Whether you are planning an event, distributing information, or organizing programs and functions for your RSO, the following policies and procedures need to be taken into consideration during the initial planning stages and followed throughout the entire process.
ACTIVITIES ON CAMPUS
There are a variety of spaces available for RSOs to reserve for events, many of them able to be reserved for free for RSOs. Policies regarding use of individual facilities vary. Make sure to ask about restrictions, cost, available equipment, and room capacity when making reservations. Check department websites for other venue information and updates or changes to venue availability.
When hosting an activity, the sponsoring RSO, through its officers, is responsible for any cost to the university (e.g. clean up, special construction and set up costs, repair to university property, and extra security as deemed necessary by administrative personnel for the venue). The sponsoring RSO may be requested to pay estimated university costs in advance before approval of the event is granted.
For information on using campus event spaces, contact UMSL Event Operations at EventServices@umsl.edu or (314)-516-5518.
FOOD AND BEVERAGE AGREEMENTS
UMSL has an exclusive contract with Quest Food Management services for food services on campus and Heartland Coca-Cola for beverage services. In compliance with this contract, any activity occurring on campus involving food and/or beverages, costing more than $250 must be catered by Quest. This only applies to activities happening on UMSL’s campus; activities taking place off-campus may utilize third party vendors. However, you are still encouraged to consider Quest for your catering needs.
EXCEPTIONS TO USING QUEST
There may be some circumstances where a RSO may request to provide food from another source if Quest is unable to provide this service. The following reasons are the only exceptions to UMSL’s exclusive contract with Quest:
- Ethnic/Culturally based foods that are unable to be made by Quest
- Food/Beverages costing less than $250
To receive an exception to using Quest, your RSO MUST complete the Food Distribution Permit Application on Triton Connect.
ACTIVITIES INVOLVING ALCOHOL
The use or possession of any alcoholic beverage is strictly prohibited on all University property except where appropriate University approval is given, subject to legal requirements.
To request permission to serve alcoholic beverages at events that support the mission of the University, please inquire with the Division of Student Affairs.
RAFFLES & GAMBLING
In compliance with Missouri law, illegal or unlicensed gambling in any form is prohibited at UMSL. Gambling is defined as playing games of chance for money or prizes. Games of chance include raffles, poker or other card games for money. Any event that would have a “pay to play” scenario is subject to these rules and requires approval from Business Services.
If your RSO wishes to host this type of event, please contact the Office of Student Involvement for guidance.
SHOWING MOVIES
Student organizations may not hold public viewings of movies without first purchasing the rights through a third party. Neither the rental, the purchase, streaming, nor lending of a DVD carries with it the rights to exhibit such a movie publicly outside the home, unless the site where the video is used is properly licensed for copyright compliant exhibition. The third-party licensing companies we work with at the University of Missouri - St. Louis are Swank Motion Pictures, Inc. Proof of proper copyright licensing paperwork will be required when booking an event space on campus.
CO-SPONSORING EVENTS W/ CAMPUS DEPARTMENTS AND/OR NON-UNIVERSITY ORGANIZATIONS
Co-sponsorship is defined as sharing the planning and implementation of an event. Co-sponsorship not only provides a source to help share the expense of the event, but also provides more people to help with brainstorming and facilitation of the event.
RSOs that want to co-sponsor with departments and/or non-university organizations in order to gain financial support or simply help with planning and implementation may be permitted under the following guidelines:
- The event/meeting must be the effort of both the RSO and the non-university organization or campus department; meaning the event was planned, implemented and managed by the student organization or department and must truly be an initiative of both the student organization and department.
- Member(s) of the co-sponsoring groups must be present and will be considered the “University Host,” meaning they will be responsible for attending the entirety of the event to ensure that it is conducted in accordance with all university policies, including the specific requirements of the facility/venue in use.
In some cases, groups may be referred to Event Operations to determine whether co-sponsorship is permissible. This will be determined by considering the nature of the event, past experience with the hosting organization and similar events, as well as the type of attendees that the event will be hosting.
MISREPRESENTATION consists of eligible departments, student organizations or individuals reserving space on campus for another person or group. Hiding or concealing the identity of the true client due to monetary exemptions, non-eligibility for use of facilities, or the policies and mission of the university is not permitted. Professional or external organizations are not eligible for internal pricing rates.
- No sponsoring organization/department or client may serve as a front for another organization. Departments and organizations misrepresenting will be charged the maximum applicable rate/or subject to the loss of reservation privileges.
- Event Operations staff will make the determination considering the nature of the event, past experience with the hosting organization and similar events, as well as the type of attendees that the event will be hosting.
Any costs associated with the event/meeting must be paid by the RSO and/or department using the appropriate MO Code.