft tall by 8ft long.  The PSU has 1 outside banner space located over the east entrance.  The maximum outside banner size is 3ft tall by 16ft long.
             
Recreational Field Banner - University departments and organizations can reserve the one banner space for the purpose of event promotion. Such signage is generally limited to a maximum of one (1) week and must be maintained throughout the period. The one-week limit may be extended up to an additional two (2) weeks, if other requests have not been received. Wind relief holes should be cut in banners to minimize strain on the fence. Reimbursement of costs associated with fence repairs due to banner postings will be the responsibility of the sponsoring organization or department.

Bicycles, Skates & Skateboards Policy

For the safety of all, the use of bicycles, skateboards, in-line or roller skates is not allowed within the Union.  Bicycles may be ridden on University bike paths and should be parked in the bicycle racks provided by the University.  Skating is allowed on campus, but must not present any risk of injury to persons or damage to property.  Skateboarding is not allowed on the Missouri State University campus. MSU Police officers may park bicycles inside the building, behind the information desk.  This exception was approved to help secure the equipment carried on the bicycles.

Billing

Costs associated with holding an event on campus are billed to a Missouri State University Budget Number (if applicable) or are invoiced to the billing address indicated on the reservation. Invoices for campus organizations or departments with budget numbers are sent simultaneously to the client and to Financial Services; resulting in a budget transfer to immediately pay the invoice.  Off-campus clients are billed and payment is expected within 30 days of the issuance of a University monthly statement.  In the case of off-campus clients, payment is made through the Missouri State University Bursar’s Office.

Building Hours - PSU

Normal operating hours will be Monday through Friday, 7 a.m. until 11 p.m. and Saturday and Sunday, 11 a.m. until 11 p.m. During breaks, the Union is open 7am – 5pm weekdays and there are no normal operating hours for weekends. In special circumstances, groups may access the facility before or after scheduled opening or closing times but must be set up with Conference Services at least 10 working days prior.  Standard labor fees will be applied for any extended time to keep the facility open. This coverage must be secured before the reservation is confirmed.

Bulletin boards

Fliers to be hung on PSU Bulletin boards must be stamped at the PSU Information Desk.  The desk will date the flier with a removal date of the day after the event advertised or 2 weeks after the current date if the flier does not promote an individual event.  PSU Student Managers clear the bulletin boards of outdated or unstamped materials daily.  Maximum size is 11 x 17 inches.  One flier may be hung on each bulletin board – a total of 3 in the building.

Cancellation/ No Show Policy and Associated Fees

Due to the increasing demand for the limited event space in the Plaster Student Union the Conference Services Offices will be enforcing a Cancellation/No Show Policy in order to maximize space and allow more groups opportunity to have events inside the PSU.

For Registered Student Organizations: if a reserved space in the Plaster Student Union is not used (no show) and was not cancelled through the Conference Services Office (through e-mail, telephone, voice-mail, or visiting the office) within 72 hours of event, the sponsoring student organization will receive a written warning.  A second such occurrence will result in a second written warning. For a third occurrence, student organizations will lose Plaster Student Union reservation privileges for the remainder of the academic semester. If the third no show occurrence happens on or after midterm of the current semester, then the organization will lose reservation privileges in the Student Union for the following semester. Existing reservations will be reassigned to an academic facility where appropriate.

Additionally, if any PSU reserved event is not cancelled within 72 hours of event, all additional labor and set-up charges associated with the event will be charged to the sponsoring organization. 

For University Departments: if a reserved space in the Plaster Student Union is not used (no show) and was not cancelled through the Conference Services Office (through e-mail, telephone, voice-mail, or visiting the office) within 72 hours of event, the sponsoring department will receive a written warning. A second such no show occurrence will result in a second written warning.  A third no show occurrence will result in a cancellation fee of $25, to be charged to the sponsoring University department in addition to any other fees associated with the event. 

Additionally, if any PSU reserved event if not cancelled within 72 hours of event, all additional labor and set-up charges associated with the event will be charged to the sponsoring department. 

Inclement Weather: The Conference Services Office does not automatically cancel events should the University cancel classes due to weather.  For inclement weather cancellations, groups must contact the Conference Services office at least two hours prior to the scheduled reserved time and cancel their event.  Failure to cancel an event that has any charges (i.e., labor and/or audio/visual fees) associated with the event will result in those charges being assessed to the sponsoring group.  

Missouri State Dining Services Catering: Missouri State Dining Services requires a catering cancellation to occur no later than three business days before your scheduled event or sponsoring group will be responsible for 100% of your food bill.  However, if the cancellation is due to inclement weather, Missouri State Dining Services will work with sponsoring group on an individual basis.

Capacities-- Fire Code

Plaster Student Union rooms and other campus locations have capacity limitations designed according to the fire code, which may limit the maximum number of people who can enter an event.  Any limitations will be discussed, and alternative plans will be made when necessary and possible.

Chalking

Chalk advertisements by members of the University community are permitted on concrete horizontal sidewalk surfaces only; in areas that can be naturally washed by rain; and are not permitted under building overhangs, on building surfaces, curbs, steps, brick surfaces, planters, benches, or similar locations. Only washable sidewalk chalk may be used and may not convey obscene or defamatory messages, threaten physical harm or include messages that otherwise are not entitled to the protection of free expression.

Computer Accessibility

The Plaster Student Union provides plug-in access to the University network. Students, faculty, and staff of the University may access their accounts easily from the Union.  Off-campus clients who want to access the Internet, or connect to the campus network to use software may arrange to do so through Conference Services.  The need for network connections must be specified in advance to ensure that rooms with active connections are reserved.

Contact Table

Information tables are only available to student organizations or departments providing information or services of interest to Missouri State University students.  Information tables will only be placed in designated areas in or near the Plaster Student Union, or with the appropriate Dean’s permission, in the building occupied by the department directly related to a student organization.  Exceptions to these locations will be made at the discretion of the Assistant to Vice President of Student Affairs /Director of the Student Union.

Vendor/Fundraising Table – Vendor/fundraising tables will be placed only in designated locations in or near the Plaster Student Union.  Off campus vendors or organizations must have an on-campus sponsor for such tables, and are limited to inside locations.  The Union may be that sponsor – in which case a rental charge applies.  Due to SGA Action in 2006, no credit card companies may exhibit.  A student organization which sponsors an outside vendor as part of a fundraiser is also charged a fee; and is required to have a member at the vendor table at all times. Vendors which are competitors of businesses with exclusive University contracts may not exhibit. See information on insurance requirements and Sales, Solicitation & Information Distribution section.

Limits: Student Organizations and University Departments are permitted a maximum of ten (10) dates each semester, with a limit of two (2) tables per reservation.  The Assistant to Vice President of Student Affairs /Director of the Student Union must approve exceptions to the two-table limit.  Displays are limited to the top of the table(s) reserved.  Organizations or vendors that cause a disturbance or fail to adhere to University policies will be asked to leave and will forfeit any further reservation with no refund.

Damage Policy

It is expected that all clients who use the University facilities will treat them with great care.  Any damage to equipment or to the facility should be reported immediately to the Building Manager or Student Union management so that any necessary repairs can be made.

The Conference Services Office will determine the cause and seriousness of the damage, and any repair or replacement costs will be discussed and assessed accordingly.

Decorations

Decorations for an event must not pose fire or other health & safety risks, or damage any University property.  Appropriate placement is important to ensure proper facility maintenance and compliance with city codes. Decorations should be placed in designated areas only.  Material cannot be suspended from the ceiling or light fixtures. Glue, thumbtacks, or adhesive cannot be used on wall surfaces.  Only painters tape may be used on walls within rooms.  Nothing may be affixed to walls in public areas. Exhibits that require open flame are prohibited. Failure to seek proper approval for decorations may result in their removal, and charges for any room damage they may have caused. Removal of all large decorations, props, and supplies immediately after an event is the responsibility of the client, and a storage fee will be assessed for any large decorations not completely removed.  Live animals are not allowed as part of decorations.

Deposit Policy

Off-campus groups reserving space on campus must provide an initial deposit of the lesser of one-half of their total estimated costs or $100 along with their signed confirmation sheet to the Conference Services Office.  This deposit will be applied to the final billing statement, and is refundable if the reservation is cancelled before the cancellation deadline. One-half of the client’s total estimated bill is due before the event.  Individuals must pay all estimated costs before the event.

University departments and organizations that supply an account number for budget transfers with their reservation are not required to pay a deposit.

Equipment (Audio/Visual)

CSO has a limited amount of AV equipment available within the Union.  This equipment can only be used in the PSU.  There are charges for use of the PSU equipment.  Arrangements must be made 10 days in advance for AV equipment availability and for Technician Assistance.  Contact Conference Services for a list of pricing and available equipment.

ETC (Educational Technology Center)

The Educational Technology Center located on the 2nd floor of Meyer Library, provides support and assistance for instructional technologies in multi-campus environment.  They offer free equipment lending for student organizations and departments.  They do not deliver to the Plaster Student Union. 
(Contact:  http://etc.missouristate.edu/equipment_request_forms.html or by phone at 836-5778)

Expressive Activity (Free Speech)

All members of the Missouri State University community are encouraged to exercise the right of assembly, free speech and expression throughout the campus, when doing so does not disrupt the academic mission or daily University functions. While members of the University community are not restricted to the Bear Paw for expressive activities, any member of the University community may use the Bear Paw without prior reservation on a first come, first served basis. The Bear Paw may also be reserved. Organizations or individuals who reserve the Bear Paw have priority.

 Access by others for public forums is provided on the city sidewalks that run parallel to the city streets that surround and cross the campus, subject to relevant city ordinances, state and federal law (maps indicating city streets and sidewalks are available through the Conference Services Office and from Office of Safety and Transportation). Access is also provided at identified public forum locations. Expressive activities conducted by individuals and groups that are not members of the University community must be registered with the Office of Safety and Transportation. The identified public forum locations are available for use or reservation by non-University individuals and groups. Access to the identified public forum locations is provided on a content neutral basis. Any denial of access will specify the reasons for which registration is denied, and offer an appeal procedure.

After a public forum event is registered with Safety & Transportation, a copy of the registration form is faxed to the Conference Services Office.  A reservation for the space is then made by the CSO, using the event type “Free Speech” and the client “Individuals.”  Concerns about a public forum event (complaints, violations of policy, etc.) should be expressed to Safety & Transportation. For a complete explanation of policy please read the Expressive Policy http://www.missouristate.edu/StudentConduct/23804.htm

Fees

Room Rental: The PSU has a 3-tiered pricing structure

  1. University No Fee Usage –No room rental is charged to a department or recognized organization sponsoring an event directly related to the mission of the department or organization.
  2. Co-Sponsored or Admission Charged events – Reduced room rental fees are charged to University departments or groups who charge admission to their events, or who co-sponsor events for whom the audience is primarily non-university. This includes events where the sponsoring organization is charging specifically to recover the costs associated with an event, and events where the money raised will be given to a charity. Student Organizations are charged 10% of the total amount of money collected, or a flat fee, whichever is less.  Student Organizations are required to fill out a Fixed Room Fee Waiver form within 3 business days of the event if they want to pay the 10% rate.  After 3 business days the fixed rate will be billed.
  3. Off –Campus Usage – Off campus clients are charged room rental by the half-day (up to 4 hours) or full day rate. Individual students/faculty/staff members can rent space in the Union for parties, bowling, wedding receptions, etc. at a reduction of the off-campus rate.

    After Hour Fees: All groups wanting to use the Plaster Student Union outside the regular building hours will pay for a building manager to open the building and be present during the groups entire event including set up and tear down.

    Set up Fees: All meeting rooms in the Plaster Student Union have a standard setup.  When a client uses a standard setup for their meeting, there is no charge.  If a group requests a non-standard setup, labor charges will be applied.  Labor charges always apply to the Ballroom, which has no standard set up.
     
    Equipment Fees: University departments or organizations may use their own technical equipment in the Plaster Student Union.  In those instances, the client is responsible for the delivery, setup, removal and security of the equipment. Because it was paid for by student fees, the high definition projector in the PSU Theater may be used at no additional charge by student organizations.  University Departments and Off-campus clients are charged for the use of this equipment.

    Audio/Visual Technical Fees: Plaster Student Union technical equipment is also available to be rented at on-campus or off-campus rates. Some equipment that is more comprehensive in nature (large sound system, theatrical lights, etc.) will require a Student Union employee to operate it at an additional labor cost.  Use of the PSU Theater and Ballroom always incurs a labor charge for a technician to operate its equipment.
Firearm Policy

Possession of firearms and other weapons on University property may, in specific circumstances, be necessary to fulfill academic and extracurricular activities and in conjunction with law enforcement activities; therefore, the University shall prohibit the unauthorized possession of ammunition, firearms, explosive weapons, and other weapons as defined in Missouri Revised Statutes, on University premises (including parking lots and vehicles owned or leased by the University) by members of the University community and guests, and that authorization to possess such items on University property or University vehicles be vested in the President of the University and delegated to the Director of Safety and Transportation of his/her designee.  Be it further resolved that the following amendment be made to Article IV: Proscribed Conduct, in the Code of Student Rights and Responsibilities.  Authorization to possess such items on University property may be granted by the Director of Safety and Transportation or his/her designee.

Fire/Open Flame Policy

No candles or other open flames are allowed in the Plaster Student Union. An exception is granted for events in which candles are used as centerpieces and are contained in glassware

Flier & Bulletin Board Policy

Fliers for display on the Union’s bulletin boards must be stamped with an expiration date at the Information Desk.  Any recognized University organization may leave fliers at the Information Center. Other businesses or organizations may leave fliers on the designated table on the 2nd floor.  Any flier or poster must clearly state the sponsoring person or organization. Signs without approval, or fliers which do not list a sponsor, will be removed.

Food

All food served in the Plaster Student Union OR at events booked through the Conference Services Office elsewhere on campus must be provided by Missouri State Dining Services or through a PSU vendor or affiliate. There are some exceptions: Individuals may provide food for their personal consumption; University departments may sponsor “potluck” meals for their office staff in spaces controlled by their office; Recognized student organizations may provide pre-packaged foods that do not require refrigeration, heating, mixing, or other preparation for closed meetings and events; University departments and recognized student, faculty, and staff organizations may conduct authorized bake sales of products prepared by their members as fundraisers; Any other exceptions to the policy must be requested with a “Request for Food Service Waiver” form. 

Arrangements with Missouri State Dining Services Catering can be made through the Conference Services Office.  Pick-up catering arrangements with PSU vendors must be arranged with the individual establishment.

Fundraisers

 A fundraiser is defined as any activity or event where funds are received, including both sales and the acceptance of donations, regardless of where the money ultimately goes.

Fundraisers by University departments and recognized Student organizations are allowed.  In addition to the appropriate reservation form & process, a Fundraiser form must be filled out and approved.  Fundraisers which sell items produced by the group (bake sale, pottery sale, etc.) are considered University No Fee usage.  Fundraisers working with a business to market or sell a product (Avon, gift cards, etc.) are considered Organization/Department charged events.  A business on campus as part of an organization fundraiser must be accompanied AT ALL TIMES by a representative of that organization. 

Student Organization Events which charge admission are considered fundraisers, and a room charge applies.  Organizations may request a Fixed Room Fee Waiver by turning in the appropriate form within 3 business days of the event.  The organization then may be charge 10% of the total taken in (gross) at the event, or the fixed fee, whichever is less.

A fundraiser must be legal.  Gambling events, including raffles, BINGO, and poker tournaments are very restricted in Missouri.

Greenwood Lab School

Greenwood is treated as any other University department.  A Greenwood event which charges admission (i.e., Prom) should be booked as a “Department Charged” event.

Hammons Student Center

Reservations for HAMC are made directly with the Director.  Student groups, departments, or off-campus clients should contact Hammons Student Center @ 836-5240.. HAMC seats 8,846. 

Insurance

All organizations must assess liability and insurance concerns when they utilize space on the Missouri State University campus.  Student organizations and University departments will work directly with the Conference Services Office to assess special insurance needs.  Any non-University caterer or vendor must provide an original certificate of Comprehensive General Liability Insurance in liability limits of at least one million dollars ($1,000,000.00) naming the Board of Governors of Missouri State University and its employees as additional insured’s prior to confirmation of a reservation.  Student organizations or University departments selling products they have produced themselves are not required to provide insurance unless the product is potentially hazardous in the opinion of the Conference Services Office.

Late Night/Large Events Policy

This policy applies to events that end after 11pm and large events, especially those where admission is charged. Organizations planning these types of events need to meet with CSO staff as soon as possible in the planning process. Special forms are required for this type of event. Final details of these events must be in to the CSO more than 2 weeks before the event date.  The policy requires an ID check and a pre-event meeting, and contains requirements for hiring outside security officers. 

Movies & Movie Ratings

An organization or department sponsoring movies in the Plaster Student Union are responsible for obtaining proper license and copyright approval before showing any movie.  Groups must clearly and openly identify itself and the name of the film, if known, in its request for use of the facility, and in all of its advertisements and promotional efforts.  The Motion Picture Academy’s rating must be indicated both with the letter symbol and a full explanation of the rating on all promotional materials.  In addition, organizations are responsible for complying with and enforcing age limit access.  Any showing of a movie in the PSU is considered a “public” (i.e., not in someone’s home) viewing.

Noise Policy

In order to provide usable space for all groups inside the Union, amplified sounds must be held to acceptable levels.  The Plaster Student Union staff is authorized to ask any group to bring their activity to within acceptable sound levels. 

Outdoor Activities Form

The plan for an outdoor event on the Missouri State University campus directly involves the Physical Plant Department, and can involve Campus Security, the Parking Office, and/or other departments. The Outdoor Activities form is required at least ten(10) days before a scheduled event.  This form helps to ensure that all logistical arrangements are made with other University departments. 

Parking

The Conference Services Office will work with clients to determine parking needs related to an event, and will make all arrangements with Parking Administration for space needs for those without University Parking passes.  For most events in the Plaster Student Union, attendees may park in the Visitors Lot on National Avenue or park at Bear Park North on Elm Street and ride the University shuttle to the Union shuttle stop. Parking generally carries a charge for off-campus attendees.

Off-campus clients using the Union on a weekday pay $2 per car for a daily pass, and are assigned to a lot.  These passes are charged to the CSO budget and the client is billed. No passes are required on weekends, or after 8pm on weeknights.  On-campus departments sponsoring events where off-campus guests are invited: the guest passes are free if there is no charge to attend the event and parking is provided in the PNR. Lot assignments always need to be coordinated, regardless of the charge. Parking meters are enforced 6am – 8pm Monday – Friday.

Parking Tickets issued to visitors: A visitor parking appeal committee/process was created in June 2003.  All visitor ticket appeals must go through an appeal process similar to the one student, staff and faculty have.  The visitor appeal committee meets about every two weeks. Appeals may be emailed to Parking Appeals, or the online appeal form may be filled out.  It is acceptable for staff to submit an appeal on behalf of a visitor.

Payment for Services

Clients are expected to pay for services promptly. University departments are required to submit an account number when confirming their reservation, and will be billed directly through Financial Services. Student Organizations are required to either submit an account number or pay for their charges in advance.  Non-university organizations will be required to pay a deposit for their scheduled event during the confirmation process, and should pay invoices after receiving a statement from the University.

Plaster Sports Complex

Reservations for PLAS are made directly with the Director.  Student groups, departments, or off-campus clients should contact Plaster Sports Complex @ 836-4640.

Press, Media, etc.

Press conferences on University property must be arranged in advance through University Communications.  If an event is full to overflow capacity, and guests are being turned away at the door, the press must still be allowed into the facility, room, etc. (per Deans meeting 9/24/02). Broadcast media may need to use a Mult Box (equipment that allows TV stations to record the sound signal directly from the sound system).  A Mult Box is available through University Communications.

Recreation Fields
  • Availability:  Open daily during fall and spring semesters, weather permitting 8am – 12midnight
    Closed holidays and holiday weekends, Semester Breaks, Mid-May through Mid-August;
  • Policies:
    1. The Recreation Field may be closed, at any time, at the discretion of Campus Recreation and/or Grounds due to inclement weather
    2. Participants may not use metal cleats
    3. No Pets – anyone bringing a pet to an event must remain outside the fence at all times
    4. No use of stakes, metal spikes, or any other materials that damage grounds
    5. No tables, chairs, stages or barbeque grills
    6. Vehicles may not be driven on the field
    7. University policies regarding food and drink also apply to recreation field space
  • Usage Priority: 
    1. Campus Recreation – Intramural Sports
    2. Open Play for MSU Students
    3. MSU Recognized Student Organizations (special events only) 
    4. MSU Camps or affiliated organizations (i.e., Greenwood, Camp Bear, etc.) – Daily Usage Fee will apply
    5. Off-Campus groups may reserve the field during breaks if not  in use by MSU groups – Daily Usage Fee will apply
  • Rental Fees:
    1. Daily Usage Fee $25 per day – MSU camps or affiliated organizations
    $75 per day – Off Campus groups
    2.  Field Supervisor Fee $10 per hour for use of restrooms and recreation field lights
  • Reservations:  Student Organizations, MSU camps or affiliated groups, and off-campus groups must coordinate events with Conference services.  Conference Services will schedule the event after receiving approval from Campus Recreation.  A detailed description of the activity and equipment that will be used must accompany the reservation request.  
  • Cancellations:  Cancellations must be made 24 hours in advance by contacting Conference Services, 836-5653.  If a cancellation request in not made, then all fees will be assessed.
  • The Recreation Field may be closed during inclement weather and/or poor field conditions at the discretion of Campus Recreation and/or grounds.
Refusal of Service

The Assistant Director of Event and Meeting Services can refuse reservation requests to any individual or organization which has a history of damaging University property or not paying for services in a timely manner, as well as for events that have the potential of threatening University property or the safety of individuals.  Appeals to a denial of reservation may be made, in writing, to The Assistant to Vice President of Student Affairs /Director of the Student Union. 

Reservation Timeline

Union Space: All organizations may reserve meeting rooms and programming space in Plaster Student Union for up to one year in advance.  Reservations will be made on a first-come, first-served basis. The Assistant to Vice President of Student Affairs /Director of the Student Union must approve requests for reservations more than one year in advance.  Confirmation of reservation will be sent within 48hours of request.  
 
Event Details Deadline: All groups requiring audio/visual equipment, outside power needs, or any special set up needs must have all final details to the Conference Service Office ten (10) days prior to their event date.  Any groups that provide this information nine (9) days or less may not be guaranteed that their needs can be met. 

Other Buildings: Reservations for Academic buildings may be made one semester in advance.  The Conference Services Office will schedule campus space for all events that are not directly related to academic courses. Student Organizations must fill out an Academic Request form for all events in Academic building before their request can be confirmed.  Departments must fill out the Academic Request form for events taking place after 5pm on weekdays or anytime on weekends. 

*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 48hours of request. 
*These dates are subject to change and are dependent on Academic Classes being scheduled

Residence Life Areas

Conference Services reserves the Kentwood Crystal Room, the Wells Courtyard/Pavilion, and the Blair Shannon yard with the approval of the Director of Residence Life, Housing and Dining Services and their Administrative Assistant.  Once approval has been given then the space can be reserved on EMS. 

Sandwich Boards

The PSU Sandwich Boards are intended to be used to advertise current or upcoming events in the Union.  The interior space on the sandwich board is filled best with a vertical poster on 18 x 24 cardstock.  Sandwich boards must be placed in the Northeast Stairwell

Sand Volleyball Court

Sand Volleyball Courts are available at the Recreation Fields.  The Student Recreation Field Request form must be filled out for these courts and turned into Conference Services.  All requests must first be approved through Campus Recreation.  Once approval has been issued then a confirmation will be sent to the contact person.  All Recreation Field Policies apply to the Sand Volleyball courts. See Recreation Field for complete listing of policies and procedures.

Security Officers

Some events held in the Plaster Student Union, the organization may be asked to hire security officers to oversee the event to ensure that a safe environment is maintained.  Any organization wishing to have security at an event may do so.  Requirements to provide security for a particular event will be assessed jointly by the Safety, Student Engagement and Conference Services offices.  Determination of security needs will be based upon expected attendance, the history of the Sponsoring Organization, the nature of the event, the date selected, and other factors.  The Conference Services Office will help the Sponsoring Organization to hire security officers.  The cost of such services will be billed by Conference Services to the Sponsoring Organization.  In addition, Sponsoring Organizations are responsible for maintaining control of the entrance doors to the event, and using ushers in aisles if necessary.  Crowd control should be discussed with the Conference Services Office in advance.

Senior Recital

Students wishing to hold a senior recital (music majors) may reserve the PSU Theater at the off-campus rate with the campus community discount.  If a recital is sponsored by a University department and is related to requirements for a class, the instructor needs to make a reservation through academic scheduling, and the PSU Theater is not an appropriate venue.  To reserve Coger Theater, the student/instructor should contact Theatre & Dance.  To reserve Ellis Auditorium, the student/instructor should contact the Music Department.

Severe Weather/Tornado

CSO staff are responsible for clearing the 3rd floor to the Games Center via the center stairways. Radios should be carried to aid in communicating the “All Clear” when received.

Smoking

Smoking is prohibited in all campus buildings. 

Soda Carts

Soda carts are not allowed in the Union.  Deans should be consulted about their use in other buildings.

Missouri State Dining Services Reservations

If a Missouri State Dining Services function provides direct benefit to students/campus, then it is charged as University No Fee. (Directors dinners, catering staff training) If the event provides benefit to Missouri State Dining Services Corporation & is not geared to students/campus, then it is charged as an Off-Campus client with 10% discount. (Etiquette dinner required for promotion of Missouri State Dining Services employee, meeting or training for regional employees). No charges for reasonable labor or additional equipment for Union Club special days – even those in the Ballroom.

Space Available

Plaster Student Union serves as the main location for events other than academic courses.  Although other locations may also be reserved through the Conference Services Office, other buildings are generally used only when the event cannot be accommodated within the Union, or when the event is directly related to the business of an academic department. 

Speakers Policy

The use of University facilities for speakers is intended to support the academic mission and is therefore viewed as educational programs. The University retains the exclusive right, through authorized persons and organizations, to determine the appropriateness of speakers scheduled for University facilities. If a speaker is not allowed access to University facilities, that speaker will still have access to the Bear Paw, in accordance with the University’s Expressive Activity Policy. 

The full text of the Speakers and Facilities Usage Policy is available on the Missouri State University website at http://www.missouristate.edu/policy/op1_01_1_rulesforspeakers.htm. The University does provide space for a public forum in accordance with the right to free speech protected by the United States Constitution. The Public Forum policy is available on the Internet at: http://www.missouristate.edu/studentconduct/23804.htm

Standing Reservation in Programming Space

These events can be bumped for a date more than 4 weeks in advance only by a University event which is an open program which requires the large programming space.  These reservations cannot be bumped by an off-campus request.

Video Games & Video Game Tournaments

The procedure for these events is similar to movie regulations.  Permission from the makers of the games must be attained before viewing/playing in public spaces.

Water

Outdoor events that have need to access water (for a dunk tank, fish pond game, etc.) need to check out a key from the Grounds Department.

(See http://www.missouristate.edu/campusservices/policies.htm for a complete list of MSU policies)