Montana State University

MSU Conference & Event Services

211 Strand Union Building
PO Box 174150
Bozeman, MT 59717-4150
Tel: (406) 994-3081
Fax: (406) 994-7070

University Regulations

Conference & Event Services

GENERAL RULES:

  1. The conferee is responsible for the conduct of the group while on campus and will not allow participants to behave in an unsafe, careless or negligent manner. Participants may not act in ways that will cause injury to person or property.
  2. MSU reserves the right to revoke campus privileges, including residence hall privileges, of any participant whose conduct disrupts or threatens to disrupt the operation of the conference or the campus, its programs, facilities, services, or other guests.
  3. If participants in conferee�s program include minors, conferee will maintain a ratio of at least one (1) adult supervisor for every ten (10) minor participants in the residence halls and other MSU facilities.
  4. Conferee will pay MSU for the cost of repairing or replacing any lost or damaged items provided by MSU and damage to a room, its fixtures, facilities or any other MSU equipment.
  5. Conferee will accept the premises in their present condition and shall not alter or change the facilities in any manner without prior approval from the Conference and Event Services Representative. Conferee shall return the premises in the same condition as received by the participant.
CONFERENCE PARKING:
  1. The Information Kiosk is located at the corner of Seventh and Grant Streets. The Kiosk attendant can answer any of your questions and direct you to your destination.
  2. You may purchase a $3.00 daily hangtag that allows you to seek parking in any lot labeled S/B or E. Buy your hangtag at the Information Kiosk, University Police, or at the front desk of any open residence hall.
  3. Vendors should abide by visitor parking regulations or request permission to use campus loading docks and delivery areas from University Police.
  4. Visitor parking regulations apply from 6:00am to 6:00pm, Monday thru Friday (excluding holidays). The Information Kiosk is open from 6:00am to 11:00pm for your convenience. You may park anywhere you wish during the evenings, weekends, and holidays, except in service drives, handicapped zones, or 24-hour reserved areas. We remind you that visitors who do not acquire a permit during parking hours will risk receiving a citation. If you have any questions about visitor parking or special needs, please call 406-994-2121.
  5. Overnight parking of automobiles is allowed only for those visitors directly associated with the conference. Overnight parking is limited to the duration of the conference.
  6. Overnight parking of camping/recreational vehicles is allowed for conference participants only with prior approval from Conference and Event Services, University Police, and Facilities Services.
    1. Units must be fully self-contained with holding tanks, running water, power, etc. No services will be provided by MSU, and each unit is responsible for disposal of its garbage.
    2. Any person wishing to park a recreation vehicle must register with the University Police Office, located on Seventh Avenue, south of the Strand Union Building, pay all fees and obtain a permit for overnight camping.
    3. All overnight campers must abide by all state local laws, including the prohibition against open containers of alcohol outside the camping units.
RESIDENCE HALLS RULES:
  1. Behavior
    Guests are expected to respect the rights of other guests and conduct themselves in a manner that does not disrupt other guests, the campus, its programs and facilities. Guests who are disruptive may have their campus privileges revoked.

    Noise
    Excessive noise and failure to comply with quiet hours will not be tolerated. Quiet hours are 9:00 p.m. to 9:00 a.m. 7 days a week. All noise (including but not limited to voices, radios, CD players, televisions) is to be kept low at all times.

    Damages / Vandalism
    Guests will be responsible for the furniture and fixtures in their rooms and the University property within the hall. A charge will be assessed for any damages to property or content of the housing facilities by a group or individual participant. Screens may not be removed from windows. Charges for all damages will be passed on to the contracted group or individual participant if not part of a contracted group.

    Harassment
    Harassing behavior, which includes threat to others or their property, including sexual harassment, which my be defined as, but is not limited to, unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature, is prohibited.

    False Alarms
    Tampering with or misuse of elevator alarms, emergency call buttons or calling 911 from an elevator phone, except in an emergency, is against the law and will not be tolerated. Pulling a fire alarm, except in an emergency, or tampering with fire equipment is against the law and punishable as a misdemeanor. Negligence resulting in accidental activation of fire equipment will not be tolerated. University Police will be called to deal with any of these situations.

  2. Illegal/Prohibited Substances Alcohol
    In compliance with Montana State Law and the Montana University System Board of Regents, possession and consumption of alcohol is prohibited in all areas except by individuals of legal age (21 years old) in private sleeping rooms. Providing alcohol to persons under the age of 21 is illegal.

    Drugs
    Montana State University does not tolerate drug use or possession on campus.

    Smoking
    MSU is a smoke free campus. Visitors are required to leave campus when smoking.

    Weapons
    All weapons (including but not limited to guns, ammunition, explosives, fireworks, knives, bows) are prohibited in residence halls.

    Open Flames
    Open flames (including but not limited to candles, incense, matches, oil lamps, lighters) are prohibited in residence halls.

    Street Equipment
    For safety reasons, skateboards, rollerblades, motorized wheeled scooters and skates are prohibited both in the residence halls and the exterior areas of the buildings. Bikes are not allowed in the halls but may be parked in the bike racks outside of the building.

    Sports
    Any sport, including, but not limited to, soccer, bowling, hacky-sack, Frisbee, basketball, rope tricks, football, catch, etc. are prohibited within the residence halls due to the possibility of damage to facilities and fire equipment. Ping Pong and Pool tables and other equipment owned by academic year students are not to be used by Summer Conference Housing guests.

    Animals
    Animals are not allowed in residence halls unless aiding a person with a disability and are certified service animals.

  3. Common Areas

    Cooking
    Cooking is allowed only in kitchens designated for conference use. Policies and kitchen access procedures are outlined at the appropriate residence hall front desks. Failure to adhere to kitchen use policies will result in loss of access. Cooking is not allowed in sleeping rooms or any other common areas within Residence Hall buildings.

    Lounges
    Public lounges are available for guest use. Lounges, conference rooms and tutorials may be reserved for the exclusive use of a group by contacting Conference and Event Services.

    Restrooms
    Restrooms are communal and on each floor. When mixed genders are assigned to a floor, restrooms will be marked gender specific by the use of signage on the doors. Tampering with restroom signs is strictly prohibited.

  4. Reservations & Building Access

    Check-in/Check-out Times
    Check-in time is 1:00 p.m. and check-out time is 11:00 a.m. Special arrangements must be in advance of the conference date to alter these times. If no previous arrangements have been made, an additional night�s charge will be assessed for all reservations checking out late.

    Lost or Damaged Keys
    Guests are responsible for returning issued keys to the front desk at the time of check-out. Any keys not returned by a contracted group will be billed for all rekey or damaged key charges. Individual guests, not part of a group, will incur rekey or damaged key charges at time of check-out. Rekey charges are $48 per lock; bent key charges are $9 per key.

    Building Entry
    For security reasons, residence hall doors will be locked from 10:00 p.m. to 7:00 a.m. Front desks will be staffed 24 hours a day and available to allow access to guests during those hours. Only guests registered at a specific hall will gain access and guests without proper identification will not be allowed to enter the hall. Outside doors are not to be propped open for any reason. Failure to adhere to this policy may result in loss of residence hall privileges.

    Room Entry
    The University respects the right to privacy of all guests. However, the University reserves the right to enter a sleeping room at any time for safety, health, welfare and maintenance purposes. Every effort will be made to give prior notification for maintenance entries. Guests may not block or restrict entry of any University official.

    Room Cancellation
    For groups, written notification of a partial or total room cancellation must be received by Conference and Event Services one week prior to arrival to avoid being charged for one night�s stay for all rooms in a reservation block. Individuals will be charged for the first night�s stay for any rooms not released by 5:00 p.m. on the arrival date.

    Room Occupancy/ Capacity
    Sleeping rooms are arranged for single or double occupancy. Rooms are to be occupied only by guests for whom they are reserved. Room reservations are not transferable. The maximum number of guests in a room is not to exceed the number of beds placed in a room at the time of check-in. For children under 6, the maximum number will increase to the number of beds plus one. Violations will result in additional charges or possible loss of residence hall privileges.

    Front Desk Services
    Residence hall front desks are staffed 24 hours a day, 7 days a week to assist guests. Desk services include linen and towel exchange, fan and refrigerator check out, parking tag and laundry card purchase and general campus and Bozeman area information.

    Liability
    The University does not assume liability for the loss or damage of the personal property of the guests in a residence hall. For safety and security reasons, guests are advised to always lock sleeping rooms doors even while occupied or in the restroom.

  5. Emergency Procedures

    Fire Alarms Evacuation is mandatory when alarms sound. Guests are required to vacate sleeping rooms or common areas and exit the building during a fire alarm or other emergency evacuation. Chaperones of children under the age of 18 are responsible for the evacuation and accountability of those minors. Conference staff will not enter and evacuate each room. Guests must follow & comply with all posted fire and safety signs. Violations to any of the above policy may result in action from the University Police and/or eviction from the residence hall.

  6. Groups with Child Participants

    All conferences or camps that will house participants under the age of 18 in the MSU residence halls must abide by the following additional rules. (Conference and camp coordinators receive a copy of these rules prior to arrival and must sign with acceptance to follow.)
    1. All groups must provide adequate adult supervision of the children. MSU has only a minimal staff during the summer months and provides no supervision services. To assure adequate supervision, each group must have one (1) adult chaperone for each ten (10) participants under the age of 18. A list of chaperones must be provided by the group at check-in or prior to arrival. Chaperones in the ratio of 1:10 must stay with the participants in the Residence Hall and must be present from the time the first child participant arrives until the last child participant departs.
    2. The group must identify a Primary Chaperone who will be the liaison with the Conference Housing staff. This person must attend an initial meeting with the Conference Housing staff upon arrival.
    3. The group chaperones must establish an on-call schedule for chaperones that will identify the chaperone that will be available in case it is necessary for the Conference and Event ervices personnel to contact someone. A copy of the schedule must be given to the Conference Housing staff at check-in.
    4. The chaperone on duty is to remain in the Residence Hall so long as any participant under the age of 18 is in the Residence Hall. If the chaperone will be away from his/her room, a telephone number, cellular phone number, pager, or other means of communication will be provided to Conference Housing staff so that the chaperone may be contacted if needed. It is the responsibility of the group to arrange for adequate means of communication with the chaperone on call.
    5. The Primary Chaperone is responsible for educating the chaperones and the participants on the Residence Hall and University rules and regulations and evacuation procedures in the event of an emergency. Chaperones must be prepared to organize the orderly evacuation of their participants if an emergency should arise. It is recommended that each chaperone be assigned particular children for whom they are responsible to safely evacuate in the case of an emergency evacuation.
    6. Chaperones are required to enforce the Residence Hall and University rules and regulations, and assist Conference Housing staff in check-in/check-out procedures, collection of any lost/bent key charges and damage charges, and enforcement of rules.
    7. Chaperones shall immediately report medical emergencies, building maintenance concerns, or other concerns to Conference staff.
RESIDENCE HALL DINING:
  1. Food Service guests are allowed unlimited seconds and may eat all they wish while in the Food Service Dining Room. No food is to be taken from the dining room.
  2. Food is served cafeteria and buffet style. No table service is available. Guests must carry their own trays and dishes to the dish conveyer when they are finished eating.
  3. Backpacks and empty containers are not allowed in the dining room. An area near the cashier may be used to store such items, but the safest place for belongings is in a locked room or vehicle.
CATERING SERVICES:
  1. All food and beverage sold and provided on campus must be supplied by University Food Services.
  2. Reservations should be made as early as possible to enable our staff to meet your needs and expectations for the upcoming event. Larger events (requiring services for 250 people or more) should make reservations for their functions at least a month in advance to insure a timely and successful function. Smaller events will require at least two weeks notice. Coffee breaks require a 48-hour notice.
  3. All meals, except barbecues, include white cloth tablecloths and colored cloth napkins, unless paper is requested.
  4. Catering Services does not provide tables and chairs for outdoor events.
  5. An additional delivery charge is added to orders delivered out of the Strand Union Building and to off-campus addresses.
SOB BARN RULES:

NOTE: As of 2013, the use of the barn has been suspended until further notice.

  1. Smoking is NOT allowed in the barn or on campus.
  2. Hay and straw are NOT allowed in the building (treated or untreated).
  3. No open flames or flammable items are allowed in or near the barn. Any barbecue grills must be placed outside and away from barn (do not place grills under eve of barn entrance)
  4. Limited tables and chairs are in the barn loft; there is no stage available.
  5. Loft capacity is 250.
  6. All food and beverage served must be provided by University Food Services, with the exception of potlucks. No off-campus catering services are allowed.
  7. The user is responsible for damages to the facility. All loading and unloading must be done through the south doors which can be accessed from the North Hedges lot. The emergency stairs cannot be used for loading/unloading.
  8. All regulations apply to users of the SOB Barn loft, picnic area, and playing fields (if those using the playing fields intend to use the restroom facilities).
  9. An Events with Alcohol Request Form must be completed for any events where alcohol is to be present. Forms are available through the catering office. All alcohol must be purchased through the catering office. Any alcohol must be served from within the barn.
  10. MSU sanctioned security is required for events where alcohol will be present and for all dances. Security needs will be determined by and arranged for by the building supervisor. The group will be billed for and is responsible for the cost of the security.
  11. The group is responsible for all clean up of the barn. All trash must be removed and placed in the outside dumpster. The floor is to be swept and the tables and chairs stacked to the side. If the barn is not restored to its original state, an additional cleaning fee may be assessed by Conference and Event Services.
  12. All campus groups using the barn and charging admission will be charged a rental fee for use of the barn.
  13. All events with alcohol and all dances will be charged a rental fee. Participant must be at least 18 years old or MSU students for all dances sponsored by MSU student organizations. The sponsoring group is responsible for checking ID�s at the dance and for complying with all policies and procedures.
  14. Activities must be scheduled through Conference and Event Services, Room 211 in the Strand Union Building at the phone number 406-994-3081. All relevant paperwork must be filled out to use the facility. Reservations should be cleared through this office at least two weeks prior to the scheduled event.
  15. If groups choose not to abide by the above policies, they will lose reservation privileges from the office of Conference and Event Services for one academic year.

FIREARMS DISPLAYS IN MEETING ROOMS:

  1. Firearms will be brought on campus and removed from campus only by members of the organization holding the meeting room reservations.
  2. The firearms will be in boxes, disassembled if possible, and with a trigger lock if disassembly is not possible.
  3. Those attending the function will be allowed to look at the firearms, but not remove them from the box.
  4. If used as prizes, a committee will deliver firearms to the winners at a later date and not at the function itself.
  5. There is to be no ammunition in the building at any time.

ALCOHOL:

Alcohol and consumption of alcoholic beverages on University property is prohibited by Board of Regents policy. Exceptions are individual residence hall rooms, individual family housing units, or locations authorized by the President of the University. Authorization must conform to the following conditions:

  1. Alcohol beverages served on campus must have prior approval before the event. All groups wishing to serve alcohol on campus must obtain an Alcohol Request Form from MSU University Catering. Please plan ahead with your alcohol requests and return completed forms to catering at least three weeks prior to the event.
  2. Events where alcohol is served require MSU sanctioned security. Security will be provided by MSU with the cost being billed to the group.
  3. The event must be monitored to prevent consumption of alcohol by persons that are not of legal age.
  4. Consumption and/or service of alcoholic beverages will be approved only in conjunction with a substantive event at which alcoholic beverages are not the primary focus of the event.
  5. Food and non-alcoholic beverages must be made available by the event sponsor.
  6. Consumption and possession of alcoholic beverages is permitted only within designated and monitored areas for the event.
  7. Access to the event must be controlled by the event sponsor.