Facility Rental

Request Process

Please submit a completed Facilities Rental Request Form to dolerental@ku.edu. We need to know all the information on the form in order to fully understand if we can meet your event needs. We evaluate requests on a biweekly basis and will inform you of our decision within 10 business days of submission. If your event is accepted, you will receive a confirmation email with an estimate of charges.

We look at a variety of factors when deciding which events to approve for rental. These include adherence to the facility use policies, current priorities, staff availability, and scheduling considerations. Priority in scheduling is given to Dole Institute events. Approval of a similar event in the past does not mean a new event can be accommodated. Dole Institute facilities may not be used for personal events and charging admission fees to attend events or doing any form of fundraising at the Dole Institute is strictly prohibited.

General Guidelines

Accessibility & Parking

ADA accessible parking is available. All parking is ample and free in the lot adjacent to facility.

Alcohol Policy

Approval from the University of Kansas provost’s office is required to serve alcohol and is only possible for official University events and programs. Contact KU Catering at kucatering@ku.edu to inquire about the approval process and ordering.

Cancellation Policy

Written notification of event cancellation must be received at least seven days prior to the event date. If notification is not received, a $100 fee will apply.  Written notification of cancellation must be made to  dolerental@ku.edu.

The Dole Institute reserves the right to cancel or reschedule any rental event due to causes beyond reasonable control.

Catering

KU Catering must be used for all events serving food (exemptions can be requested through KU Catering). This includes items like cookies, punch, bottled water, and coffee, as well as boxed lunches or served meals. All serving staff, table linens, china and glassware are included in catering costs.  Contact KU Catering at kucatering@ku.edu.  For more information, visit the KU Catering website: http:/dining.ku.edu/catering.

Linens

The Dole Institute does not provide linens for rental events. If you are placing a catering order with KU Catering, they are able to provide linens for buffet or refreshment tables, dining tables or cocktail tables. Please inquire with KU Catering staff at kucatering@ku.edu.

Decorations

Notify the Dole Institute staff in advance for approval of any decorating plans. All decorations must be removed at the conclusion of the event. Please be advised that tape, pins or nails cannot be used on wood panels, walls, or glass.

KU Concealed Carry Policy

Individuals who choose to carry concealed handguns are solely responsible to do so in a safe and secure manner in strict conformity with state and federal laws and KU weapons policy. Safety measures outlined in the KU weapons policy specify that a concealed handgun:

• Must be under the constant control of the carrier.
• Must be out of view, concealed either on the body of the carrier, or backpack, purse, or bag that remains under the carrier’s custody and control.
• Must be in a holster that covers the trigger area and secures any external hammer in an un-cocked position
• Must have the safety on, and have no round in the chamber.

Individuals who violate the KU weapons policy may be asked to leave campus with the weapon and may face disciplinary action under the appropriate university code of conduct.

Security

If any special security is required, it is the responsibility of the requesting organization to make arrangements. The Dole Institute must be notified of this at the time of rental application, or we reserve the right to refuse hosting the event.

Vendors

Non-retail vendor booths are allowed to set up and display general information and to give away information to participants. Distributed information should be approved by the Dole Institute.

Wi-Fi

KUGUEST wireless network is available to all campus visitors. JAYHAWK secure wireless network is available to all KU faculty, staff and students with a valid KU online ID.

Room Rates and Capacity

Room rates apply to all organizations.  We do not offer reduced rates based on profit status.

Rhodes Conference Room ($150):  Rhodes Conference Room seats 20 people around the conference table.

Simons Media Room ($700): Simons Media Room seats 80 guests for a theater-style presentation, approximately 50 for a sit-down meal, and 50 for a classroom style set-up with tables (varies with table size and set-up).

Hansen Hall ($1,000): Hansen Hall seats 120 guests for a sit-down meal, 250 for a theater-style presentation, and 275 for a reception. Please note: Hansen Hall is a museum and open to the public 360 days a year. Rentals during the day must be approved by the Director.  If approved there is an extra $1000 fee in addition to the rental fee. 

Additional Room-related Charges

Overhead Fee: All groups are charged a flat fee of $150 in addition to the room rental fee. This fee covers our actual costs to provide these services including but not limited to room set-up, clean-up, use of A/V equipment*, Internet access and Institute staff time during business hours.

*Audio/Visual equipment includes: Lectern microphone (in Hansen Hall or Simons Media Room), TV monitors to display PowerPoint/videos/etc. (in Simons Media Room only)

Audio/Visual Support: The Dole Institute can provide a lectern microphone (in Hansen Hall or Simons Media Room) and TV monitors to display PowerPoint/videos/etc. (in Simons Media Room only). Please note that the Dole Institute does not provide a laptop computer. If you wish to display a PowerPoint or other visual aid on our monitors, you must bring a laptop with an HDMI port to connect to our system.

If you require more extensive A/V support such as wireless mics, the loop hearing system, the projector, live streaming or videotaping, please consult with our approved vendor Mark Crabtree. He will provide you an estimate of costs and bill you separately for A/V services.

Mark Crabtree
Treetop Productions
785-550-4327
markcrabtreeks@gmail.com

Outside Business Hours Fee ($50/hour): Additional charge of $50 per hour applied for events starting before 9:00 a.m. and after 5:00 p.m. Monday through Friday, all day Saturday, Sunday & holidays. Time to set up prior to the event and clean up after the event is considered when applying this fee.

Buffet set-up in Hansen Hall ($250): For events in Simons Media Room, there is an additional room use fee of $250 for a buffet set-up in Hansen Hall.

Cleaning and Damage Charges: All trash and items brought in must be disposed of or removed by the renter upon conclusion of the rental event. Additional charges will be billed for carpet cleaning resulting from spills, other accidents or abuse of property. Repair or replacement costs will also be billed. The Dole Institute is not liable for damage or injury to outside persons or equipment used for events.

Use of Dole Institute Office Equipment: A 10¢ per page charge is assessed for photocopies. Guests may use phone or fax at no charge.  Please ask the front desk personnel for assistance.

Questions? Contact dolerental@ku.edu.