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Office of Conferences/Events/Fleet
The Physical Plant Office of Conferences/Events/Fleet (CEF) assist University groups and organizations in planning and scheduling events such as meetings, exhibits, performances, conferences, training, recreational events and guides users in contacting other campus services (Residential Life, Aramark, Technology Services and University Police) as necessary for the meetings/events to be held at Missouri Western State University.
Scheduling
Activities are vital to the educational process. We encourage students, faculty, and staff groups to use the University facilities and grounds when their endeavors are part of their University work. insuring the availability of space for the numerous events which take place on our campus every day, requires the coordination of a number of supporting services and careful scheduling to avoid conflicts.
Camps, Conferences, and Events, (816) 271-4159 coordinates the scheduling and setup of activities and events held on the Missouri Western State University campus.
The following information will aid University groups and organizations in planning and scheduling events. By using a uniform approach, we hope to make the process of scheduling events consistent across campus. All University departments, offices, groups, and student organizations requesting to reserve campus facilities are expected to follow these guidelines.
Rooms
Event/Conference reservations are scheduled or approved through the CEF. Auxiliary rooms are spaces other than classrooms, labs and Athletic Facilities where an activity, meeting, conference, or social gathering may be held. These locations include Fulkerson Center, Spratt 214/216, Spratt 101 (Kemper Recital Hall), Blum 218/219, Blum 220, Blum 222/223, PDR, Remington Atrium; 1st Floor, 2nd Floor and 3rd Floor, Potter Hall Gallery and Parking Lots. Some events may use classrooms or labs to meet in when class is not in session.
Reservations
CEF maintains the master calendar using 25 Live. Members of the University community may request an Auxiliary Room, classroom, lab or other campus gathering space by scheduling the event on 25 Live. Events that require set ups or equipment should complete a Mojo request no later than (14) working days prior to the event. Indicate the set up you have selected from the Set Ups Available section of this procedure, the number of attendees and the date and time of your event in the description of your work order. If a Mojo work order is not received the room will be used as is. Most requests are approved by the next business day. You should go into 25 Live to make sure your event has been added to the calendar.
All event set ups must be scheduled during regular business hours; 7:00am – 3:30pm, Monday-Friday.
Reservations will generally be taken on a first-come first-served basis. The CEF may change a location to accommodate the request. The CEF reserves the right to regulate, modify, relocate, reschedule or cancel events based on the best interest of the University after notification to the reserving group.
Students requesting rooms will need to use the Event Form on 25 Live. Faculty/Staff Advisors will serve as the Event Sponsors. A Mojo work order should be submitted with all set up information including the date and time of event 14 days prior to the event. Indicate the set up you have selected from the Set Ups Available section of this procedure, the number of attendees and the date and time of your event in the description of your work order. If a Mojo work order is not received the room will be used as is. Most requests are approved by the next business day. You may check your reservation on 25Live to confirm your event has been approved. The reservation will appear on the calendar once it has been approved.
Nonaffiliated groups will schedule the use of all University facilities through the CEF (816) 271-5816.
Using 25 Live
Open 25 Live Dashboard Dashboard
Select Create an Event tab
Fill in the Event Name and Event Title (can be the same)
Select the Event Type from the dropdown.
Select your Organization or add your Organization.
Enter the Expected Head Count.
Describe the Event.
Enter the date and time of the Event.
Select any additional dates that repeat the same rooms and times.
Search for location by building and room number.
Click on the Reserve Button
In the Room box, select the Layout in the dropdown.
Add any additional comments.
Click the Save Button.
Other Rental Areas
Classroom Scheduling, (816) 271-4210 schedules classrooms and labs for University offered classes. Classroom Scheduling has priority over all University facilities for classroom use. Events scheduled in a space needed for a class will be moved or rescheduled based on the best interest of the University. The Event Sponsor will be notified and every effort will be made to accommodate the event.
Associate Director of Athletics Office, (816) 271-4556 schedules the Looney Arena, Griffon Indoor Sports Arena (GISC), Spratt Stadium, the Hall of Fame Room and Spring Sports Complex.
Director of Recreation Services Office, (816) 271-5946 schedules the Looney Old Gym, Trap Range, Thomas Eagleton Indoor Pool, the East Balcony, the West balcony, the Looney Conference Room 133 and any rooms at Baker Fitness Center.
Director of Housing and Residential Life, (816) 383-7100 schedules dorm rooms for students during the regular school year, summer housing, camps, special events and community interns.
Event Sponsors
The Event Sponsor is the primary planner and contact for the event and accepts full responsibility for all stages of planning and execution of the event. The Event Sponsor is responsible for ensuring a member of their group is present at all times during the event. The Event Sponsor must have approval to use a designated University budget account to take fiscal responsibility for event costs. All damaged and/or missing equipment are the responsibility of the Event Sponsor.
Student groups must have their faculty/staff advisor serve as the Event Sponsor. The Event Sponsor must be present at all times for each event scheduled. Facilities used by student groups must be returned to their original condition immediately following the event.
Events
CEF charges those who are requesting events setups held on campus for profit or other non-university events, Tier 2. CEF will use standard fees based on the scope of the services provided. Any event held on campus will be charged as detailed below. All Tier 2 external events must provide a deposit and advance payment for services. (see Payment of Services)
CEF no longer provides table accessories, decorations, marketing materials, lodging arrangements, entertainment booking or transportation services.
Event reservation requests are handled on a “first come, first served” basis provided major University events may be given priority. All events need to be scheduled at least 14 business days in advance. Larger events should be scheduled 30 days in advance. Please schedule your event as early as possible.
Reservations are generally not confirmed more than 6 months in advance nor are multiple reservations guaranteed “first come, first served” priority for any one organization or individual.
Departments or organizations are financially responsible for replacing/repair costs for any items that may be damaged or lost during the event regardless of the Tier class.
Any outdoor events that require driving stakes in the ground requires a 10-business day lead time to allow time to have the utilities located before the event can be set.
University Police are responsible for unlocking facilities for events. The Event Sponsor must be present at the facility for the facility to be unlocked and must remain in or at the facility until it is locked. University Police may have to be called, (816) 271-4438, to get the facility locked or unlocked.
All dances require the service of University Police. It is the responsibility of the sponsoring organization/department to contact University Police (816) 271-4438 and make the necessary arrangements at least 14 days prior to the date of the event. There is a 4 hour minimum per officer.
Some events may be required to provide public safety. The determination is at the discretion of the CFE and the Student Development Director in the Center for Student Involvement.
University Police are available to provide public safety services for external parties and events. Contact University Police (816) 271-4438 and make the necessary arrangements at least 14 days prior to the date of the event. There is a 4 hour minimum per officer.
All safety and fire code guidelines must be observed at all times.
Offensive displays/music that degrades the quality of life and/or contain foul language shall not be aired in an open, unconfined area (i.e. outdoors, hallways, lobbies, etc.).
Technology Services
Most auxiliary rooms will now have a podium, podium microphone and laptop as standard setup in the room. The podium microphone and laptops will always be in the room and ready to use. Any additional equipment required will need to be ordered through Technology Services at (816) 271-4395 or at this form. Meeting rooms setup like this are Blum 218, 219, 222, 223, PDR, Spratt 101, 214, 216 and Spratt Stadium Hall of Fame. Events needing technicians require scheduling a minimum of five working days prior to the event and are limited on staffing levels. Event planners that are unsure of the technology or options can schedule a technology consultation with Technology Services at (816) 271-4395 or 4396.
Rooms setup for zoom meetings are Blum PDR, Blum 223, Hearnes 211, Popplewell 122
Catering Guidelines
Missouri Western State University partners with the Aramark Corporation as the exclusive, contracted food service provider for all food and beverage, catering, sales and service. Events requiring food or drinks need to contact Aramark Catering Services, (816) 271-4435 or (816) 271-4426 for your catering needs. Advanced catering requests are highly encouraged.
External parties must provide a 50% deposit and/or advance payment for facility rental equipment and catering fees to the CEF in order to secure their confirmed reservation. Final Payment must be received in the CEF prior to the event.
Guest headcount is considered final as of 10:00 a.m., three (3) business days prior to the event and is not subject to reduction after this time.
Alcohol Use Approval
An Alcohol Use Application must be electronically submitted (link on first page) no later than thirty (30) days prior to an event where alcohol is requested to be served. CEF will forward the Alcohol Use Application to the Approval Committee. The Approval Committee has (10) days to review the application and submit a recommendation to the President to approve or deny the request. The President will consider the recommendation of the Committee and approve or deny the application. The President’s decision is final and is not appealable.
Buildings licensed for alcohol use are Fulkerson Center, Spratt 214/216, the hallway between Fulkerson and Spratt 214/216, Spratt Atrium, Spratt Stadium Hall of Fame Room and Spratt Stadium Club.
An Alcohol Use Permit Fee of $300 per day fee will be charged for each location not listed above where alcohol use is approved. Bartender fees will be charged for all alcohol served. Bartender fees are $15 per hour for each bartender, with a minimum of 3 hours per event. Donated bars will be charged a minimum of 1 bartender for a minimum of 3 hours. Rates are subject to change without notice. Contact Aramark for current rates.
No alcohol may be served after 10:00pm and shall not be served for more than three hours during a single event. The Approval Committee and President have the right to place additional time restrictions on the service of alcohol as deemed necessary. Please refer to the Alcohol Policy for more detailed information.
Payment for Services
External parties must provide a 50% deposit and/or advance payment for facility rental, equipment and catering fees to the CEF in order to secure their confirmed reservation. Final payment must be received prior to the event.
Payments can be made by check or online using a credit card at: https://www.missouriwestern.edu/accounting/invoice-payment/. A 3% credit card fee will be added for online payments.
CEF strives to provide one bill for all services rendered; however, event-related services not included in the initial billing will be invoiced or assessed by the service provider and will be paid separately by the reserving party. i.e. additional catering costs, equipment or room additions.
Event Insurance Requirements
Missouri Western State University requires general liability insurance coverage (bodily injury, property damage) in the amount of $1,000,000.00 per occurrence from an “A” rated insurance company. This is to be provided fourteen (14) days prior to the event, cover the entire term of the facility reservation, and have the University listed as additional insured.
Vendors and/or suppliers must also provide a certificate of insurance with the University named as additional insured prior to the event from an “A” rated insurance company.
Other types and amounts of insurance may be required depending on the services that are being provided and the obligations of the parties under the contract. Review by the Risk Management Officer may be required at the discretion of the CEF.
Cancellation and Refunds
Due to our planning costs and the commitments we make to third party vendors we are not able to refund fees when cancellations are submitted less than 3 days before an event. If there is an emergency or other extenuating circumstances please include that in your email cancellation and send before the date of the event.
We will typically need to charge any portion of the event costs not refunded to us by third party vendors.
We are unable to offer refunds to those who register for events, do not attend, and notify our staff at or after the event.
Event Classification Tiers
Tier 1 – Events for the sole benefit of MWSU students, faculty, and/or staff. These events may or may not be open to the public or non-university guests. The event is free to attend. The event will benefit the academic development of MWSU students, faculty and staff. This event does not access any fees other than custodial services.
Tier 2 – Events open primarily to non-university guests or for a private company, non-profit organization or an individual, may also include MWSU students, faculty, and staff. The event may be free or charge a fee for attendance. The program may be overseen and planned by a faculty or staff member or by an external entity. The event will significantly enhance MWSU and the surrounding community. The event is approved and booked with CEF. This event is subject to room rental fees, equipment, custodial services and supplies.
Room Fees
| Location | Tier 1 | Tier 2 | Custodial Fee |
|---|---|---|---|
| Looney Arena | No Charge | $1,000 | $250 |
| Looney Old Gym | No Charge | $400 | $250 |
| Remington Atrium per floor | No Charge | $150 | |
| Blum 218 | No Charge | $400 | |
| Blum 219 | No Charge | $400 | |
| Blum 222 | No Charge | $250 | |
| Blum 223 | No Charge | $250 | |
| Blum PDR | No Charge | $150 | |
| Fulkerson – For Profit | No Charge | $1,350 | |
| Fulkerson – Non-Profit | $675 | ||
| Kemper Room | No Charge | $675 | |
| Mead Room | No Charge | $337.50 | |
| Rochambeau Room | No Charge | $337.50 | |
| Spratt 214 | No Charge | $350 | |
| Spratt 216 | No Charge | $350 | |
| Kemper Recital Hall (Spratt 101) | No Charge | $350 | |
| Computer Labs | No Charge | $250 | |
| Class Rooms | No Charge | $150 | |
| Potter Hall Gallery | No Charge | $150 |
Fulkerson Center is reserved for major events and will not be scheduled for use if another space that will accommodate the event size is available.
Set Ups Available
| Building | Capacity | Setups Available by Area | Other Information |
|---|---|---|---|
| Looney Arena | Up to 3000 | Athletic Events Score tables with chairs and bleachers pulled out. Lecture up to 500 chairs on the gym floor; requires the gym floor to be covered with mats. Large Stage up to 16’x32′ Extra Large State 18’x40′ (Graduation only) Bleachers all or part may be pulled out for use. Setup #1 200 – folding chairs placed around the Arena court. Setup #2 100 – 6′ tables and requires the floor to be covered with mats. |
Athletics Events setup is used mainly used for sporting events. Lecture setup is used for Convocation and Graduation. Setup #1: This setup is generally used for the Golden Age Games. Setup #2: This setup is generally used for the Spring Industrial Technology Event. |
| Looney Old Gym | All or part of the bleachers pulled out for use Banquet 30 round tables with 250 Chairs | Bleachers are mainly used for Free Time Recreation, Volleyball and Basketball practices. Banquet setup is mainly used for Golden Age Games. | |
| Remington Atrium per floor | 1st Floor has 14 tables w/55 chairs An additional 10 round tables w/8 chairs each may be added Lecture 100 chairs 1 Podium No stage allowed 2nd Floor has 3 – 5′ tables w/4 chairs each No additional tables or chairs may be added 3rd Floor has 10 – 5′ tables w/4 chairs each No additional tables or chairs may be added |
Generally used for meetings, exhibits, receptions, conferences and training. | |
| Blum 218 & 219 | 200 | Banquet 25 round tables w/8 chairs each Classroom 34 tables w/3 chairs each Exhibit 34 tables w/2 chairs each table Lecture 100 chairs each room Square 14 tables w/42 chairs each room 1 Podium A small stage up to 8’X18′ can be used in this space |
Generally used for meetings, exhibits, receptions, conferences and training. |
| Blum 220 | 200 | Boardroom up to 24 chairs Square up to 40 chairs U Shape up to 30 chairs 1 Podium No stage allowed 30 extra chairs available for audience |
This space is mainly used for the Board of Governors meeting, SGA Meeting and Faculty Senate. |
| Blum 222 & 223 | Banquet 15 6′ round tables w/8 chairs each Classroom 24 6′ tables w/3 chairs each Lecture 120 chairs, up to 50 chairs in 222, up to 70 chairs in 223 1 Podium No stage allowed |
Generally used for meetings, exhibits, receptions, conferences and training. | |
| Blum PDR | 25 | Boardroom style setup only – Up to 25 chairs | Generally reserved for meetings and luncheons. |
| Fulkerson | 420 | Banquet 50 round tables w/8 chairs each Classroom 60 – 5′ tables w/2 chairs each Exhibit up to 80 – 5′ tables w/2 chairs each Lecture 500 chairs 1 Podium Small Stage 8’x18′ Medium State 12’x24′ Large Stage 16’x32′ |
Generally used for meetings, exhibits, receptions, conferences and training. |
| Kemper Room | 250 | Banquet 25 – 6′ round tables w/8 chairs each room Classroom 60 – 5′ tables w/2 chairs each room Lecture 200 chairs each room 1 Podium |
Generally used for meetings, exhibits, receptions, conferences and training. |
| Mead Room & Rochambeau Room | 125 each room | Banquet 12 – 6′ round tables w/8 chairs each room Classroom 30 – 5′ tables w/2 chairs each room Lecture 100 chairs each room 1 Podium |
Generally used for meetings, exhibits, receptions, conferences and training. |
| Spratt 214 & 216 | 78 75 |
Banquet 20 – 6′ round tables w/8 chairs each Classroom 35 – 6′ tables w/ 3 chairs each Exhibit 18 – 6′ tables w/2 chairs each Lecture 180 chairs Square Up to 14 tables w/42 chairs 1 Podium per room A small stage up to 8’X18′ can be used in this space |
Generally used for meetings, exhibits, receptions, conferences and training. |
| Kemper Recital Hall (Spratt 101) | 232 | Theatre 232 stationary seats 3 – 6′ tables available for on stage use Up to 20 chairs for overflow |
Generally used for meetings, conferences and training. |
Equipment Rental Fees Tier 2
| Rental Items | Rental Price |
|---|---|
| Pipe and Drape/Setup, take down (limited inventory) | $40.00 |
| Stage Rental/setup, take down (various sizes include skirt) | $25.00 (per panel) |
| Steps and Ramps w/rail | $35.00 (each) |
| Rope Standards (various styles) | $3.00 (each) |
| Easels (black or chrome) | $2.00 (each) |
| Trash Barrels (50 gal.) Metal and Plastic | $2.50 each |
| Traffic Cones – 28″ & 48″ | $2.50 each |
| Crowd Control Panels 44″X102″ | $10.00 each |
| Tent 20’x20′ | $100.00 |
| Tent 20’x40′ | $150.00 |
| Tent 12’x12′ | $65.00 |
| Tent Sides for 20’x20′ & 20’x40′ | $10.00 each |
| Looney Gym Floor Mat (required for floor set up) | $100.00 |
Pipe and Drape
MWSU owns a limited amount of black and gold drape. To the extent that inventory is available, pipe and drape can be requested for use by submitting a Mojo Work Order request. Rental fees apply for Tier 2 events. Pipe and drape requests should be requested on a separate work order. Do not include pipe and drape with other setup work orders.
Supply and Miscellaneous Charges Tier 2
| Supplies and Miscellaneous Charges (per 100 people) | Price |
|---|---|
| Large can liners | $3.00 (per 100 people) |
| Toilet Paper | $14.00 (per 100 people) |
| Paper towels | $4.00 (per 100 people) |
| Soap cartridge | $20.00 (per 100 people) |
Waiving Fees
Missouri Western State University recognizes the value of partnering with external organizations and agencies for events that align with the goals and missions of our institution. Tier 2 discounts may be considered under special circumstances. Requests for discounted setup fees should be submitted by emailing jfoster25@missouriwestern.edu and shall be approved by the Director of the Physical Plant. Submission of an email does not ensure approval of the reduction of rental fees or other associated charges. A notification email will be sent to the requestor once the decision has been determined.