Facilities Rental
download Facilities Rental Application (pdf)
Rental of Dole Institute facilities is available to eligible groups for speaker presentations, meetings, press conferences, receptions, and dining events.
All reservations, confirmations and/or inquiries must be made in written form and submitted by email or FAX to:
ldbush@ku.edu or FAX 785-864-1414
Eligible Groups
- KU: University of Kansas Academic, Departmental or Student Organization sponsored events
- Non- KU: Local / State / National Government sponsored meetings, or charitable/non-profit sponsored events.
NOTE: (The Dole Institute, a State Facility, may not be used for fund-raising events for candidates, political parties and organizations.)
Rental Policy & Guidelines
Availability
During fall and spring semesters the Dole Institute will be blocked to all rental events Tuesday – Thursdays. This includes all rooms: Hansen, Simons and Rhodes for evening events. Any exceptions must be approved by the Dole Institute Director. (Email inquiry to ldbush@ku.edu )
Room Rates & Capacity
Room Rates apply to all organizations.
We do not offer reduced rates based on profit status.
Hansen Hall (Evening & Early Morning Use Only)*
Rate: $800
Capacity:
- 150 for sit-down dinner or breakfast
- 300 for a theatre-style presentation
- 325 for reception
See photos of Hansen Hall on right.
Rhodes Conference Room
Rate: $100
Capacity: 16 at conference table
A $25 set-up fee will apply if any changes to standard table configuration are made and if food will be served.
See photos of Rhodes Conference Room on right.
Simons Media Room
Rate: $300
Capacity:
- 120 for a theatre-style presentation
- 75 for a sit-down lunch or dinner
- 80 for classroom style with tables
No charge to KU users for public lectures, symposia, or other public educational activities during regular business hours if there is no special set-up required.
See photos of Simons Media Room on right.
Chair Options
Padded folding chairs are standard with all room set-ups. If you choose to use the fixed-back armed or armless chairs, there is an additional $150 set-up fee.
Additional Room-related Charges
- Additional charge of $40 per hour applied for events starting before 9:00 a.m. and after 5:00 p.m. Mon. thru Fri.; All day Sat., Sun. & holidays.
- For events in the Simons Media Room, there is an additional room use fee of $200 for buffet set-up in Hansen Hall.
- For all Hansen and Simon events: Room set-up charges $125. If food and drink are served, there is a $50 clean-up fee.
- Tablecloths (other than those provided by catering) are available at a rental cost of $5.00 each.
Catering
KU Catering must be used for all events serving food, no exceptions. This includes items like cookies, punch, bottled water, and coffee.
- KU Catering Contact:
- Whitney Fox, Catering Coordinator wlfox@ku.edu
(864-2444) for more information. KU Catering website
- Servers: all serving staff provided by University of Kansas Union Catering
- Table Linens, China, and Glassware included in catering costs
Alcohol Policy
Approval of the University of Kansas Provosts Office required; approval possible only for official University events and/or fund-raising activities for University programs.
If approved, alcohol is provided by user group, not KU catering; kegs not permitted.
Service of drinks must be provided by KU Union Catering staff. Alcohol may not be sold. Maximum service time – 90 minutes.
Decorations
Notify the Dole Institute staff in advance for approval of any decorating plans. All decorations must be removed by the conclusion of the event.
Security
If any special security is required, it is the responsibility of the requesting organization to make arrangements. The Institute must be notified of this at the time of rental application or we reserve the right to refuse hosting the event.
Cancellation Policy
If no special set up was required, there will be no cancellation fee. If a special set up was ordered, we must receive cancellation notice in writing by noon the day before the scheduled event. Otherwise, a $150 cancellation fee will be charged.
Audio/Visual
Audio/Visual equipment is available for use including PowerPoint presentations, internet connection, DVD, CD and cassettes. Please contact the staff for your needs.
A/V Charges
- $150
- Laptop use $100
Videoconference
- Videoconferencing service is available.
- $225 per hour, additional line and connection charges may apply.
Videotaping
Videotaping services are available if requested at the time of room scheduling. Fees are $150 per hour. DVD of the presentation, $10.
Vendors
Non-retail vendor booths are allowed to set-up and display general information and to give away information to participants.
Cleaning and Damage Charges
- 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.
Use of Institute Office Equipment
- A ten cent per page charge is assessed for photocopies.
- Guests may use phone or fax at no charge.
Please ask receptionist for assistance.
Accessibility & Parking
- ADA accessible
- Parking: plentiful, free lots adjacent to facility
Availability and Terms
- Requests are processed via e-mail ldbush@ku.edu.
- Payment is due within 10 days of invoice.
- No requests are taken over the phone.
- Written inquiries are to be sent to:
- Lawrence Bush, Director of Facilities and Events
Fax: (785) 864-1414
Email: ldbush@ku.edu
Dole Institute of Politics
2350 Petefish Drive
Lawrence, KS 66045
