Events Resources

This page will offer you all the resources, guidelines and information for you to help you plan you RSO events!

• General FAQs
  • Where do I submit my RSO's Event Request?
    • You will:
      1. Log into Involve@State
      2. Click the circle icon for your RSO on the left menu
      3. Select "Events"
      4. Select blue "+Create Event" in the upper right corner

  
  

  • What date range are we allowed to select for our meetings?
    • You may only select event dates that fall during the current semester.  For this purpose, the last date of event of the current semester is the Friday prior to finals.  

  
  

  • Can we request recurring events for our weekly meetings? 
    • If you would like a recurring event (weekly meetings), add each date and time to your form. 
       
  • Can we select a specific room for our meetings? 
    • Be sure to include a room number if you would like a specific room. 
       
  • I did not get the room I requested. Why did this happen? 
    • We will typically attempt to get the room you are asking for. If that is not available, we will try something in the same building, and if that is not available, we will try for something comparable before denying a request. 
      
      
  • I must make a change to the event I submitted. Can I do this? 
    • Please do your best not to alter a pending or existing request. Doing so will "start over" the process on your request. 

  
  

  • How long will it take for my event to be approved? 
    • Please allow 5 business days minimum to process basic events (meetings, information tables, etc.) and 10-20 business days minimum for more detailed events (groups having food, outdoor events, weekend events, 5Ks, events with amplified sound, large-scale events, etc.).
• Event Tools
  • Event Planning Tool - Use this to help you plan and think through your event!

  • Event Request Form Worksheet - Use this to help you anticipate and prepare your responses for your event request form on Involve@State!

  • On-Campus Events Section of the RSO Handbook

   

Food Information

• On Campus Options

  Any RSO may utilize on campus food vendors. They are:

  • Kellogg Catering (Official MSU Caterer)
  • Panera Bread (Minskoff Pavilion)
  • Panda Express (International Center Food Court)
  • FujiSan (International Center Food Court)
  • Subway (International Center Food Court)
  • Woody's Oasis (International Center Food Court)
• No Food License Required

  If the event serves only bakery items like donuts, bagels or cookies; whole uncut fruit such as apples or bananas; beverages such as cider, coffee, hot chocolate or water, no food license will be required. Groups are encouraged to handle food in a safe and sanitary manner. Suggested protection includes the use of clean coolers/beverage containers, and providing tongs, deli tissue or gloves to dispense food items. Individually wrapped foods are recommended.

• Specialized Caterers

  For RSOs who wish to bring a specialized caterer to campus, you and the caterer must abide by policies and procedures for not only sanitation but also licensing. 

   

  To check if a caterer is approved to come to campus or to bring in a new specialized caterer, please contact the RSO Team at involve@msu.edu for next steps. 

  For contexual information on Food Service at MSU Campus Events please visit: https://sanitarian.msu.edu/vendors 

Venue Information

• Academic Classrooms

  Summary: These are ideal for small to large events as well as regular/periodic meetings/events.

  Rental Fee: There is no space rental fee for these spaces Monday-Thursday, 3 p.m. - 10 p.m. Any time outside of this will incur rental fees for being considered "after hours".

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed.

  Reserving:

  • To check for AVAILABILITY please feel free to check out 25Live (https://roomscheduling.msu.edu/).
    
    • To get into the system select "25Live Pro".
    • Please remember DO NOT make your request through the 25Live site.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
  • If you are hosting your event in the After Hours timeframe, have food, or anything within Additional Fees, you will be instructed to complete an IPF Form after you've submitted your Event Request in Involve@State.
• Agriculture Hall Atrium

  Summary: This space is ideal for small to medium sized events.

  Rental Fee: There is no space rental fee for these spaces. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed

  Reserving: 

  • To check for AVAILABILITY contact Richard Chester (cheste18@msu.edu). 
  • To RESERVE the space you will be required to submit an Event Request in Involve@State
  • If you are hosting your event in the After Hours timeframe, have food, or anything within Additional Fees, you will be instructed to complete an IPF Form after you've submitted your Event Request in Involve@State.

  Special Notes:

  • The atrium is generally available during hours that Ag Hall is open to the public.
  • The atrium may be available during the weekend under special circumstances.
  • It is the requirement of the group using the atrium to return its original state following the conclusion of their event.
• Broad Art Museum
  • Summary:The MSU Broad Art Museum creates a natural gathering place for student initiatives.
  • Rental Fee:These are on the higher end of the rental fee spectrum.
  • Additional Fees: You will incur additional fees for facilitated group activities, gallery time, museum early closure, live performance fee, additional A/V or equipment, etc. 
  • Food:You may have food in these spaces. A list of established vendors is available from the Public Engagement Coordinator. 
  • Reserving:
    • To check for AVAILABILITYcontact Clarice Sheedlo, sheedloc@msu.edu or eebam@msu.edu.
    • For price, capacity and other details: Facility Usage Guide.
      
    • To RESERVEthe space you will be required to submit an Event Request in Involve@State and confirm reservation of the space.
• Breslin Events Center

  Summary: These spaces are ideal for medium to large events.

  Rental Fee: These are on the higher end of the rental fee spectrum.

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have food in these spaces. You are required to utilize Kellogg Catering. 

  Reserving:

  • To check for AVAILABILITY contact conferences@rhs.msu.edu.
  • For price, capacity and other details: RSO Rental Prices.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• Broad College of Business-Edward J. Minskoff Pavilion

  Summary: Secchia Lawn, M019-Multipurpose Room, M025-Entrepreneurship Lab and the Pavilion Courtyard must be reserved in a 2-step process. Only Broad College RSOs are able to book these four (4) locations.

  Rental Fee: Please contact Facilities Manager, Neil Brecheisen at brechei6@broad.msu.edu for Broad RSO event reservation fees.

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed

  Reserving:

  • To check for AVAILABILITY AND STEP 1 OF BOOKING, please contact Neil Brecheisen, brechei6@broad.msu.edu. At this time, confirm who will complete the IPF Form which will be requested as mentioned below.
  • To COMPLETE YOUR RESERVATION, please submit your Event Request in Involve@State and you must attach the confirmation validation from the Broad Team/Neil Brecheisen.
  • If you are hosting your event in the After Hours timeframe, have food, or anything within Additional Fees, you will be instructed to complete an IPF Form after you've submitted your Event Request in Involve@State.

  Special Note: All other classrooms in the Broad College Complex (BCC) and Minskoff Pavilion, can be reserved by ANY RSO via Involve@State, via the Academic Classrooms process.

• Dem Hall Ballroom

  Summary: This space is ideal for large events. The Demonstration Hall Ballroom (DHB) is an open 7,000 foot, 450 person capacity room with a multipurpose synthetic floor and overhead lighting. The DHB is available for rentals M-F, 10pm-12am, and weekends from 8am-2am.

  Rental Fee: This is on the lower end of the rental fee spectrum for student groups

  Additional Fees: You will incur additional fees for any tables, chairs, HVAC, custodial, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed.

  Reserving:

  • To check for AVAILABILITY contact Chuck Roberts at rober321@msu.edu.
  • For more information: https://www.music.msu.edu/information-for-faculty/venue-calendar  
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
  • If you are hosting your event in the After Hours timeframe, have food, or anything within Additional Fees, you will be instructed to complete an IPF Form after you've submitted your Event Request in Involve@State.
• Dr. James K. Billman, Jr. Music Building
  Not available for general RSO use.
• IM West, IM East, IM Circle

  Summary: These spaces are ideal for health and wellness and large events.  There are classrooms, gyms, artificial turf and indoor pool.  Buildings are not available for rentals M-Th.  Limited availability F-Sun.  Each rental request is personalized by group and event type, please contact the Facility Manager: 

  • IM West:      Joel Eddy, eddy@msu.edu, 517-432-1479
  • IM East:       Patty Oehmke, oehmkep@msu.edu, 517-432-1477
  • IM Circle:     Angela Michael, alm@msu.edu, 517-432-2661

   

  Rental Fee: This is on the lower end of the rental fee spectrum for student groups

  Additional Fees: You will incur additional fees for any tables, chairs, custodial, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed.

  Reserving:

  • To check for AVAILABILITY contact appropriate facility manager. (Please see individuals above)
  • For price, capacity and other details: RSO Rental Rate 
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• International Center Spartan Rooms

  Summary: Spartan Rooms are located within the International Food Court and are good for small to medium size meetings and events.

  Rental Fee: 

  • During Business hours (9 a.m. - 5 p.m. EST, M-F), rental is $50.00 per hour per room.
  • Outside of business hours, rental is $75.00 per hour per room.
  • Labor is $15.00 per person per hour (minimum of 2 staff), including an additional hour after the event for clean up.

  Additional Fees: You will incur additional fees for any labor, tables, chairs, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed.

  Reserving:

  • To check for AVAILABILITY AND STEP 1 OF BOOKING, please contact Geoff Parkerson, parke219@msu.edu. 
  • To COMPLETE YOUR RESERVATION, please submit your Event Request in Involve@State.
• Jenison Field House
  Not available for general RSO use.
• Kellogg Center

  Summary: These spaces are ideal for medium to large events.

  Rental Fee: These are on the higher end of the rental fee spectrum, starting at $175. 

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have food in these spaces. You are required to utilize Kellogg Catering. 

  Reserving:
  

  • To check for AVAILABILITY contact conferences@rhs.msu.edu.
  • For price, capacity and other details: RSO Rental Prices.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• KIVA: Erickson

  Summary: This space is ideal for medium to large events with a capacity of 300.

  Rental Fee: There is no space rental fee for these spaces Monday-Thursday, 3 p.m. - 10 p.m. Any time outside of this will incur rental fees for being considered "after hours".

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. 

  Reserving:

  • To check for AVAILABILITY:
    • For Monday-Friday 3 p.m. - 5 p.m. - Please feel free to check out 25Live (https://roomscheduling.msu.edu/).
      
      • To get into the system select "25Live Pro".
      • DO NOT make your request through the 25Live site.
    • For Monday-Friday 5 p.m. - 10 p.m. and Weekends - Please contact Tracy Abbott at abbottt@msu.edu.
    • If your event overlaps the above two time frames, (e.g. 4 p.m. - 7 p.m.) you must check both 25Live and Tracy Abbott for availability.
    • This space is a high demand space for entities across campus and cannot be held. 
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• KIVA: McDonel

  Summary: This space is ideal for medium to large events with a capacity of 225.

  Rental Fee: There is no space rental fee for these spaces. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. 

  Reserving: 

  • To check for AVAILABILITY:
    • Monday-Friday 3 p.m. - 6 p.m. - Please feel free to check out 25Live (https://roomscheduling.msu.edu/).
      
      • To get into the system select "25Live Pro".
      • DO NOT make your request through the 25Live site.
    • Monday-Friday 6 p.m. - 10 p.m. and Weekends - Please contact Geoff Parkerson at parke219@msu.edu.
    • If your event overlaps the above two time frames, (e.g. 4 p.m. - 7 p.m.) you must check both 25Love and Geoff Parkerson for availability.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• KIVA: Wonders

  Summary: This space is ideal for medium to large events with a capacity of 225.

  Rental Fee: There is no space rental fee for these spaces. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. 

  Reserving: 

  • To check for AVAILABILITY:
    • Monday-Friday 3 p.m. - 6 p.m. - Please feel free to check out 25Live (https://roomscheduling.msu.edu/).
      
      • To get into the system select "25Live Pro".
      • DO NOT make your request through the 25Live site.
    • Monday-Friday 6 p.m. - 10 p.m. and Weekends - Please contact Geoff Parkerson at parke219@msu.edu.
    • If your event overlaps the above two time frames, (e.g. 4 p.m. - 7 p.m.) you must check both 25Love and Geoff Parkerson for availability.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• MSU Alumni Memorial Chapel

  Summary: These spaces are ideal for small to large events. These are also locations that are for very specific event purposes. The main seating area can hold 160 and the lower level can hold 20.

  Rental Fee: These are on the lower end of the rental fee spectrum starting at $75 an hour. 

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. 

  Reserving:

  • To check for AVAILABILITY contact Hanna Fanson at fansonha@msu.edu or 517-355-0155. 
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• MSU Auditorium
  No available for general RSO use.
• MSU Union

  Summary: These spaces are ideal for small to large events.

  Rental Fee: These are on the lower end of the rental fee spectrum, starting at $75. There are Complimentary Times for several rooms. This means that if you schedule your event for a specfic day and time frame, there will be no rental fee.

  Additional Fees: For reservations outside of the free room options, additional fees may be added depending on your room request and setup needs 

  Food: You may have prepackaged or catered food from approved vendors in these spaces.  

  Reserving:

  • To check for AVAILABILITY contact Amy Williams at will1760@msu.edu. 
  • For price, capacity and other details: RSO Rental Prices.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• Munn Ice Arena

  Summary: Munn Ice Arena is reservable for ice skating and broomball. Capacity of up to 200 for ice skating and 50 for broomball.

  Rental Fee: $225 per hour as an RSO. Does not include the cost of skate rental or broomball stick rental.

  Additional Fees: Will incur additional fees for tables, chairs, custodial, set-up, etc.

  • Skate Rental: $2 per rental
  • Broomball stick rental: $1 per stick

  Food: You may have prepackaged or catered food from approved vendors, on the concourse only. No food or drink is allowed near or on the ice.

  Reserving:

  • To check AVAILABILITY AND STEP 1 OF BOOKING, please contact Steve Lantzy, lantzys@ath.msu.edu.
  • To COMPLETE YOUR RESERVATION, please complete your Event Request in Involve@State and you must attach the confirmation validation from Munn Ice Arena Team.
• Outdoor Venues

  Summary: There are many outdoor spaces available for RSOs to reserve for events. Below are the most frequently utilized locations: 

  • Area near the Rock^
  • Auditorium Field^
  • Auditorium Loop^
  • People's Park^
  • N/E Corner of Farm Lane & Shaw Lane^
  • Dell Hall Field+
  • Munn Field+
  • IM East Field*
  • Event East Course 5K^
  • Event West Course 5K^
  • Brody Complex East Lawn^
  • If you do not see a location on this list that you are interested in please email involve@msu.edu.

  Rental Fee: There is no space rental fee for these spaces. 

  Additional Fees: There will be fees for services to set-up, clean up and equipment needed (chairs, trash, restrooms, lights, tables, stage, etc.). These will vary in price and working with Infrastructure Planning and Facilities (IPF) and/or Recreational Sports will be key. 

  Food: You may have prepackaged or catered food from approved vendors. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed.

  Reserving:

  • To check AVAILABILITY, please contact the following:
    • Locations indicated by ^ = IPF Events Team at ipf.campusevents@msu.edu
    • Locations indicated by * = Patty Oehmke, oehmkep@msu.edu, 517-432-1477
    • Locations indicated by + = Joel Eddy, eddy@msu.edu, 517-432-1479
    • All locations = RSO Team at involve@msu.edu.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
  • You will be instructed to complete an IPF Form after you've submitted your Event Request in Involve@State.
• Residence Hall Spaces

  Summary: Spaces within Residence Halls are ideal for small to large events as well as regular/periodic meetings/events.

  Rental Fee: There is no space rental fee for these spaces Monday – Friday, 6:00 PM to 10:00 p.m. EST and all day on weekends (Saturday and Sunday).  Any time outside of this must go through classroom scheduling.

  Food: You may have prepackaged or catered food from approved vendors in some of these spaces.

  Reserving: 

  • To check for AVAILABILITY:
    • Monday-Friday 3 p.m. - 6 p.m. - Please feel free to check out 25Live (https://roomscheduling.msu.edu/).
      
      • To get into the system select "25Live Pro".
      • Please remember DO NOT make your request through the 25Live site.
    • Monday-Friday 6 p.m. - 10 p.m.
      • Please contact Geoff Parkerson at parke219@msu.edu.
        • South Neighborhood
        • River Trail Neighborhood
      • Please contact Geoff Parkerson at parke219@msu.edu.
        
        • Brody Neighborhood (not private dining rooms)
        • East Neighborhood
        • North Neighborhood
    • If your event overlaps the above two time frames, (e.g. 4 p.m. - 7 p.m.) you must check both resources for availability.
    • Saturday and Sunday, all day
    • Please contact Geoff Parkerson at parke219@msu.edu.
      • • South Neighborhood
        • River Trail Neighborhood
    • Please contact Geoff Parkerson at parke219@msu.edu.
      
      • • Brody Neighborhood (not private dining rooms)
        • East Neighborhood
        • North Neighborhood
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• Snyder C20 Theater
  Not available for general RSO use.
• Spartan Stadium-Huntington Club

  Summary: This space is ideal for large events.

  Rental Fee: This is on the higher end of the rental fee spectrum at $1,700.

  Additional Fees: You will incur additional fees for any tables, chairs, electrical support, etc. 

  Food: You may have food in these spaces. You are required to utilize Kellogg Catering. 

  Reserving:

  • To check for AVAILABILITY contact conferences@rhs.msu.edu.
  • For price, capacity and other details: RSO Rental Prices.
  • To RESERVE the space you will be required to submit an Event Request in Involve@State.
• STEM Teaching and Learning Facility

  Summary: The STEM Teaching and Learning Center offers a variety of spaces to support varying sizes of events.  Most reservable classrooms are 60-236 capacity rooms.  Smaller capacity areas, located in the public area of the buildings are able to be reserved as well.  All rooms must be reserved in a 2 step process. 

  Rental Fee: There are no fees to reserve space in the STEM Teaching and Learning Facility.

  Additional Fees: Additional fees may be applicable based on the day, time, capacity and needs of the event.  For questions please contact Sheena Ballbach at marti764@msu.edu.

  Reserving:

  • A STEM Building Space use request must be submitted here https://msu.co1.qualtrics.com/jfe/form/SV_4JjvMm69ZNkGntA BEFORE submitted an event request in Involve@state
  • After submitting a STEM Building Space Use Request form, complete the event request in Involve@state
• Student Services Building

  Summary: Room 6, Room 13 and the Leadership Center must be reserved in a 2-step process. Only RSOs whose advisor is a staff member of the Division of Student Life and Engagement are allowed to reserve these spaces.  

  Rental Fee: There is no space rental fee for these spaces. 

  Food: You may have prepackaged or catered food from approved vendors in these spaces. You will encur a cleaning fee which can start at $35 and go up depending on the event/food and cleaning needed)

  Reserving:

  • To check for AVAILABILITY AND STEP 1 OF BOOKING, please have your adviser book the spaces through the Outlook Calendar. 
    • VPSAS.SSB.Room6
    • VPSAS.SSB.Room13
    • VPSAS.SSB.Room100 (Leadership Center)
  • To COMPLETE YOUR RESERVATION, please complete your Involve@State Event Request with confirmation validation from the SAS Team.
  • For assistance, please contact Mary Gellar at gellerm1@msu.edu. 
  • If you are hosting your event in the After Hours timeframe or have food you will be instructed to complete an IPF Form after you've submitted your Event Request in Involve@State.
• Tabling Locations

  Summary: Tabling can occur in the following locations:

  • Biomedical Physical Sciences (BPS) Atrium
  • International Center
  • MSU Union
  • Residential Halls
  • *Anthony Hall
  • *Berkey Hall
  • *Business College Complex (BCC)
  • *Bessey Hall
  • *Communication Arts and Sciences Building
  • *Engineering Building
  • *Erickson Hall
  • *Various Outdoor Locations
  • *Wells Hall

   

  Rental Fee: Those locations with a "*" indication will incur fees if the table is supplied for you by IPF, starting at $70. You will have table, chair and delivery fee waived if your bring your own table and chairs.

  Food: You may have prepackaged or catered food from approved vendors in these spaces.  

  Reserving:

  • To RESERVE the space you will be required to submit an Event Request in Involve@State.

   

  Tabling Guidelines:

  • Approval must come from all affected departments prior to the event - if it is not fully approved the group cannot hold the tabling event
  • One table and 2 chairs will either be provided by location/venuve staff or IPF Campus Events depending on the location
    • For IPF, please note the Rental Fee section above 
  • There are varying policies on food and food sales; if the group plans on serving or selling food or beverages, please contact involve@msu.edu prior to submitting the tabling event request
  • Balloons are allowed, but they must be mylar due to latex allergies
  • Group displays are limited to the space of the table (generally 6’x2’). Displays cannot be extended in order to adhere to building fire codes and access/exit points
  • Due to some tabling locations, music/video etc. should not be disruptive to the flow of academic business. It is expected to maintain reasonable sound levels
  • Tables may not be moved without approval from the facilities team
  • After the event, please leave tables/chairs in place. Staff are scheduled to put them away
    • If you supplied your own, please ensure you have all supplies with you when you leave
  • It is expected that you take any trash or recycling to the nearest receptacle after the event
• Teach Enhanced Classrooms

  Not available for general RSO use. Tech Enhanced Classrooms are as follows:

  • CEM 323
  • Case 337
  • Bessey 114
  • Bessey 310
  • Bessey 315
  • McDonel 2
  • McDonel 38
  • Union 55
  • Wonders C211
• The Rock
  Summary: The Rock itself is public property and cannot be reserved. It is handled on a first come, first served basis. For the area around the Rock or the field behind it, please see the Outdoor Venue section.
• Wharton Center

  Summary: Wharton spaces are Cobb Great Hall and Pasant Theater. These spaces are ideal for medium to large events.

  Rental Fee: These are on the higher end of the rental fee spectrum.

  Additional Fees: You will incur additional fees for any tables, chairs, stagehand and usher labor. 

  Food: You may have food in these spaces. You are required to utilize Kellogg Catering. 

  Reserving:

  • To check for AVAILABILITY complete the Rental Request Form.
  • For price, capacity and other details: Facility Rental Page.

  • To RESERVE the space you will be required to submit an Event Request in Involve@State.

Updated 31 May 2022