Policies and Procedures

Read about the policies and procedures involved with hosting an event at K-State Olathe.

Policy Index

 

 

Room Reservations

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

Event type, anticipated attendance, room configuration and program needs will determine which spaces are best suited for your event. Final room assignments will be decided in consultation with the Events Team.

The final guest count, room setup needs, audiovisual requests, catering arrangements and all other service orders must be finalized no later than 10 days prior to the event.

Hours of Operation

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.

K-State Olathe is typically closed on weekends. Weekend availability my be considered for larger events. Pricing available upon request and will include additional costs associated with opening the facility and providing personnel necessary to support building operations.

Event Invoicing

Pricing provided with your reservation confirmation is an estimate only and may be adjusted based on changes to the event, additional services, rental items and consumption-based charges incurred during your event. Final charges will be reflected on an invoice emailed to the client following the completion of the event.

Facility Use

Room setup and breakdown are included within the contracted 4-or 8-hour rental period. If additional setup time or services are required, arrangements must be made in advance and additional charges may apply.

Guests must vacate the rented space at the conclusion of the contracted rental period. Attendees should remain in areas designated for their event.

The client is responsible to ensure that all rooms and facility areas are left in the same general condition in which they were received. The client will be responsible for any costs associated with excessive cleaning, damage or repairs resulting from use of the facility.

Moving or removing fixtures, furniture or furnishings without prior approval is prohibited. K-State Olathe is not responsible for lost, damaged or stolen personal items.

K-State Olathe will make reasonable efforts to fulfill confirmed reservations; however we reserve the right to cancel, modify or reassign event space when necessary to accommodate operational needs. Clients will be provided advance notice whenever possible. If a room reassignment is required, every effort will be made to provide a space of equal or greatersize and comparable function.

Event Catering

Food served or consumed at K-State Olathe must be provided by one of our approved catering partners. See our catering partners.

Beverages and Snacks

Beverages and snack service must be ordered in advance through K-State's in-house services. Available selections and pricing are shown on the catering list. Items may be replenished during your event and are billed based on consumption. Clients may provide their own individually wrapped snack-type items only for their event.

No other outside food/beverages may be brought into K-State.

Catering Staffing Requirements

Events with 50 or more guests that include catered food service are required to have appropriate fullservice catering staff onsite throughout the meal service to assist with buffet setup, service, cleanup and care of the event space.

Catering staffing must be provided by the catering company and may not be replaced by client-provided volunteers or event attendees.

If the selected approved catering partner does not provide full-service staffing, K-State Olathe may provide internal catering support. A $250 catering staffing surcharge will be applied to the final invoice.

This requirement generally does not apply to pizza delivery, individually boxed meals or continental breakfast service unless additional service or support is required.

Alcohol

Alcohol may 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 isto be served at an event. Additional security or other event requirements may apply.

Alcohol use is restricted to approved events and must comply with the applicable City of Olathe ordinances and State of Kansas laws and regulations. The individual or organization 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 Rental Items

Linens and other specialty rental items may be arranged based on the event's room setup and service requirements.

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

Vendors

All delivery and pickup arrangements must be coordinated in advance with the Events Team. K-State Olathe is not responsible for vendor or client items left after an event. Vendors must provide proof of appropriate insurance. The west-side loading dock is recommended for deliveries; vehicles must be moved to the south parking lot after unloading. Advance arrangements may be made for food trucks and other large vehicles.

Parking

Complimentary parking and EV charging stations are available for event guests and visitors

Smoke Free, Vape Free and Tobacco Free

A smoke free, vape free and tobacco free policy is in effect inside the building and on building grounds.

Large-Scale and Multi-Day Event Reservations

Events that reserve a majority of K-State Olathe rooms, or events scheduled for three or more consecutive days, are considered large-scale events and require a signed Event Reservation and Cancellation Agreement. The client must sign and return the agreement as directed. A non-refundable deposit equal to 25% of the estimated room charges is required, and will be applied toward the final invoice. Once executed, the client is committing to the rooms and spaces identified in the agreement.

Reserved room space may not be reduced after the agreement has been executed. Additional rooms or spaces may be requested and will be assigned based on availability.

Wi-Fi and Audiovisual Support

Complimentary guest Wi-Fi is available throughout K-State Olathe. The Wi-Fi access is KSUGUEST with no password required. Clients should contact the IT department prior to their event to discuss AV needs. Only staff are allowed to reconfigure AV equipment. Depending on the size, type or technical needs of an event, associated charges may apply.

For additional IT information or help, email the IT team or call them at 913-307-7359.

Hospitality Staff

Hospitality staff may be required for events scheduled after 5 p.m. that include a reception, food, beverage, bar service or other hospitality-related activities. Additional staffing may be required depending on the size, type or service needs of an event. Associated charges may apply.

Housekeeping

Additional housekeeping or custodial staff may be required depending on the size and type of event. Associated charges may apply.

Security

Building security personnel are onsite during all operational hours. 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. Associated charges may apply.

Security Contact Information

  • Olathe Police: 911
  • Campus Security Office: 913-307-7318
  • Campus Security Cellphone: 913-274-6274
  • Campus Security Evening Cellphone: 913-953-7696

An automated external defibrillator, or AED, and first aid station are located near the front reception desk.

Facilities

For onsite building assistance.

  • Office: 913-307-7309
  • Cellphone: 913-953-6050

Cancellation Policy

If an event is canceled 30 or more days prior to the first scheduled event date, room rental charges will not apply; however, the 25% deposit remains non-refundable, if applicable.

Cancellations made between 7-29 days prior will be charged 50% of the room rental fee. Cancellations made 7 or fewer days prior to the event will be charged 100% of the room rental fee.

Decorating

All decorations and rental items must be approved in advance with the Events Team. Nothing may be attached to the walls, doors or ceiling without the use of blue painter's tape or removable mounting products. Open flame candles, glitter, confetti and sidewalk chalk are not allowed.

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.

Insurance and Liability

The renter agrees to indemnify, defend and hold harmless K-State Olathe, the State of Kansas, the Kansas Board of Regents and their respective officers, employees and agents from and against claims, liabilities, losses, costs and expenses arising directly or indirectly from the renter's event or use of K-State Olathe facilities. This includes, but is not limited to, claims involving bodily injury, death, property damage or loss resulting from the activities or presence of the renter and its officers, employees, agents, contractors, vendors, licensees, guests or invitees in connection with the event. Applicable costs may include reasonable legal fees, investigative expenses, discovery costs and court costs.

Safety Alerts

K-State Alerts is Kansas State University's emergency notification system and allows campus officials to communicate important emergency information quickly. Visitors may receive K-State emergency text notifications by texting KSTATEVISITOR to 67283. Message and data rates may apply. Learn more about K-State Alerts.

Accessibility and Service Animals

K-State Olathe is committed to providing an accessible facility and complying with applicable requirements of the Americans with Disabilities Act (ADA). Animals are not permitted inside the building except when the animal is part of an approved academic program or event, or when the animal qualifies as a service animal under the Americans with Disabilities Act. A service animal must be trained to perform work or tasks directly related to an individual's disability and must remain under the control of its handler at all times.

Conceal Carry

The Kansas Personal and Family Protection Act permits concealed carry of handguns, including on college campuses. Learn more about K-State's weapons policy.

 

 

Policy Page Agreement

When filling out the online event reservation form, you'll be asked to read and digitally sign that you understand and agree to comply with the policies on this page.

Contact Us

Events Coordinator
Office Hours
Mon-Fri: 8 a.m. - 5 p.m. CST