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Meeting and Conference Services

Elliott Union 301
Warrensburg, MO 64093
Phone: 660.543.4342


How to Schedule an Event

The purpose of this guide is to inform you of the Office of Meeting and Conference Services (MACS) policies and procedures prior to scheduling an event. We are very pleased you have chosen to hold an event on our beautiful campus. We are here to help you! Not all specific situations will be covered in this guide, so please, contact us at 660-543-4342 if you have any questions. The MACS office is located in Elliott Student Union 301.

Event request forms must be sent at least two weeks or 10 business days prior to your event. To make a request, you will need to go through 25Live Training, please sign up on the UCM Calendar ( Due to high demand, events cannot be scheduled the same day they are requested. This includes events requested after business hours the day prior. All event requests must be sent in no shorter than three business days prior to the start of your event. For general events or events with one or two rooms, you will receive a confirmation of your reservation within 48 hours of scheduling a room. The confirmation will be sent by email and will summarize your room and equipment requests.

Please, read your event confirmation carefully to confirm that it matches your expectations and contact us as soon as possible if you identify any concerns. The use of all campus facilities and equipment for event purposes must be coordinated through the Elliott Union and MACS. Unauthorized use of space and equipment by non-sanctioned groups will not be supported by university services and may result in penalties or fines.

Student organizations are not allowed to make reservations for non-sanctioned groups. If an organization, does book an event for an outside group dishonestly, they will lose reservation privileges for the remainder of the year.

To keep quality communication, please elect one primary contact person, such as the president of the organization, who can make changes or cancellations to your event. Please notify MACS if a different person from the organization will be the main contact instead of the original contact. Please submit requests for changing an event to your designated event coordinator by email or phone. All changes should be made at least 48 hours in advance, and the request should include the name and date of your event, as well as the specific changes requested.

To avoid confusion, we ask that organizations do not advertise until they have received a confirmation for their room from an event coordinator.

If any money is being collected for the event, including but not limited to, admission fees, registration fees or monetary donations, the student organization or UCM department will be required to pay for the use of space and equipment at a discounted rate. Collecting items, but not money, for a charity is acceptable.

Please, use the left-hand navigation to find other policies and procedures for events.


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