Facility Rental Information

Guidelines, Capacities, Fees

Click here for inside "The Station" photos

Click here for photos of wedding and/or receptions, expos, fundraisers

Procedure for renting the Great Overland Station Facilities:

Scheduling of events should be done as early as possible.  The following information is needed to determine the availability:

• Date of the event  

• Purpose or type of event (wedding, reception conference, training, anniversary, etc.)

• Profit or non-profit event

• Number of people attending

• Standing only or seated

• Activities that will take place

• Beginning and ending time of the event

• Special needs

 

To schedule a walk through of the facilities please contact The Station at 785-232-5533 and ask for Genevieve Nichols at ext 14. Walk throughs can be scheduled on the following days and times:

Tuesday - Saturday:   10:00 am - 3:00 pm

Sunday:                      1:00 pm - 3:00 pm

Closed on Mondays and Federal Holidays

FEE STRUCTURE

Pricing is based on number of hours and number of guests.    

  We have 10 hour rentals, 7 hour rentals, or 4 hour rentals.

Additional hours can be added to the 10 hour rental at $100 per hour.

Included in the hours is 2 hours for setup and 1 hour for cleanup at the end of the event.    

All events must end at 11:30 pm and out of the building by 12:30 am

Example:   10 hour event could be 2:30 pm to 12:30 am

                     7 hour event could be 4:30 pm to 11:30 am  

 Included in the rental fee: pre-event planning meeting, table and chair setup and tear down, cleanup during and at the end of the event, taking out trash, maintaining the floors during the event, final kitchen inspection and get signoff for the cleaning from the caterer.  This may be done again at the end if the kitchen was used after the caterer has left.

 

SECURE THE DATE

To lock in the date on the calendar, we need to have a signed Facilities Use Policy and Rental Agreement along with ½ of the rental fee.  Please call The Station for fees and agreements.

The balance of the rental fee and a $300.00 security/cleaning deposit will be due at the Pre-Event meeting 4-6 weeks prior to the event.  More information can be found in our Facility Use Policy upon request.

PRE-EVENT MEETING

The pre-event meeting will be scheduled 4-6 weeks prior to the event.  We will collect the balance of the rent due, collect a separate check for the $300 security/cleaning deposit, get the names and phone numbers of the point of contact for the event, caterer, decorator, dj, florist, rental deliveries, and other details.  We will also schedule the hours that were purchased for the event to determine when access to the building for set up will begin.

The security check will be returned within 30 days of the event.  If there is any damage or extra cleaning, photos will be taken and a call will be made to discuss the situation.  The amount will be determined and withheld from the $300.  If the leasee wants to pay separately, we will hold the check until the payment has been received and cleared or paid by credit card.

Rehearsal times, if available, cannot be determined before this time.

GENERAL INFORMATION

(more details available in the Facility Use Policy)

Items available for setup:

• 40 round tables - 60 inches in diameter / 29.5 inches tall
• 10 8 foot long tables -  30 inches wide / 29.5 inches tall
• 10 6 foot long tables - 30 inches wide / 29.5 inches tall
• 200 cushioned chairs - black frames and burgandy covering
• Measurements of cushioned chairs: 17 inches back of chair width, 19" wide by 16" front to back seat width, 18 1/2" floor to top of seat cushion, 37" floor to top of chair back.
• 125 black folding chairs
• Ash trays and trash containers are provided outside the setup Main Waiting Room doors.  THIS IS A SMOKE FREE FACILITY.

Access to kitchen:

• East Gallery and Main Waiting Room rentals will have access to the catering kitchen.  
• There is NO facility for doing any cooking in the catering kitchen.
• A licensed food service provider is required in order to use the catering kitchen.  We must have their license on file.
• Kitchen includes a large refrigerator, freezer, warming oven, 3 large stainless steel working tables, and microwave.
• Trash containers, cleaning supplies, paper towels are provided.
• The kitchen must be cleaned by the caterer and/or the leasee.  Sign off is required.  Additional fees will be charged if not cleaned.
• Nothing can be placed in front of the fire extinguishers.
• A separate door is available for the caterers.
• Everything must be removed from the kitchen (this includes all dinnerware and decorations, rental items, etc) at the end of the event.

Decorations:

• Linens are NOT provided by GOS.  You can either rent them yourself or through the caterer.
• Nothing can be hung on the walls, windows, doors, stairways, display cases, or ticket booth area.
• Candles can be used on the tables but must be inside a glass container.  The structure and location of free standing candles must be approved prior to the event.  
• Only low candles can be placed on the window seals and must have a cloth under the candle or anything else placed there.  The candle must not melt down to where it will be hot on the woodwork.  
• Candelabras can be used during the wedding but candles must be extinguished immediately after the wedding.  Battery operated candels are also acceptable.
• Hanging of lights and tulle on the balcony will require prior approval and must be hung with ribbon tied loosely only.  No greenery or anything with wire can be used.
• No confetti, glitter, bird seed, rice, etc. can be used on the tables or decorations.  If used, there will be a $200 fee if it is determined additional cleanup is needed.
• Everything that is brought into the building must be removed from the building at the end of the event.  There are NO exceptions.
• Items that are left behind will be disposed of.

Logistics:

• There are restrooms at the West end and East end of the Main Waiting Room.  They are handicap accessible.
• Water fountains are located by the West and East restrooms.
• An elevator is located in front of the restrooms at the West end of the Main Waiting Room.
• In case of severe weather, you will be directed to the hallways and a limited number of people can go to the basement.
• The staff will keep the guests informed of any severe weather conditions that are announced on the weather monitor.
• Lighted Parking is provided along the entrance streets, and on the south side of the front of the building.  
• Loading and unloading is done on the street in front of the building.  NO DRIVING IS ALLOWED ON THE WALKWAY ON FRONT OF BUILDING.
• Large lighted parking lots are provided to the East and to the West of the building.
• Buses can unload guests in front of the building on the brick walkway between the two canopies, then park the buses in the East parking lot.  The area is marked with a Buses Only sign.
• NO FIREWORKS or any kind (including sparklers) are allowed inside the building, outside around the building, on the All Veterans Memorial, or any of the property grounds.

Alcoholic Beverages:

• NO RED WINE, red punch, grape or dark colored drinks are allowed.  This is due to staining the walls, floors and carpets.  Ask for more details.
• Alcohol CAN NOT BE SELF SERVED.  You must have a bartender.  The bartender will be required to follow all applicable State and Federal laws, including ensuring alcohol is not served to guests who appear to be intoxicated and that guests consuming alcohol are of legal drinking age.
• The bartender can NOT be a guest at the event nor will they consume any alcohol during the event.
• The persons bringing the alcohol and serving the alcohol are responsible if anything happens to anyone who leaves the building.  
• Guests will NOT be allowed to bring any beverages into the building or out of the building. This includes water, pop, etc. This is monitored by staff and security officers.  If there continues to be an issue, the security officers will escort those individuals off the property.
• If alcoholic beverages are found with a person on the property, it will be taken to the bar and available to anyone.
• No sale of alcoholic beverages except by a person or entity licensed by the Director of Alcoholic Beverage Control under the Kansas Club and Drinking Establishment Act and/or City of Topeka.  A one day permit is allowed but must be presented at the time of the pre-event meeting.  This can be obtained from the Alcohol and Beverage Control division.  
• If permit is not presented at the pre-event meeting, alcoholic beverages will not be allowed to be sold.  Permits will be posted behind the bar area.
• The bar will close 15 minutes prior to the end of the event or by 11:30pm.

A copy of the detailed Facility Use Policy is available by calling Genevieve Nichols at 785-232-5533 ext 14.

Main Waiting Room and Balcony /     4,700 Total Square Feet

Enjoy the beauty of the chandeliers, the painted ceilings, the beautiful woodwork and carvings in the lovely Main Waiting Room and Balcony.   This space is available for weddings, receptions, corporate events, trade shows, luncheons, reunions, proms, anniversaries, fundraisers, all-day meetings and more. 

Having your wedding and/or reception at the Great Overland Station will leave a lasting memory for you and your guests.  We are here to help make this a very special day and will make every effort to accommodate your wishes while staying within the guidelines mentioned in the Facilities Use Policy. 

The capacity varies based on the type of event, whether you will have a dance floor, and the floor plan that you select.  Please call for more details as it relates to your type of event.

East Gallery /   2,170 Square Feet

The East Gallery provides an elegant room for smaller events.  The room can accommodate setups for classroom style, breakout groups, expos and more.

Conference Room

The Conference Room is available for meetings, training sessions and additional space for wedding/receptions.  It will accommodate up to 15 guests.