Event Planning

The Unions support social events hosted on campus by University departments and recognized student organizations, while ensuring the safety of the guests of this event, other occupants within the facility and the building premises. The following regulations apply to any social event in space scheduled through the Unions. Additional details may be found in the Social Responsibility Guidelines. These Guidelines may be obtained from the Center for Student Involvement, MU Student Center 2nd floor.

Fees

It is the responsibility of the host organization to bear any of the related costs for the event including, but not limited to:

  • Facility rental
  • Meeting rooms and ballroom charges
  • Setup/teardown fees
  • Security
  • Grounds services such as additional trash receptacles and pickup, repairs, etc.
  • Additional housekeeping required
  • Damages
  • Additional materials or equipment
  • Utilities
  • Other related costs associated with an event in the Missouri Student Unions.

Any event hosted by a University department or recognized student organization may require University police department (MUPD) coverage. Any event after 11 PM and OVER 100 people no matter the nature of the event will require MUPD security coverage.  Security can only be arranged by MUPD. All MUPD reservations must be arranged no less than 10 (ten) working days before the event. Reservations are deemed as tentative until an MUPD representative has been contacted and a security confirmation is given.

Notification of MUPD for events over 100 people and past 11 PM will be completed by Unions Administration. Fees for this security will be assessed and must be prepaid. Fees for this security will be assessed and must be prepaid.  Cancellation of the event will forfeit this security fee. 

Notification of the MUPD representative is coordinated by the Unions Administration. Based upon the type of event and past experience with similar events, MUPD will assign the appropriate number of staff to provide security to the function. Due to staff availability, large campus-wide events and previously scheduled activities will take precedence when scheduling security coverage.

It is the responsibility for the sponsoring organization/department, facility representative and MUPD representative(s) to promote and encourage a safe and secure environment for all participants.

Other Relevant Policies and Guidelines

  1. If the event is being used as a fundraising event, all policies and guidelines related to fundraising events also apply.
  2. Noise -- Noise that interferes with other activities is prohibited as determined by the University.
  3. The total number of individuals participating in a function must not exceed the designated capacity of the space. Any and all facility-specific regulations must be followed.

Cancellations

All cancellations of space must be made by the designated contact for the organization or a departmental representative. On-campus sponsors have until 48 hours prior to a scheduled event to cancel a reserved room or space within the Missouri Student Unions. Otherwise, a cancellation fee will be assessed in addition to any charges incurred by MUPD and other related Unions charges.

Cleaning of Area

It is the responsibility of the sponsoring organization and/or department to clean loose trash, food and all event items from the area of the event. The facility representative shall provide the sponsoring group with trash bags and trash receptacles. The facility reserves the right to assess fees for actual damage to the premises and/or additional custodial charges if the area is not properly cleaned.

Exceptions to Policy

Depending upon facility needs, nature of the event and/or past experiences with the type of event or sponsoring organization, additional stipulations to this policy may be required. The organization will be advised in a reasonable amount of time so that the organization or department may respond. If at any time the organization/department feels the requirements are too stringent or unfair, they may appeal this in writing to the Associate Director, Missouri Student Unions.

Late Night Policy

University policies require an MUPD presence for any social event hosted past 11pm and 100 people.  Confirmation of MUPD availability is a pre-requisite before confirming a late-night event in areas operated by the Missouri Student Unions (charges apply).  See details information above.

Decorating for a Dance

  • Suspending material from the ceiling or light fixtures is prohibited as are decorations, displays, or exhibits which require flame or water.
  • The use of tape, glue, thumbtacks or adhesive on the walls, ceilings, frames, columns, or staging for attaching any materials is not permitted unless by special permission from the Unions Administration. Pictures are not to be removed from the walls.
  • The Unions reserves the rights to charge for cleaning the area to return it to a condition adequate for continued use by other groups.

The Unions reserves the rights to charge for cleaning the area to return it to a condition adequate for continued use by other groups.