Events and Conference Services

Terms and Conditions

Thank you for choosing to host your event at Montana State University Billings. We look forward to working with you. Our University Event Staff is available to help you with all phases of your planning. We are sure your experience at MSU Billings will be a great one! We pride ourselves on providing exceptional customer service and making your event a success, your event is as important to us as it is to you.

Cancellation
Please be aware that you will be charged the full rate of your reservation if cancellation notice is not received within 48 hours prior to your event.

Indemnification:
Individuals and groups using MSU Billings Facilities are responsible for and assume the liability for their own wrongful or negligent acts or omissions, or those of its officers, agents, or employees and agree to defend, indemnify, and hold MSU Billings harmless from any such liability.

Insurance:
Groups using MSU Billings Facilities are required to have liability insurance with limits of $1,000,000 each occurrence and $2,000,000 aggregate throughout the duration of facility use and shall name Montana State University Billings as additional insured. Groups must present a certificate of insurance within 14 calendar days of their scheduled event.

Conditions of Facilities
Please do not affix anything to the walls or other surfaces without prior approval. Any damages caused to the facility or equipment caused by members of your event will be added to your final bill. Additional charges will be incurred for extraordinary clean-up or trash removal.

Special Fees
Events that occur outside of standard business hours M-F 8-5, may be subject to a $20 per hour “after hours” fee.  This includes all campus and non-campus events. Other fees could be, but are not limited to: Security, Custodial, Damages, and Staffing.

Accommodations
MSU Billings makes reasonable accommodations for any known disability that may interfere with a person's ability to participate in an event. Persons needing an accommodation must notify the University no later than 10 days before the event to allow adequate time to make the needed accommodations, to make a request known please contact our office.

Catering
MSU Billings Catering by Sodexo has exclusive rights to catering on the Montana State University Billings Campus, including the College of Technology. No unauthorized sale or complimentary distribution of food or beverages is permitted.

MSU Billings Catering is excited to be a part of your event. Our commitment is to provide the highest quality food, creative presentations, and excellent service to make planning your event an enjoyable experience. We will be happy to assist you in selecting one of our menus or in designing a customized menu for your special occasion.

Planning Your Special Event
We pride ourselves in being able to meet everyone’s catering needs.  A little advance planning will make it easy to order catering for your event. As with most things, planning is the key to success. To get started, you need to know the following information:

  • Name of Event
  • Date
  • Start & End Time
  • Location of Event
  • Set up details (for event location, room or venue)
  • Program information/Timeline of your event
  • Name and Phone of Event Planner
  • Name and Phone of On-Site Contact
  • Name of Department or Organization
  • Mailing Address
  • Budget recharge number or Credit Card Number
  • Type of Event: Breakfast, lunch, break, dinner, reception, etc.
  • Approximate number of guests you are expecting
  • Any special schedule considerations
  • Menu Selections and any special dietary needs

Booking Your Event
The first step is to reserve the room. You are responsible for reserving your event location and providing tables for the catering set up. Please contact the catering department as soon as you know the date of your event.

We encourage you to book as soon as possible. You are welcome to call, e-mail or arrange a time to meet in person to discuss your event needs.

Ordering Timeline for Catering
The catering department requests 2 weeks for initial contact, and a 5 business days for confirmed menu and timing details. Even if the date or guest count of your event is only tentative, please notify our catering sales office so that we can make preliminary plans to ensure a memorable occasion. Our catering specialists are here to assist you by phone or in person with your event details.

Confirmation and Guarantee
After we have finalized all the details for your special event, you will receive a confirmation. We ask that you ensure we have this signed guarantee number 3 business days prior to your catered event. This confirmation and guarantee will include the exact times, location, attendance, menu choices and room setup. Once you receive the confirmation, please reply to the confirmation e-mail with APPROVED. Please be sure to read your contract carefully before approving it to insure all of the details for your event are correct.

Changes to Confirmed Contract
To ensure the success of your event, only slight changes should be made to your catering contract once it has been confirmed. Please try to make all changes by the time the final guarantee is due.

Menus
Our menu offers a wide spectrum of palate pleasers sure to entice your guests! If you have any questions regarding the menu, special dietary needs, or require children’s meals, please feel free to contact the catering department. Please contact the catering department to ask about special items or menus that you are unable to find on our published menu selections.

Special menus will be priced on an individual basis. Due to product availability, quality, and unforeseen market price fluctuations, prices are subject to change without notice. Once an order has been received and confirmed, the catering office prices are guaranteed. We will make every effort to provide the exact product ordered; however, product availability and/or quality may affect this at times. Our sales staff will notify the client in advance if menu substitutions are necessary.

Allergies and Special Diets
When given the information well in advance, the catering department will make every effort to work with our clients to ensure that all guests will be able to enjoy the menu served at the event.

If a guest with a food allergy or a need for a special diet will be attending the event, please inform the catering department in advance. If you have any questions as to ingredients in the menu, please call the catering department.

Service Time
It is our desire to serve you promptly at the hour you select. To ensure the highest possible quality of food and service, your cooperation is greatly appreciated. It is necessary to ensure that your event locations are open and available to the catering staff at least one hour prior to the selected start time of your event. Special circumstances and arrangements can be made on a case-by-case basis. Please be sure to double check all start and ending times on your confirmation.

Cancellations
There is no charge for cancellations made five business days before the event. Should a cancellation be based on an extenuating circumstance, please call the catering office as soon as possible.

Security and Liability
The catering department will not assume any responsibility for the loss or damage to any articles left at an event, prior to, during, or following the event. If valuable items are to be left in the banquet area, it is recommended that security be retained.

Leftover Food Policy
To maintain the highest levels of food safety and comply with food safety policies, leftover food may not be taken away from any event by the hosts or their guests without prior approval from the Catering Manager and a signed waiver of liability.

Catering Equipment
As the host of a catered event you are responsible for the service equipment provided by the catering department. Any missing or damaged catering equipment or supplies may be charged to the final event bill at current replacement cost.

Delivery Charge
For events booked on one of the MSUB campuses (University, City College, or Downtown), there is no delivery charge. Off-campus deliveries will be assessed a delivery charges based on the distance from the campus, travel time required, and the complexity of the event.

Billing / Payment
The final billing for your event will be based on the guarantee number of guest or the actual guest count at the event; whichever is greater.

All MSUB catering orders require a budget recharge number no less than 3 business days prior to your event.

Any events not being charged to a MSUB budget recharge number must be paid in full prior to the event via credit card (American Express, Visa, MasterCard, Discover). MSU Billings Catering by Sodexo requires a 75% deposit no later than one week prior to the event and the remaining 25% no later than the day of the event.

Bar Service / Alcohol Policy
The catering department is not licensed by the State of Montana to sell alcohol. It is the responsibility of the event sponsor or host organization to obtain a University Alcohol Approval Form, in advance, whenever alcohol will be present. The form may be obtained at the Student Union and Activities Office located in the Student Union Building in SUB 219 or by calling 406.657.2387. A copy of the approved permit must be given to the catering department three business days prior to the event. In some cases, a Special Permit to Sell Beer/Wine must be completed and submitted to the Montana Department of Revenue, an outside vendor licensed to sell alcohol in the State of Montana and with a catering endorsement may have to be used, or proof of liability insurance may be required. In all cases, the event sponsor should refer to the Montana State University Billings Alcohol Policy to insurance compliance with state law, Board of Regents policy, and MSU Billings policy.

Any leftover alcohol must be picked up from the catering office within 24 hours after the event. If you need to drop of f or pick up alcohol at any other time (including immediately before or after the event), please contact the catering department at 406.657.2381 to make arrangements.

Under Montana State Law, only those 21 years of age and over may legally consume alcoholic beverages. State laws and campus policies will be enforced at all times. The catering department reserves the right to refuse service to anyone.

Should you have any questions regarding Montana state alcohol laws and policies relative to your catered event, please contact the catering department to discuss.

Fee Schedule:
Wine Attendant: $25 per hour (Event time plus set up and break down)
One attendant will be required per 50-75 people.

Bartender: $25 per hour (Event time plus set up and break down)

One bartender will be required per 50 people.

photo of portions of the MSU Billings campus and the City of Billings


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