Event Policies

Policies and Procedures for Weddings, Banquets and Events


A listing of the Indiana Roof Ballroom policies and procedure will be sent to you with your event contract and can also be found here. Should you have any questions regarding our policy information, please feel free to discuss them with your Event Manager.

Food Service
Encore Catering is our exclusive caterer. No outside food or beverage is permitted in the building. For questions, please contact your Event Manager.

Technical Services
Markey’s Audio Visual is our exclusive provider of audio/visual services and oversees all productions in our facility. All outside production services will be reviewed on a case by case basis.

Décor
Adhering items to the walls, closing the curtains or altering the tiebacks is prohibited. All decorations, props and additional event-related paraphernalia must be removed immediately following your event, unless otherwise approved by your Event Manager. Any materials left in the Ballroom without notification of pick-up will be disposed of upon conclusion of the event.

Trash removal fees may apply for materials brought in and left for the Ballroom staff to dispose. Existing décor, including flower boxes, holiday items, etc. may not be modified or removed.

Due to limited space, we anticipate that minimal assembly of florals and props will be conducted here. All vendors are responsible for the cleanup of any disorder that they create. Clients are responsible for additional labor charges in the event that cleanup is necessary. Charges will be included on the post-event invoice.

Prohibited décor: helium balloons, confetti, glitter and open flames (candles must be housed in a container that protects the flame)

Set-Up Requirements
The Ballroom is available for set-up prior to your event. Available set-up times, including load-in/load-out, vary according to the Ballroom schedule. Additional rental fees or charges may apply. Please contact your Event Manager to arrange access to the facility.

Parking, Loading and Unloading
The Indiana Roof Ballroom does not offer complimentary parking, however, there is covered parking available in the Court Street/Embassy Suites Hotel Parking Garage. There is an entrance directly from the garage to the Ballroom off of the 7th floor of the garage. Information on parking rates and prepayment for groups is available upon request. Valet parking may be arranged by contacting Valet Parking, Inc. at (317) 329-1113.

Delivery of props, florals, band equipment, etc. may be done via the 7th floor of the parking garage. Clearance to the garage is 6'8." The Washington Street entrance/elevators may be used for load-in with prior approval. Please have your Vendor contact our office for load-in/load-out procedures.

Damage to the Indiana Roof Ballroom Property
Clients of the Indiana Roof Ballroom are responsible for any damages caused by guests or vendors during set-up, tear down and/or during the duration of the function, including all interior finishes, floors, fixtures, curtains and furniture. Also included are audio, visual and lighting equipment. Notification of damages will be made promptly after the event. Damage and/or replacement charges may be included on the post-event invoices.

City Events
To find out what is happening in the Indianapolis area, as well as information on hotels, restaurants, etc., please visit the Indianapolis Convention and Visitors Association or Indianapolis Downtown Inc.

Ideas & Inspiration

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