Housing and Dining Services

Conference Handbook

Outside Food
Rental Spaces
Rental Time
Decoration
Technical Requirements/Equipment
Event Conclusion
Smoking
Restrictions
Sidewalk Publicity/Solicitation
Solicitation and Tabling
Liability

Outside Food

All events containing food and/or beverage held in Jardine and/or Kramer Events Spaces must be catered by JP’s and other Housing and Dining vendors. We encourage all events that include food to first make a consultation with JP’s Sports Grill, the exclusive caterer for Jardine and Kramer Event Spaces. JP’s has a broad assortment of food and drink options from which to choose. On rare occasions, special circumstances require special catering options. In this case, all food and beverages must be provided by an approved vendor.

  • Per Kansas State University policy, all alcohol must be purchased and provided by JP’s Catering.
  • Food waiver request form must be received by the Housing and Dining Meeting and Events office at least 10 business days prior to the date of the event. Forms received not within this window will be automatically denied.
  • I understand that it is my organization’s responsibility to maintain the cleanliness of the meeting area including the removal of food, utensils and trash. The room must be returned to its original state. Occasionally, events have special circumstances where catering options do not meet the needs of the events such as cultural specific options.
  • Donations: All donated food must be processed or prepared in a licensed food service operation, or in an establishment or place, meeting equivalent requirements of the Kansas State University Public Safety Policies. A letter of donation from the licensed food operator to the Housing and Dining Meeting and Events office must be provided 10 business days in advance of the event.
  • Exceptions may be granted ONLY in limited situations such as to support a specific cultural/religious/ethnic program.

Rental Spaces

Each venue rents separately per the contract terms. Additional items/ spaces may be available for rental. Housing and Dining Services (HDS) Events staff reserve the right to enter any and all areas to enforce the rules and to limit the number of people in the area.

Rental Time

  • Rental time blocks are charged per four-hour time blocks.
  • Events must be completed within the agreed rental times per the contract terms.
  • NOTE: The rental time begins when the first service person arrives and ends when the last guess leaves. Be sure to leave adequate time to clean up at the end of the event.
  • Events may NOT extend past 10 p.m.
  • Everyone must vacate the premises by the end of the agreed rental time or additional charges will be assessed.
  • Rentals beyond agreed rental times per contract terms will incur additional rental fees.
  • For 30 minutes after rental reservation completion time there is a $25 charge.

Decoration

The following decorations are specifically prohibited in the Jardine and Kramer event spaces: confetti (static and cannons), glitter, stickers, spray paint, liquid paint, burning objects, helium balloons, uncooked rice, streamers or poppers. Bubbles and flower petals may be used outside of the buildings only. Balloons are allowed in approved areas; they are not permitted to be released outdoors within the school grounds.

  1. All decorations and equipment must be delivered and set up the same day as the event and removed at the conclusion of the event unless other arrangements are pre-made with the Meeting and Events Accommodations office. HDS reserves the right to bill sponsoring party for the removal of any left items. Please inform your vendors that all pick-ups and deliveries of goods must be coordinated through the HDS Meeting and Events Accommodations Offices to ensure access to the building and/or rental space.
  2. No furniture or decorative objects belonging to HDS may be moved from their respective positions without the permission of the HDS Meeting and Events Accommodations Office
  3. Renter is responsible for making arrangements for renting equipment needed for the event.
  4. Nothing may be nailed, tacked, hung, stapled, or affixed in any way to the facility, inside or outside. Care must be taken with tape. Use of cellophane tape or packing tape on walls and finished wood can pull the finish off. ONLY painters' tape should be used in the HDS Meeting and Events Spaces. The use of tape on ceiling tiles is likely to pull off paint. In no manner will the renter permit any employee, guest, or contracted party to deface, damage or otherwise injure HDS property or its facility.
  5. Candles must be dripless and enclosed in glass container of sufficient height to cover potential flame.
  6. HDS Meeting and Events Accommodations staff does not set up or break down equipment of furniture for the event with the exception of HDS owned tables and chairs. Due to liability, renter and/or caterer must provide adequate staff for set up, event and breakdown.
  7. Renter is responsible for picking up all decorations at completion of event.
  8. Please contact your coordinator a minimum of 48 hours prior to your event to determine set up arrangements
  9. A standard room set up (or default diagram) will be provided for your event if you do not contact the HDS Event Accommodations office at least 48 hours prior to your event.
  10. Only Special Event Staff members are authorized to remove furnishings from spaces due to fire codes.

Technical Requirements/Equipment

HDS will provide basic microphones, audio, and visual equipment in rooms equipped with that technology.

Event Conclusion

  1. Renter agrees to remove all items belonging to the renter at the conclusion of the event (including outside decoration). HDS is not responsible for any items remaining after the event that belongs to the renter’s guests. All unclaimed items will be discarded.
  2. Renter and/or caterer agree to leave facility and grounds in the condition in which they were found when the doors were opened for set-up.
  3. Renter must clean and return all tables and chairs to their original position and/or carts (reference format sheet).
  4. All decorations, food and drink container products and all trash must be collected in plastic bags. For all events serving food, Renter and/or Caterer shall collect all trash generated from the event on the night of the event and place it in a nearby dumpster.
  5. Renter must wash and dry all dishes/utensils used from the Frith Community Center kitchen.
  6. Caterers must leave all food preparation and serving areas neat and clean. This includes but is not limited to the kitchen and all other surfaces used which have food or spillages, including all floors.
  7. Renter will reimburse HDS at cost for labor, supplies, and/or equipment needed or expended should HDS find it necessary, in their sole opinion, to do further cleaning, removal or repairs to return the area to its original condition.

Smoking

  • HDS enforces Kansas State University PPM .080 smoking policy.
  • Smoking is a public health and fire hazard. Locations where smoking is allowed shall be restricted in order to: (A) prevent infringement upon others and (B) create and maintain an environment that is in the best interests of the safety, health, and well-being of all the users of university property.
  • Smoking is not permitted in any university building.
  • Smoking is prohibited within 30 feet of marked entrances to university buildings.
  • The building Authority is responsible for compliance with this policy at each building.
  • Unlawful smoking is a misdemeanor and punishable under state or local law.
  • This policy is effective January 5, 2009 and is in accordance with K.S.A 21-4009, et seq, and the City of Manhattan Ordinance No. 6737. This current policy rescinds the KSU Policy on Smoking in the University Buildings, Dated August 15, 2002.

Restrictions

There are no controlled substances or commercial adverting allowed on Kansas State University premises.

Sidewalk Publicity/Solicitation

Eligible Groups
  • Center for Student Involvement and other registered organizations
  • University departments
  • Residence Halls/Hall Council/RAs
  • Faculty and staff organizations
Sidewalk Publicity Definition

Sidwalk Publicity is a communication written, drawn or a sidewalk sticker posted on campus sidewalks near or around residents halls/dining centers/apartments. This policy only applies to Housing and Dining Services (HDS) property, including but not limited to residence halls, Jardine Apartments, dining centers and any sidewalks in the general vacinity of these areas. Please contact HDS in Pittman Hall with questions about which sidewalks are governed by HDS. This policy is in accordance with Kansas State University's PPM 8570.060 publicity regulations.

Process

in order to submit a request for approval, an individual must complete this survey in its entirety. You will then receive a response from Housing and Dining Services once the request has been processed. This survey must be completed two weeks in advance of your desired publicity date.

Regulations
Location of Publicity
  • The publicity may only be on flat, horizontal paved/concrete surfaces of campus sidewalks. Sidewalk publicity must not be placed on curbs or back of steps, on brick surfaces, on buildings, benches, planters, trash containers, pillars, under building overhangs or anything other than the above mentioned flat paved/concrete surfaces.
  • All publicity must be placed at least 30 feet from the building.
  • Each approval for sidewalk publicity gives approval for five (5) separate postings around any of our residence halls/Jardine Apartments/dining centers. See available maps for HDS property.
  • You may only request up to five (5) separate postings per event.
Publicity Guidelines
  • The publicity must be for a university sponsored event or organization.
  • The sponsoring organization's name must appear in the publicity.
  • Publicity may be posted for no more than 2 weeks at a time.
  • Measurements of each individual posting may be no more than 5 feet by 5 feet.
  • One group of organization's publicity may not touch or overlap another's location or posting.
Approved and Disapproved Modes of Publicity
  • You may use approved sidewalk stickers, water soluble sidewalk chalk or water soluble spray chalk for sidewalk publicity.
  • You may NOT use spray paint or non-water soluble spray paint chalk for sidewalk publicity.
  • All university food safety guidelines or othe univerisity enforced protocols must be adhered to.
Placement and Clean-Up of Publicity
  • Eligible groups that receive approval are the only ones that may place sidewalk publicity.
  • The student/organization is responsible for clean-up of the chalking/sticker within the alloted 2 week period.
Additional Applicable University Policies

Please refer to the "Non-Registered Organizations or Individuals" and "Standards for On-Campus Publicity" policies.

Exceptions to these regulations will be handled on an individual one-time basis. Contact the Department of Housing and Dining Services office in the Pittman Building.

Abuse of Privileges
  • Violation of the regulations shall result in the removal of the materials.
  • Students abusing these regulations may be referred to the Center for Student Involvement
  • Registered organizations abusing these regulations may be referred to the Center for Student Involvement.
  • Violations by off-campus organizations or individuals will result in a statement of policy and a copy of these regulations being sent to the organization or the business involved. Further infractions by the same group will result in a letter being sent to the Chamber of Commerce or Better Business Bureau of the town and a complaint filed with the Kansas State University Police Department.
  • Appeals, questions or suggestions may be directed to the Department of Housing and Dining Services office in the Pittman Building.

Solicitation and Tabling

Eligible Groups

  • Center for Student Involvement and other registered organizations
  • University departments
  • Residence Halls/Hall Council/RAs
  • Faculty and staff organizations
Solicitation Definition

An eligible group distributing literature/tabling of a university sponsored event outside of residence halls/Jardine Apartments/dining centers. If you are wanting to distribute literature/ table for a university sponsored event inside the dining centers, please contact Association of Residence Halls (ARH).

Process

In order to submit a request for approval, an individual must complete this survey in its entirety. You will then receive a response from Housing and Dining Services once the request has been processed. This survey must be completed two weeks in advance of your desired publicity date.

Regulations
Location of Solicitation
  • The distribution of materials or solicitation should not unreasonably interfere with movement of traffic, classes or other scheduled activity.
  • All solicitation must take place at least 30 feet from the building.
  • Each approval for solicitation give approval for five (5) separate solicitation/tabline around any of our residence halls/Jardine Apartments/ dining centers.
  • You may only request upt to five (5) solicitations/events.
Publicity Guidelines
  • Eligible groups are the only onces that may solicit.
  • The solicitation must be fore a university sponsored even or organization.
  • The sponsoring organization's name must appear on the literature/table.
  • Solicitation activities may occur for no more than 2 weeks at a time.
Approved and Disapproved Modes of Publicity

All university food safety guidelines or other university enforced protocols must be adhered to.

Additional Applicable University Policies

Please refer to the "Non-Registerd Organizations or Individuals" and "Standards for On-Campus Publicity" policies.

Exceptions to these regulations will be handled on an individual one-time basis. Contact the Department of Housing and Dining Services office in the Pittman Building.

Abuse of Privileges
  • Violation of these regulations shall result in the removal of all materials.
  • Students abusing these regulations may be referred to the student judicial system.
  • Registered organizations abusing these regulations may be referred to the Center for Student Involvement.
  • Violations by off-campus organizations or individuals will result in a statement of policy and a copy of these regulations being sent to the organization or the business involved. Further infractions by the same group will result in a letter being sent to the Chamber of Commerce or Better Business Bureau of the town and a complaint filed with the Kansas State University Police Department.
  • Appeals, questions or suggestions may be directed to the Department of Housing and Dining Services office in the Pittman Building.

 

 

Liability

I understand all requests are approved in accordance with University regulations regarding use of KSU HDS facilities and are subject to cancellation if conditions make it necessary. I understand faculty advisors, sponsoring departments, and/or requesting group will be responsible for their group's activities and conduct during the function and may be required to pay for repair or replacement of damaged areas or items. I understand prompt payment of expenses incurred is the responsibility of the sponsoring entity or individuals in the case of campus partner activities. Use fees are payable in advance. Abuse of these regulations may result in restricted or withdrawn privilege.