Contact reserve@mst.edu or 573-341-4399 for any queries, concerns or clarifications.

Scheduling Regulations and Guidelines

Facilities can be scheduled for activities enhancing educational and social opportunities for students, faculty, staff, and community groups (when available). University groups have scheduling priority. Usage must comply with the University of Missouri's Collected Rules and Regulations.

Our goal is to ensure a successful and enjoyable event experience for all patrons. We aim to accommodate all reasonable requests promptly, within the limits of our resources and equipment.

Information for ALL individuals and groups

• Reserve facilities or equipment at least two business days in advance with proper documentation (Student organizations and campus department event request via EMS). A usage fee may apply based on the facility, activity type, and sponsoring organization.
• Individuals and organizations are responsible for the proper care of facilities, furnishings, and equipment. Charges apply for damages or excessive cleaning.
• Direct solicitation of money is not allowed on University property.
• Pets, bicycles, skateboards, in-line skates, and scooters are not permitted indoors.
• Posters, flyers, and banners may only be posted in designated areas per Missouri S&T posting policies.
• All University facilities are tobacco and smoke-free.
• Shoes and shirts are required for using facilities or receiving services.
• Policies may be amended by Events and Hospitality Management. For questions, contact them at 216 Havener Center, 573.341.4399, or reserve@mst.edu.
• Non-university groups cannot reserve facilities in the name of a student group or university department to avoid usage fees. Reservations must be made in the name of the actual sponsor.
• Meeting rooms must be reserved at least 2 business days in advance. Event spaces and equipment must be reserved at least 15 business days in advance via EMS or Facility Usage Agreement. Failure to do so incurs a $50 administrative late fee and up to $200 setup fee.
• All groups must cancel reservations or request room setup changes at least two business days in advance. Failure to do so incurs a $50 administrative late fee in addition to full event charges.
  • Student organizations: Cancellations or setup changes less than 2 business days in advance incurs a $50 administrative late fee and up to $200 setup fee.
• Inclement Weather Policy:  Building room fees and equipment fees will not be charged for dates canceled by the University or Events and Hospitality Management due to inclement weather.  Fees for equipment rentals, additional labor, etc will still be invoiced if applicable.
• If an event is cancelled by the client due to inclement weather or similar conditions, Events and Hospitality Management must receive 2 business days notice or the full estimated amount will be invoiced.
• Reservations are accepted only for the space needed for an event. Block booking the entire facility is not allowed. For large events or multiple space requests, a meeting with Events and Hospitality Management may be recommended.
• Only the individual responsible for the reservation can make changes or cancellations. Notify Events and Hospitality Management immediately if a reservation needs to be canceled. Failure to cancel at least two business days prior will result in a $50 fee and all labor charges/setup fees associated with the event.
• Events and Hospitality Management may reassign space to maximize facility use. Groups may be moved to different rooms if suitable for the group size and activity.
• Certain events may require security, responsibility definitions, or media relations to ensure safety and uphold assembly and free speech rights. Costs for these services will be charged to the user.
• Reservations will not be accepted for events conflicting with University-contracted services like S&T Store and S&T Dining Services. Contact Events and Hospitality Management for details.
• Activities for student organizations classified as Governing and Programming, Intercultural, Religious, Social/Special Interest, and Service Organizations will be scheduled in the Havener Center when possible. If unavailable, space may be assigned in classroom facilities.

Catering

Catering refers to any food and/or beverage prepared and delivered for an event.

Catering Exclusivity Policy

• S&T Dining Services must provide all food and beverage services in the Havener Center and Innovation Lab. Requests must be made directly with S&T Dining Services at 573.341.7019.
• No external food deliveries (e.g., pizza, bagels) are allowed in the Havener Center or Innovation Lab.
• Food and beverages are prohibited in the Silver and Gold Room.
• Under no circumstances is external food allowed for a meeting or event.

Student Organization Meetings & Events

• Recognized Student Organizations (RSOs) may bring in pre-purchased or prepared food items valued up to $150.
• Food cannot require temperature control (e.g., deli meats, salads, hot dishes).  
• Approved items include home-baked snacks, packaged snacks, and beverages.

Student Fundraising Involving Food Items

• Events involving food or beverage sales in the Havener Center, Innovation Lab, or the plaza must be approved by Student Involvement and S&T Dining Services.
• Dining Services may require additional training.
• Donations must be confirmed with a letter on original vendor letterhead and submitted to Student Involvement and S&T Dining Services.

Alcohol

Alcohol consumption is permitted on University property with proper authorization and must be furnished by S&T Dining Services.

Alcoholic Beverage Permit applications are available from Events and Hospitality Management, 216 Havener Center, 573.341.4399.

University facilities are not licensed for Sunday sales.

Alcohol must remain in the reserved space. Violations of the City of Rolla's open container ordinances will apply.

Alcohol service will cease one hour before facility closing.

Usage Agreements

Non-Missouri S&T users must complete a usage agreement to host events on the Missouri S&T campus. Proof of liability insurance may be required. Contact Events and Hospitality Management at reserve@mst.edu or 573.341.4399.

• Usage agreements are sent upon space confirmation and must be returned by the specified deadline to finalize reservations.
• All food and beverages must be obtained through S&T Dining Services (573.341.7019).
• Events serving alcohol must submit an Alcoholic Beverage Request Form at least 14 business days prior. Proof of $1,000,000 liability insurance naming The Curators of the University of Missouri as an additional insured is required for alcohol sales/distribution.

Equipment

• Audio-visual equipment is included in room fees. Some equipment may require an additional fee. Only Events and Hospitality Management staff may operate sound and lighting equipment.
• Equipment cannot be removed from the premises. On-campus rental fees apply. Violations may result in denial of future requests.
• Special equipment (e.g., stage, riser, lighting, dance floor) requires additional fees.
• Unreturned equipment (e.g., power strips, HDMI cords) will incur a replacement fee.

Table Space Rental for Non-Students or Non-University Groups

• University facilities are primarily for student, faculty, and staff use, but non-affiliated groups may use designated facilities when available, following University rules.
• Indoor/outdoor spaces are available for informational displays or selling goods/services. One six-foot table and two chairs are provided; more can be rented.
• Informational table rentals are for distributing information without solicitation. Commercial rentals are for profit-making activities or collecting solicitation information. Contact Events and Hospitality Management for pricing.
• Credit card solicitation and other financial services are prohibited on campus.
• Reservation requests must be submitted two business days prior to the event, along with a rental fee.

·       Firearms and Weapons

·       The possession of and discharge of firearms, weapons, or explosives on University property is prohibited except in regularly approved programs or by University agents or employees in the line of duty.

 

Freedom of Assembly & Controversial Events

 

·       All classes, meetings or assemblages, and use by individuals of any sort held in University buildings or on University grounds are subject to applicable U.S. and Missouri laws and University requirements, rules, and regulations. In addition, it is expected that proper care will be taken of the facility and that simple rules of courtesy, decency, and good manners will be observed at all times.

·       Failure to abide by these requirements may cause the permission for the use of the facility to be withdrawn at any time, or for future permission for the use of any University facilities to be denied.

·       The University reserves the right to set reasonable time, place, and manner restrictions on all meetings, gatherings or get-togethers to assure the most beneficial use of buildings and grounds of the University are made and there is no interference with the right of students to obtain an education.

·       The use of University facilities should not imply an endorsement of any individual, group, or organization; and the name of the University shall not be identified in any way with the aims, policies, programs, products, or opinions of any individual, groups or organizations which may meet in University buildings or on University grounds.

·       Events and Hospitality Management may determine certain events require security, definitions of responsibility, or media relations in order to preserve the safety and security of patrons as well as the rights to assembly and free speech. All costs associated with security and other services will be charged to the user. Decisions concerning these services are the responsibility of Events and Hospitality Management and are final.

 

Usage Fees

The University of Missouri Collected Rules and Regulations authorize facility use fees. Fee determination considers factors such as:

• Type of group (university or non-university)
• Commercial, not-for-profit, or individual use
• Income generated by the event (including admission charges and money collected during the event)
• Admission charges (advanced ticket sales and sales at the door)

Contact Events and Hospitality Management for pricing.

Additional Charges

• Special equipment (e.g., stage, riser, lighting) incurs rental fees.
• Extra labor charges apply for excessive cleaning or events outside normal hours, with a minimum $50 fee.
• Late fees and setup fees apply for late requests or use of space without a confirmed reservation.
• Charges apply for damages to equipment or facilities. Follow decoration guidelines.
• Sales tax applies unless a Missouri tax exemption certificate is provided.
• A 3% convenience fee is added to credit card payments; cash or check payments avoid this fee.

Decorations

The use of decorations must be approved in advance. Decorating plans should be submitted to Events and Hospitality Management approximately four weeks prior to event. Please see the decoration guidelines below. Additional fees, not less than $50, will be assessed on all items that require special removal and/or cleanup by Events and Hospitality Management. A meeting with Events and Hospitality Management is recommended for events with extensive decorations.

• Only mounting putty and existing eyelets may be used for attaching decorations to walls.
• Other items such as nails, thumbtacks, duct tape, masking tape, clear tape, and command strips are strictly prohibited.
• The use of open-flame candles, confetti, and glitter are strictly prohibited.
• Only live trees or plants in pots and flower arrangements in vases are permitted.
• Straw and other materials that drop waste material must sit on a drop cloth or other floor covering.
• Decorations may not be hung from ceiling grids, light fixtures, light bars, or heating and air conditioning vents.
• Balloons must be secured. Balloons are not permitted to be freely floating.

No live animals except service animals allowed in building.

Liability

Missouri S&T is not liable for damage or loss of materials, equipment, or personal property left in on-campus facilities. Non-university users must complete a facility usage agreement and may need to provide proof of liability insurance.

To ensure the safety of building occupants, the following must be observed:

• The space reserved for each event is not to be used more than safe seating capacity.
• All aisles leading to exit doors must remain clear and unobstructed.
• Exit doors may not be fastened or obstructed to prevent doors from being opened from inside the room.
• Do not use the elevator in the event of fire. Please use the stairwells.