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Policies icon  Policies and Procedures 

Invoice

The pricing information included in this confirmation is a quote only and may be subject to change due to additional services and costs during your event. The final cost will be reflected on your invoice that will be sent via email to you following the completion of your event. Payment is due with a 15-day net. K-State Olathe will access a $30 processing fee on all returned checks.

Room Reservations

In order to confirm your reservation, you must return this signed confirmation within 48 hours of receipt. Credit card information is required to reserve space for your event. K-State organizations do not need to provide credit card information.

All room setup needs, audio-visual requests, catering arrangements and any other service orders must be finalized no later than one week prior to your event.

Food, Beverages, Linens and Rental Items

All food and beverages served or consumed at K-State Olathe must be provided by our approved caterers. No outside food or drink is allowed to be brought in by other parties. The approved catering list can be found on the website or by request.

All catering services will be subject to a 15% building usage fee. This surcharge will be reflected on the caterer’s final invoice, and is necessary to assist with the costs associated with overhead, administration and maintenance.

In-house beverage service is provided for your event. Items are found on the approved catering list. They are replenished during your event and billed based upon consumption.

Alcohol use is restricted to specific event permits in compliance with City of Olathe codes. Alcohol can only be served at private events through an approved caterer licensed to serve alcohol. 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.

Evening/weekend event personnel are $30 per hour with a four-hour minimum.

Linens and any other specific rental items will be arranged for your event depending on the room setup needs. The cost of these items, including delivery surcharge, will be reflected on your invoice. You will be responsible for all replacements costs of any lost or damaged items.

Linens

  • 90” round - $12.50

  • 80” x 80” square - $11


  • 52” x 114” (8 ft. banquet table) - $11
  • 90” x 156” drape (8 ft. banquet table) - $35

Audio-visual Support

K-State Olathe provides complimentary guest Wi-Fi for all visitors to the building. If you plan to use our audio-visual equipment including special requests or teleconference/video conference needs, contact the IT Department at olatheIT@ksu.edu or 913-307-7359 prior to the start of your event. If you need to connect to your company’s VPN, you will need to arrange for VPN access prior to your event. Only staff will be allowed to reconfigure audio-visual equipment.

Weekday support is included in your room rate. Evening/weekend audio-visual support personnel are $50 per hour with a four-hour minimum.

Custodial

Additional housekeeping staff may be required if the 
event size or type requires extra service. Rates are $50 per hour with a four-hour minimum.

Security

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 daytime, evening and weekend security rates are $60 an hour with a four-hour minimum.

Parking

Parking is free and available in the K-State Olathe parking lots.

Americans with Disabilities Act

The facility hereby warrants that it is in compliance with all public accommodation requirements of ADA. Our building is completely handicap-accessible.

Animals are not permitted in the building. Exceptions are animals used as part of an academic program or event and ADA-defined service dogs that have been individually trained to do work or perform tasks for an individual with a disability. Tasks performed by the dog must be directly related to the person’s disability. The service dog must be under the control of the handler at all times. Dogs must qualify as service animals per ADA criteria.

Vendors

All vendors must contact K-State Olathe staff five days prior to the event to make arrangements for delivery, setup and pick-up times. K-State Olathe will not be responsible for items left after a function. All vendors must provide proof of insurance.

Vendors must use the loading dock on the west side of the building. Immediately after unloading, vehicles must be moved to the 
parking lot. Arrangements can be made for truck and other large vehicle parking.

Photos

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

Facility Use

Setup and teardown time of the room is included in the 4 or 8-hour time rental. If additional room setup is required, this must be arranged in advance and additional charges will apply.

All guests must vacate the rented space within their allotted rental time. Attendees are not allowed in areas outside those defined by their specific event.

It is the client’s responsibility to ensure all rooms and facilities are left in the same general condition that they were found prior to the event. Groups and/or individuals using the facilities will be responsible for all costs related to clean-up, damages and subsequent repairs 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 moving and/or removal of any fixtures, furniture or furnishings from the building are prohibited.

K-State Olathe is not responsible for any lost, damaged or stolen items.

Smoking

A smoke free/tobacco free policy is in effect inside the building and on campus grounds.

Conceal Carry

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

Safety Alerts

K-State Alerts, the university’s emergency notification system, give campus authorities the ability to communicate emergency information quickly. Visitors to K-State can receive text messages about emergency situations by texting KSTATEVISITOR to 67283.

Decorating

All decorations and rental items must be approved by the K-State Olathe staff. They must be freestanding, including signs. Nothing may 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. No open-flamed candles are permitted.  

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. This includes but is 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 million for each occurrence and $1 million in the general aggregate. 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 10 days written notice prior to the cancellation of such policy.

Cancellation Policy

Cancellations of reservations more than 30 days prior to the event, result in a 100% refund. 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. Receipt of your confirmation via email activates this cancellation policy.

K-State Olathe will make all reasonable efforts to fulfill the reservation contract. However, we reserve the right to cancel any event after providing reasonable notice to the client. Cancellation may occur if K-State Olathe requires the space to accommodate priority events. In such case if cancellation is required, K-State Olathe will do our best to offer suitable alternative dates and accommodations.

Facility Use Agreement

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

 

In order to confirm your reservation, you must return this signed confirmation within 48 hours of receipt.

 



Questions?
Please contact the Events Coordinator at eventsinfo@k-state.edu or 913-307-7307.