Booking Procedure

We look forward to being the home of your next event! The information below outlines the booking guidelines and policies for the Indiana State Fairgrounds:

1. Application - The event planner must submit the Facility Rental Application Form for approval. The form is available online by clicking here. You can also obtain this form via email or mail from a Sales Manager by calling 317-927-7500.
2. Hold Requests - Once the application is approved, event planners must put their event date hold request in writing (mail, email, or fax). Based on the date and venue availability, the event planner will receive a 30-day hold and first right of refusal during that time period. Following the 30-day hold, the Indiana State Fairgrounds will notify the event planner in writing that the held date will be released unless deposits and contracts are proceeding.
3. Contract Requests - The event planner must also request a contract in writing. A deposit may be required before the contract is drafted and sent out. This circumstance will be determined by the Indiana State Fairgrounds.
4. Contract Approval - The contract must be approved by the Senior Director of Facility Management and the Event Services Director. The contract will be sent to the event planner and will include a cover letter stating that the lease will become invalid if it is not signed and returned within 30 days. Event contracts are not considered binding and valid until the event deposit is received.
5. Deposit Requirements - First-time events are to pay the entire venue rent up front as their deposit. No exceptions. There may also be additional expenses included in the deposit requirement, as determined by the Indiana State Fairgrounds. Returning events in good standing will pay 15% of total venue rent for their deposit. Returning events that have had issue with paying bills in the past are required to pay the entire venue rent plus estimated expenses up front.
6. Insurance Requirements - Each event must provide a certificate of insurance identifying the Indiana State Fair Commission and the State of Indiana as an additional insured. Liability amounts required are identified in the lease agreement. The certificate of insurance must be submitted 30 days prior to the event planner's scheduled move-in date.
7. Caterings Licenses - Event planners are not required to use our in-house caterer, Barto's Catering, but they are required to have their event caterer work through our in-house caterer to ensure proper licenses are in place. No alcohol can be brought onto the Indiana State Fairgrounds and all alcohol needs are to be purchased through our in-house caterer, who holds the liquor license for the Indiana State Fairgrounds.
8. Curfew - The Indiana State Fairgrounds enforces a 12:00 Midnight curfew on all events. This includes event time and move-out time.
9. Age Limits - The Indiana State Fairgrounds does not rent its venues for general admission dances or parties for guests under the age of 21.

For more information, please contact our Sales Team at (317) 927-7500.