General
-
All events include:
Tables and chairs
Any on-site A/V
A venue coordinator: They won’t run your event, but they’re available to help with the building, get your vendors in and where they need to go, answer questions, help with facilitating the event, trash and other needs you have that day.
Custom floor plan(s)- We work together beforehand to determine where tables, chairs and other items will go. We set up the tables and chairs before you arrive.
Weddings also include:
Fourteen hours of exclusive access to The Beacon on your wedding day (as early as 8am or as late as midnight, which is 16 hours, so adjust accordingly)
Two bridal party prep suites - the Sunflower Room on third floor and the Bluestem Room on second floor
-
Linens are not included. All tables must be covered with linens or tablecloths, whether you rent them through us, bring your own or rent through another provider. Cost is based on batch quantities.
-
The Bluestem Room and the Sunflower Room are available for use on wedding days. The prep rooms must be picked up before the ceremony starts. This way, the wedding party can easily find their items at the end of the evening.
-
If you’d like to book, we can schedule a meeting or do the booking via email. We send you a contract and require a 40% deposit toward the total of the invoice, based on the room rate. Once both items are taken care of, you are booked!
You are welcome to ask any questions you have throughout the process.
We send you an email 100 days prior to the wedding event date or 60 days prior to all other event dates to schedule a details meeting. We find a time to meet to go over vendors, schedule, floor plans, any plans for alcohol and any other items or details that need discussed. After that details meeting, we will usually both have items to take care of.
Ten to 14 days prior to the event date, you give us your final guest count in order to check floor plans, make any changes to the invoice, and settle any outstanding balances.
-
Non-wedding events: This is subject to availability and may incur additional cost, but if the room(s) is/are available, we can accommodate that with notice.
Weddings: You can always add rooms, especially since you have exclusive access to The Beacon on your wedding day. If you’re wanting to change rooms, and it’s not an equal exchange, we’d have a conversation about it.
Requirements
-
You are welcome to use vendors of your choice. We do not restrict access to The Beacon. If you’d like suggestions, we’re happy to provide a list of vendors we’ve consistently had good experiences with.
-
The Dining Room and the Ballroom each have a kitchen/kitchenette and are available for use by clients using those rooms. The catering kitchen in the Dining Room is available for use by any insured caterer. It is an additional fee for uninsured individuals to use it. The kitchenette in the Ballroom is available for use by anyone using the Ballroom or Sunflower Room.
Other rooms may have access to the kitchens, but only on a secondary access basis to events happening in those rooms.
-
Any and all alcohol must be served by Beacon staff. You are able to purchase alcohol through The Beacon with priced per person packages, a cash bar, or a combination, or you can bring in your own alcohol and have our staff serve it.
Purchasing through The Beacon:
Priced per person packages include bartenders, cups, mixers, and garnish.
Cash bars include everything. You just have to pay a setup fee.
Host tabs include everything. An 18% gratuity may be added at The Beacon’s discretion.
Bringing in your own alcohol:
It needs to be brought in by one designated person in one delivery. We are not able to receive alcohol from more than one person at more than one time.
If you run out of alcohol that you brought in, you will be given the option to purchase more from The Beacon or have our bartenders quit serving. You are not able to bring in more alcohol during the event.
We can not store it overnight. It has to be brought in the same day as the event and during the rented hours of the event.
You are responsible for cups, mixers, garnish and anything else that is needed. The Beacon just provides the bartenders, ice and their tools.
The Beacon staff will load coolers, set everything up and serve. You just need to get it in the door and to the designated area.
If you would like alcohol while getting ready for a wedding, it does need to be purchased through The Beacon. We do not allow you to bring your own alcohol while getting ready.
Last call is at least half an hour before the end of the event.
We are happy to make suggestions for signature drinks, alcohol packages, and other items. If there is something you’d like to have available, please ask. We’re happy to work with clients to make sure you are happy with offerings.
-
Security is required if there are four hours or more of bar service, at least for the time of bar service. The Beacon schedules it and hires security, and it is added to the event invoice.
-
The damage deposit is a check that we hold in case of damage. It is separate from the invoice If there’s no damage, we shred it or return it to you, based on your preference. If there is damage, we notify you, and we take out what the damage costs to fix and return any remainder to you. If damage exceeds the deposit, we invoice you for the remaining amount.
Scheduling
-
Non-wedding events: You choose your access time. Your booking time must include any setup and pack up time you need. This is at your discretion. You are not given unpaid setup or pack up time. Vendors will have access during the time you choose for the rental.
Weddings: You can get in as early as 8 A.M., and your event can go as late as 11 P.M., with cleanup until midnight. 8 A.M. to midnight is actually 16 hours, so, unless you’re paying for extra hours, the time adjusts within that time frame. You must allow one hour for cleanup. Vendors will have access during the time you choose for the rental.
-
Non-wedding events: As long as the schedule allows, we’re able to add time to your booking to allow more time for you to decorate or pack up.
Weddings:
We’re happy to schedule decorating time within six months of the event, as long as there is not a conflict on the calendar.
If you’d like additional hours the day of your wedding, it is the regular hourly room rate for whatever room(s) you plan to use. This may include access to the Sunflower Room prior to your event rental time or prior to 8 A.M. This may also include event time going later than the event ending at 11 P.M., exit at midnight.
-
We’re happy to schedule rehearsals and rehearsal dinners within six months of the wedding date.
Decorating
-
Do…
Make sure you have linens or tablecloths on all of the tables.
Use free-standing backdrops, arches and other items.
Personalize your decor to make your event your own.
Check out The Beacon’s rental website if you’d like to rent decor or dishware.
Don’t…
Use any kind of fire or flame.
Attach anything to the walls, woodwork or glass.
Damage the floors or glass of the building.
Use confetti - you may incur an additional cleaning fee.
-
We do not allow any fire on the premises. You are welcome to do a unity symbol, but it can not be a lit candle. You are also welcome to do an exit, but it cannot involve any flames or flaming objects. We’re happy to give you ideas or answer any questions about this.
-
Cocktail table
30” diameter, standing (42” tall) or seated (30” tall) height
Linens - 90” for seated, 132” for standing height with sash, 120” for standing height straight to the floor
Round table
60” diameter
Linens - 90” for lap-length, 120” for floor-length
Rolling cake table
42” diameter
Linens - 90”
Six-foot rectangle table
30”x6’
Linens - 60”x102” for lap-length, 90”x132” for floor-length
Eight-foot rectangle table
30”x8’
Linens - 60”x126” for lap-length, 90x156” for floor-length
Logistics
-
Guests can park in our parking lot at 909 SW Topeka Boulevard, on the street on SW Harrison and on SW 9th St. There are about 12 spots available, including one handicap accessible spot, on the East side of the building.
For a parking map, please visit beacontopeka.com/contact.
-
No. We have plenty of ice, and your venue coordinator can help with it.
-
You are responsible for taking with you what you brought in, clearing off tables and exiting the building. We take care of the sweeping, mopping and taking out the trash.
-
Our maximum capacity for each room is listed below. This is subject to room setup and extra features (photo booth, extra buffet tables, dance floor size, additional vendors, etc.). How many people you can invite is subject to which rooms you use. We usually don’t suggest inviting more than 10-15% more guests than the room fits. The largest seated dinner we can accommodate with a dance floor is 320, subject to setup.
Founders Room
75-100 come and go cocktail reception
60-75 cocktail reception
40 seated dinner
Theater
350-400
Dining Room
220 seated dinner with dance floor
240 seated dinner
375 cocktail reception
Library
75-100 come and go cocktail reception
60-75 cocktail reception
72 seated dinner with buffet
88 seated dinner, no buffet, bar, or other tables
50 seated dinner with dance floor
Ballroom
220 seated dinner with dance floor
240 seated dinner
275 cocktail reception