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K-State Olathe

Policies and Procedures

Insurance and Liability

The renter agrees to indemnify and hold free and harmless, assume liability for and defend K-State Olathe, State of Kansas, the Kansas Board of Regents and their officers, employees and agents from and against any and all actions, claims liabilities, assertions of liability, losses, costs and expenses, including but not limited to attorneys’ fees, reasonable investigative and discovery costs, court costs, claim or claims for bodily injury or death of persons and for loss of or damage to the property, of every kind and nature, which in any manner directly or indirectly may arise or result from the presence, activities, of the renter, its officers, employees, agents, attractions, contractors, licenses, or invitees in connection with the event and use of the K-State Olathe facilities by the renter.

Renter agrees to maintain a policy of liability insurance providing bodily injury and property damage coverage with limits of liability of $1,000,000 for each occurrence and $1,000,000 in the general aggregate. Upon request of event staff members, renter shall provide K-State Olathe with a Certificate of Insurance showing that such insurance is in force and effect and that K-State Olathe is to be provided at least ten days written notice prior to the cancellation of such policy.


Full payment is due 30 days after receipt of invoice. Cancellations of reservations more than 30 days prior to the event, 100% refund, less a $25.00 handling fee. Cancellations made less than 14 days prior to an event will be charged 50% of room rental fee. Cancellations made less than 7 days prior to an event will be charged 100% of room rental fee.

Facility Use

All events must have K-State Olathe staff member in attendance.

Set-up and tear down time is included in the 4 hour and 8 hour rentals. All guests understand they must vacate the rented space within their allotted rental time.

Rooms and facilities must be left in generally the same condition that they were found prior to the event. Groups and/or individuals using facilities will be responsible for all costs related to clean-up, damages and subsequent repairs to K-State Olathe caused by renter's use of this facility during the event. Responsibility for such repairs shall exclude any preexisting damage and damage caused by customary wear and tear.

The removal of any fixtures, furniture or furnishings from the building is prohibited.

If additional room set-up is required groups or individuals using the facilities will assume the labor costs for this set-up.

K-State Olathe reserves the right to require security if alcohol is being served or if the event size or type requires additional safety measures. Additional cost of security ($50 per hour per guard) will be the responsibility of the renter and will be included in the final billing. All weekend events will result in additional charges for event staff, security, audio-visual support and custodians.

Attendees are not allowed in areas outside those defined by their specific event.

K-State Olathe is not responsible for guests' lost, damaged or stolen articles.

A NO SMOKING and NO TOBACCO policy is in effect inside the building and on all property surrounding the building.

The Kansas Personal and Family Protection Act permits concealed carry of handguns, including on college campuses. To learn more about Kansas State University’s weapons policy, see http://www.k-state.edu/police/weapons/

No explosives/fireworks are allowed.

Animals are not permitted in the building. Exceptions are animals licensed to assist persons with disabilities, research animals or animals used as part of an academic program.

Delivery of off-premise equipment must be approved by staff member and delivered during normal business hours.

Users are encouraged to use the loading dock on the south side of the building to unload their equipment. Immediately after unloading, vehicles must be removed. Arrangements can be made for truck and other large vehicle parking.

Parking is free and available in K-State Olathe lot. Our building is completely handicap-accessible.

Food and Beverage

All food and beverage served or consumed at K-State Olathe must be provided and served by a caterer pre-approved by the K-State Olathe Administration. A complete list of approved caterers is available upon request. Renter must notify K-State Olathe of all subcontractors selected no later than 5 days prior to event.

Alcohol can only be served at private events through a licensed caterer and no cash sales are allowed. The laws and regulations of the state of Kansas pertaining to alcohol and the consumption of alcohol shall apply to all activities at K-State Olathe.

No food or beverages will be allowed in Forum Hall (110) or the Executive Board Room (120) without prior approval.

All catering services will be subject to a 15% K-State Olathe building usage fee. Surcharge will be reflected in the caterer's final bill. 

Outside Vendors

All vendors must contact K-State Olathe staff five (5) days prior to the event to make arrangements for delivery, set-up and pick-up times.

K-State Olathe will not be held responsible for items left by an outside vendor after the function.

All outside vendors must provide proof of insurance.


All decorations and rental items must be approved by the K-State Olathe staff. They must be freestanding, including signs. Nothing is to be attached to the walls or ceiling. No posters or banners will be permitted on the building exterior or grounds without approval.

Glitter, sprinkles or confetti will not be allowed in the Center. No open-flamed candles will be permitted.


K-State staff will periodically take photos or videos of program participants and guests. These photos may be used in our publications, facility brochures, advertisements and on our website. If you wish not to have your photo taken, please notify the photographer at that time.

Facility Use Agreement

Execution of our facility use agreement will evidence understanding of the policy and guidelines of K-State Olathe governing the use of facility and by signing the agreement the renter agrees to comply with the policy and guidelines.