FAQs
Basics:
What does gallery staff take care of, and what do I need to handle, when it comes to logistics?
Gallery staff will set up all tables, linens and chairs prior to the event start, and we take them down
following the event. We will also be on site throughout your event, overseeing our bartending staff and
making sure vendors have all of their questions answered. As event client, you will coordinate all of
your orders with vendors, and handle decorating for your event.
What is required from me by gallery staff prior to the event date?
You will provide information to gallery staff regarding your music plans, catering, any rental company
information necessary, a timeline for the event, your alcohol and nonalcoholic drink order, and a floor
plan. Our events coordinator will work with you on all of these things!
Booking:
Can I put a date on hold for my event?
With full contact information (name, email address, phone number), we can put a temporary hold on
your event date while you are checking all of the details on your end. If another potential client
requests to book on the date with your hold, we will notify you and give you three (3) business days to
either release your date or finalize your booking.
How to I finalize my event booking?
We can send you a contract to digitally initial and sign, to secure your booking. At that same time, we
send you a deposit invoice for 50% of the total rental rate. The remaining 50% is due by the event date,
and we send you a final invoice after the event for all other charges (bar, nonalcoholic drinks, table/linen
rentals, extras, etc.)
Are event deposits refundable?
Our event deposits are nonrefundable, but event clients can transfer their deposit to another available
date if needed.
Gallery Access and Decorations:
When can I access the gallery to decorate for my event?
For nonwedding private events, clients will have access two hours prior to the event start time to load in
personal items and decorate. Wedding clients have access to decorate and meet delivering vendors at
8am on their wedding date. For all events, clients/coordinators must remove all personal belongings
and decorations in the hour after the event end time.
What are the decorating policies?
As far as decorations, we do not allow confetti, glitter, bubbles or fog machines. We allow real candles,
as long as the top of the flame is below glass – all lit candles MUST have glass around them. Nothing can
be attached to the walls or hanging in front of artwork, but we can meet with you personally if you have
decorations you wish to hang, and put together a plan to hang your decorations from our ceiling using
our existing hardware.
Caterers:
Can I bring my own food to my event?
We require licensed caterers for food that is served within the gallery. All caterers on our approved list
have agreed to our policies, the most important of which is that caterers provide staff to prepare and
serve food, bus tables, and remove trash. If your caterer is not able to provide staff for bussing and
trash services, the gallery will need to add staff at $25/hour to take care of these duties. We can
approve new caterers not already on our list for your event by having them agree to our catering
policies. If you are hosting a smaller, daytime event, we can make exceptions to catering staff and allow
for boxed lunches.
Nonalcoholic Drinks:
Can I bring in my own drinks to serve at my event?
Gallery staff handles all nonalcoholic drinks for your guests, and we have a variety of drink packages to
choose from!
Bar:
Can I bring in my own alcohol to serve at my event?
Based on our liquor licensing, we handle all components of bar service and inventory for our events. We
help you to plan your bar order, place alcohol orders with our wholesaler, handle mixers and glassware,
line up staff for the bar, and serve all alcohol throughout the event.
How do the bar packages work?
We have a completely customizable bar at our venue! Clients can select the items they wish to have on
their bar menu (choosing from our inventory list), and they can also set a maximum bar budget for a
hosted bar at their event. If we reach this number, we can transition to a cash bar. We can plan for a
hosted bar, a cash bar, or a hybrid (hosted beer/wine and cash cocktails, or drink tickets per guest).
Event clients are required to cover the bartender fees ($25/hour, one bartender per 75 guests), and
beyond that, can cover costs for alcohol servings if they wish.
What if I wish to offer a bar item not on the gallery inventory list?
We can check availability and pricing for any custom bar order that you wish to add! If available, we can
add these custom orders to your menu and event clients can decide exactly how many bottles/cases of
their custom items they wish to add.
Technology:
What technological amenities exist in the gallery for us to utilize?
Every event client can plan to use our 4 video screens (3 mounted, 1 projection screen), our house audio
speakers (inside the gallery and in the courtyard), and house wireless microphone. Our event
coordinator can fill you in on devices, adapters, format, etc.
Courtyard:
Can we rent or use the outdoor courtyard on our event date?
The outdoor courtyard is included with every event rental! We never rent the outside space separately,
so if you book the gallery, it’s yours! Kansas weather permitting, of course…
Parking:
Where can my guests park in the Warehouse Arts District?
See our parking map – on our block, there are no parking meters. All of the street parking, and most of
the lot parking are open to the public (with the exception of one lot, see map).