Faculty and Staff
Op11.04-3 Faculty and Staff
Reservations and catering: What you need to know
- What does the Event and Meeting Services Office (EMSO) do?
- Where do I go?
- 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?
- What if we want to have food?
- Okay, what does all this cost?
- When/how do we pay for services?
- What we need from you…
What does the EMSO 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?
- Event and Meeting Services – Plaster Student Union – 3rd Floor – Room 302
- Email Request: EventMeetingServices@MissouriState.edu
- Website: www.missouristate.edu/conferences
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 EventMeetingServices@MissouriState.edu
- Call us at 417-836-5653
- Stop by PSU Room 302
- If you do not cancel an event, charges for labor, equipment and food will still apply
- Catering cancellation 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**
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 48 hours prior to your event
- Missouri State Catering is located in the Event and Meeting 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.
- Rooms in other campus buildings must be used in their standard set up
- Check with the Event and Meeting Service Office for any special set up charges
Equipment
- 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 Classroom Instructional Technologies in Meyer Library
- Departments are responsible for taking Classroom Instructional Technologies 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/, then choose Catering, then choose Catering Guide
- To talk with a catering representative please call 417-836-5046 or 417-836-4629
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 Missouri State Catering and one from Event and Meeting 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