Policies and Procedures

To reserve space at K-State Olathe, fill out this event reservation form and submit it.

Event type and guest numbers will determine which rooms are best suited for your specific needs. Room reservations will be decided after consultation with your event coordinator.

All setup needs, audiovisual requests, catering arrangements and any other service orders, need to be finalized no later than one week prior to your event.

Regular Hours

Monday – Friday: 8 a.m. to 5 p.m. (building opens at 7:30 a.m.)

After Hours

Monday – Friday: 5-10 p.m. (room rate increases after 5 p.m.)

Weekend Hours

K-State Olathe is typically not open on the weekends. Pricing available on request for larger events to open the campus and to hire personnel to run operations.

Additional personnel charges will apply to events held outside our regular operating hours. This will include hospitality staff, AV support, custodial and security personnel. Pricing provided during the planning stage of the event.

To confirm your reservation, read, sign and return the policy agreement within 48 hours.

Execution of this agreement will evidence understanding of the policy and guidelines of K-State Olathe. By signing this agreement, the renter agrees to comply with policy and guidelines.

The pricing information included in this confirmation is a quote only and may be subject to change due to, event updates, additional services and consumption-based costs during your event. The total charges will be reflected on your final invoice that will be emailed to you following the completion of your event. Preferred payment method via ACH (checks also accepted) with a 15-day net. If remitting payment by credit card, a 3.5% credit card convenience fee will be added to your total amount due.

All food and beverages served or consumed at K-State Olathe must be provided by one of our approved catering companies. Clients are allowed to provide their own individually wrapped snack type items for their event. The approved catering list can be found on the website, within this packet or by request.

K-State Olathe in-house beverage service is provided for your event from items you select. Beverage and in-house snack service items to select from are found on the approved catering list. They are replenished during your event and billed on consumption.

Alcohol can only be served at private events through an approved caterer licensed to serve alcohol. Request a listing of current licensed caterers. Notify K-State Olathe in advance if alcohol is to be served at an event. Additional security may be required.

Alcohol use is restricted to specific event permits in compliance with City of Olathe codes. 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. The individual or agency sponsoring the event assumes responsibility for compliance with all laws governing the dispensing and serving of alcoholic beverages. Only persons of legal drinking age may possess, be served or be permitted to consume alcohol.

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 surcharges, will be provided during the planning of your event. The client is responsible for all replacement costs of any lost or damaged items.

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

All guests need to 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, damage and subsequent repairs caused by the 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 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.

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 the room rental fee. Cancellations made less than 7 days prior to an event will be charged 100% of the room rental fee. Receipt of your cancellation 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 a case if cancellation is required, K-State Olathe will do our best to offer suitable alternative dates and accommodation.

All decoration and rental items must be approved by the event coordinators. Nothing should be attached to the walls or ceiling without the use of blue tape or re-stickable mounting tape. Open flame candles, glitter or confetti are not allowed.

All vendors should contact the event coordinators prior to the event to plan for delivery, setup, and pickup times. K-State and K-State Olathe are not responsible for items left after an event. All vendors must provide proof of insurance. Use of the loading dock on the west side of the building is the easiest way to access the building. After unloading, vehicles need to be moved to the south parking lot. Arrangements can be made for food trucks and other large vehicle parking.

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.

K-State Olathe provides complimentary guests Wi-Fi for all visitors in the building. The Wi-Fi access is KSUGUEST with no password required.

Contact the IT Department at OlatheIT@ksu.edu or 913-307-7359 prior to your event to discuss your audiovisual, or AV, needs. Only staff are allowed to reconfigure AV equipment.

AV support is included in your room rate during regular hours.

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

The facility hereby warrants that it is following all public accommodation requirements of ADA. Our building is completely handicapped accessible.

Animals are not permitted in the building. Exceptions are animals used as part of an academic program or event; ADA-defined service dogs that have been 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.

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

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 k-state.edu/police/weapons.

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 at all three campuses by texting KSTATEVISITOR to 67283. Users will receive notifications by text message when K-State Alerts are activated for any of the three campuses.

Kansas State University does not charge for this service; however, carrier message and data rates may apply. Text messages are sent on an as-needed basis. This service is provided per the Rave Mobile Safety Terms of Use and Privacy Policy. Text STOP KSTATEVISITOR to 67283 to cancel or HELP for tech support.

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.

Additional housekeeping staff may be required if the 
event size or type requires extra service.

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.