IPF Campus Events - FAQ
Frequently Asked Questions
The IPF Campus Events Office provides logistical support for events, optimizes responsible stewardship of campus assets, and ensures that events adhere to all university policies and ordinances.
- Do I need to submit an IPF Event Service Request?
An IPF Event Service Request is required when an event or activity requires University review, approval, coordination, or support services. This may include, but is not limited to, outdoor events, food service, activities occurring outside normal operating hours, events requiring IPF services, and other situations outlined on this webpage.
- How far in advance should I submit my request?
IPF Event Service Request should be submitted a minimum of one full business week prior to the event. Larger or more complex events may require additional lead time to allow for review, approvals, coordination, and service scheduling.
- What happens after I submit a request?
The IPF Campus Events Office reviews the request, manages any required approvals, determines service needs, and works with campus partners as necessary. Event hosts may be contacted for additional information before approval is finalized.
NOTE: The office processes a large volume of event requests, and they are processed in order of Event Start date (not by submission dates)
- Can I view and track my request after I submit it?
You can view the status of all requests submitted to IPF, including live updates and request details, through the Planon Portal.
- Go to ipf.msu.edu
- Click the Service Request button in the upper-right corner of the page.
- Log in to the Planon Portal using your MSU NetID and password.
- In the left-hand menu, select Requests and then My Requests.
This page provides a complete history of your IPF requests, including request numbers, current status information, and other live request details for reference as needed.
- How do I reserve event space?
Planners should reserve adequate time for setup and teardown when reserving event space(s).
Space reservations should be completed before submitting an IPF Event Service Request.
Indoor Spaces
Registered Student Organizations (RSO)
RSOs are required to initiate the event planning process by submitting an Involve@State (I@S) request through the Office of Spartan Experiences. The Involve@State request serves as the official event review process and is required for all RSO events and activities.Non RSO Events
Event planners must reserve indoor spaces through the appropriate scheduling office, which may include:- Classroom Scheduling (25Live)
- Unit-managed or departmental spaces
Outdoor Spaces
Outdoor locations are primarily managed by the IPF Campus Events Office, with a few exceptions.
Planners can contact IPF Campus Events (IPF.CampusEvents@msu.edu) to inquire about outdoor space availability and include:- Desired Location(s)
- Event Name
- Event Date(s) and Time(s)
- Expected attendance
This allows a temporary hold to be placed on the space.
Exceptions include, but are not limited to, the following outdoor spaces, which can be reserved through IM Recreational Sports
- Demonstration Hall Field
- Munn Field
- Forest Akers Trust Complex
- IM East Field
- Vet Med Field
- Spartan Greens
- When will I receive pricing information?
Pricing is determined after event details have been reviewed and confirmed. Depending on the scope and complexity of the event, IPF may provide either a Fixed Price estimate or bill services using a Time & Material pricing structure.
For preliminary planning and budgeting purposes, please refer to the pricing guidelines provided on this website. Final pricing can be determined only after event requirements have been reviewed and evaluated.
- Why can't I get an exact cost estimate immediately?
There are many variables to consider when determining costs such as attendance, location, staffing requirements, rental equipment, event duration, support services, and operational impacts. Final pricing cannot be determined until these details are finalized.
- Can I make changes after my request has been submitted?
Yes. However, once a request has been submitted, the requestor is no longer able to make changes directly within the system.
To request a modification, please contact the IPF Campus Events Office via email. Include the request number and event name in the subject line, along with a detailed description of the requested changes in the body of the email.
Please note that modifications may impact approvals, service schedules, equipment availability, staffing requirements, timelines, and project costs. Early notification of changes helps minimize potential impacts and ensures the most accurate support planning possible.
- How do I cancel an Event Service Request?
To request cancellation, contact the IPF Campus Events Office by phone or email and provide your Planon Request Number. Cancellation requests should be submitted at least two business days prior to the event whenever possible.
- Can I have a tent, inflatable, or other temporary structure at my event?
Possibly. Additional reviews and approvals may be required depending on the structure type, location, size, and event details. These items should be included as part of the Event Service Request.
Additional information regarding temporary structures and related event requirements can be found throughout this website.- Can I serve food at my event?
Food service requires additional review and coordination. Event hosts must include food service details within their Event Service Request.
- Who should I contact if I am unsure whether I need to submit a request?
Please contact the IPF Campus Events Office. We are happy to discuss your event and help determine whether an Event Service Request or additional approvals are required.
- How do I know when my event has been approved?
Event approval timelines vary depending on the complexity of the event and any required reviews. Event hosts should not assume approval has been granted simply because an Event Service Request was submitted.
Once all required reviews have been completed and the event is authorized to proceed, the event host will receive a system generated Project Confirmation email from Planon.
- What happens if I host an event that is not authorized?
Hosting an event without obtaining required approvals may result in the event being modified, relocated, postponed, or canceled. Depending on the circumstances, unauthorized events may also be subject to enforcement of applicable university ordinances and policies.
Failure to obtain required approvals can create challenges for both the event host and the University, including:
- Increased liability exposure for the sponsoring department and the University
- Conflicts with previously scheduled events, activities, or campus operations
- Disruptions for students, employees, faculty, visitors, event participants, and campus partners
- Negative public relations impacts
- Unanticipated costs, damage to university resources, or inefficient use of time and resources
Failure to submit an IPF Event Service Request when required may result in:
- The event being considered unauthorized
- Requested services not being provided (charges may still apply for services that were already scheduled, incurred, or required)
- Review by university administration for non-compliance with university requirements
To avoid delays or disruptions, event hosts are encouraged to work with the IPF Campus Events Office early in the planning process to ensure all necessary reviews, approvals, and logistical requirements are addressed prior to the event.
- Does submitting an IPF Event Service Request automatically approve my event?
No. Submission of an IPF Event Service Request does not constitute event approval. Depending on the nature of the event, additional reviews, approvals, permits, or coordination are required before the event is authorized to proceed.
Event hosts should wait for confirmation from the IPF Campus Events Office before assuming an event has been approved.
- My off-campus organization would like to host an event on MSU's campus. How do I get started?
Off-campus organizations wishing to host an event on Michigan State University's campus must first identify a campus sponsor. A campus sponsor must be either a University department or a Registered Student Organization (RSO) willing to assume responsibility for the event and manage the University's event request process. The sponsor must also have an active University financial account, as they will be responsible for any University-related expenses associated with the event.
If a University Department is sponsoring the event:
The sponsoring department is responsible for reserving the event space and submitting an IPF Event Service Request. The request will be reviewed by the IPF Campus Events Office to facilitate required University reviews, approvals, and coordination of any requested or required IPF services.If an RSO is sponsoring the event:
The sponsoring RSO must begin by submitting an Involve@State event request through the Office of Spartan Experiences. Once the request has entered the University review process, additional guidance will be provided as needed regarding event requirements, approvals, and support services.
After a sponsor has been identified and the appropriate request has been submitted, additional event details and requirements can be discussed as part of the planning and review process.