Outdoor Events

An Event Service Request is required when you host an event outdoors on MSU’s East Lansing campus. An IPF Event Service Request should be submitted a minimum of one full business week prior to the event. 

Larger and more complex events will require additional processing time.

Submitting an Event Service Request

An IPF Event Service Request should be submitted a minimum of one full business week prior to your event. Larger and more complex events will require additional processing time.

NOTE: duplicate requests may result in duplicate services and charges.

Services include (but aren’t limited to):

  • Reservation of outdoor event space
  • Event setup
  • Equipment rentals (tables, chairs, stages, etc.)
  • Electrical support (generators, light towers, etc.)
  • Trash and recycling services
  • Pre- and post-event cleaning services
  • Outdoor landscape and grounds services
  • Management of light poles and exterior building banners
Submit an IPF Outdoor Event Service Request

Cancel a Request

If you need to cancel an Event Service Request, email IPF.CampusEvents@msu.edu or call 517-432-0547 and include the SR or PR number. To guarantee proper cancellation of services and pending charges, submit your cancellation request at least two business days before the event.

Approvals Managed by the IPF Campus Events Office

Amplified Sound

Outdoor events involving amplified sound (bullhorns, DJ, sound systems) require an IPF Event Service Request. Our office will send the request to the Secretary to the Board of Trustees, Classroom Scheduling, and MSU PD for official review.

NOTE: Microphones, speakers, projectors: A/V equipment should be reserved through IT Services.

Food Served or Provided

Our office works with various parties across campus to ensure compliance with University ordinances and policies. The University Sanitarian is one of our key partners on campus responsible for reviewing and approving food service on campus.

As per guidelines from the Office of the University Sanitarian:

It is the responsibility of the Office of the University Physician-University Sanitarian to approve and inspect food service operations occurring on university properties. We operate under a separate contract to perform Environmental Health Service on behalf of Ingham County Health Department (ICHD).

Find more information at the MSU Environmental Health and Safety website.

Food Trucks

The IPF Campus Events Office manages the approval for use of food trucks on campus. This includes working with the University Sanitarian to confirm the food truck is a licensed food provider in addition to the logistics/placement of the vehicle.

When submitting the IPF Events Service Request, we ask that you include a detailed description of the vehicle(s) used (standard box truck, truck and trailer, etc.), and a map indicating its desired placement.

Tents, Inflatables, and Other Structures

IPF approval is required for all tents, inflatables, and other temporary structures installed on campus. It is the responsibility of the event requestor and vendor to ensure that MISS DIG is contacted to mark underground utility lines prior to staking into University property. 

  • Stakes are prohibited from being driven into any hard surface.
  • Tents set up on Intramural Recreational Fields must be weighted (stakes are prohibited).
  • Structures cannot obstruct or overlap walkways.

Approval from MSU Risk Management is required for use of inflatables and similar structures during events. Our office will manage the approval process using the IPF Event Service Request. 

Please see MSU Risk Management’s website for more information on what additional forms may be required. Be sure to include all details regarding temporary structures along with a detailed map indicating where each item will be staged during the event in your IPF Event Service Request. 

Tree Preservation

Michigan State University’s campus is an urban arboretum that is meticulously stewarded, and campus trees are a valuable living resource that require preservation. Careless neglect of trees (above or below ground) can reduce health and vigor, resulting in their eventual demise. 

MSU ordinance 24.01 prohibits any damage or mutilation of trees on campus. Additional standards are outlined in the Michigan State University Campus Tree Management Program. See Appendix 4 for more details on Campus Woody Plant Protection. 

Any damage resulting from event setup, the event itself, or post-event teardown could lead to significant fines. MSU will evaluate any damage and has the right to impose fines up to 100% of the tree value (ranging from $200 - $1,000+ per inch), regardless of current disposition. Replacement value for shrubs, vines, and perennials shall be addressed at three times the current market cost of the plant.  

The following practices are prohibited:

  • breaking branches
  • scraping bark
  • soil compaction within the tree’s root zone from storing materials or driving vehicles/equipment within root zones

A tree’s protection zone is defined as the greater between either: 

  • the tree’s drip line (edge of the tree’s canopy);
  • or one foot of protection for each inch of the tree’s diameter at breast height.
Campus Aesthetics

IPF is responsible for preserving the aesthetic and safety of Michigan State University’s campus. Use of the following materials is prohibited or restricted:

  • indoor furniture (couches, upholstered furniture, carpeting, etc.)
  • sidewalk chalk
  • silly string 
  • confetti 
  • paint
  • stickers
  • tie dye 
  • personal grills

Request for authorization to use such materials should be included in the details of the IPF Event Service Request.  

Risk Assessment and Review

The MSU Office of Risk Management and Insurance attempts to maintain a balance between protection of the University’s assets, the benefits of the activity, and fulfillment of the University’s mission. This may include contract and/or waiver review, and verification of liability insurance for outside vendors.

Event activities that pose potential liabilities should be included in the IPF Event Service Request. Those details will be reviewed by the Office of Risk Management and Insurance.