When it comes to choosing the right Indianapolis event venue, seeing it in person is non-negotiable. A space might look stunning on Instagram or in a virtual tour, but photos can’t capture the full experience; how the light hits in the afternoon, how the layout actually flows, or how your guests will feel the moment they walk through the door.
Before signing a contract, you need to walk the space yourself. This checklist will help you know exactly what to look for and ask about when touring Indianapolis event venues, so you can make the most confident, informed decision possible.
1. Location & Accessibility
Start with logistics. A beautiful space means little if it’s inconvenient for your guests.
- Proximity: How close is the venue to downtown Indianapolis, the airport, or major highways like I-70 or I-65?
- Parking: Is there onsite parking, valet service, or reliable street parking nearby?
- Accessibility: Check that the venue is ADA-compliant and easy to navigate for elderly or disabled guests.
A venue that’s centrally-located and simple to access sets the tone for a smooth event day.
2. Overall Look & Feel
Your first impression matters, and so will your guests’.
- Curb Appeal: Is the exterior clean, well-maintained, and easy to find?
- Style Match: Does the venue’s aesthetic align with your event’s vision — whether that’s classic and elegant, rustic, or modern minimalism?
- Condition: Look for updated décor, functional lighting, and no odd smells or clutter. A well-kept space signals a professional, detail-oriented team.
3. Capacity & Layout
Numbers and flow can make or break your event.
- Capacity: Confirm the venue comfortably fits your guest count.
- Layout: Walk through key areas such as the ceremony or presentation space, reception area, dance floor, or breakout rooms.
- Flow: Picture how guests will move from one space to another. Does it feel natural or cramped?
The right layout ensures a great experience for everyone from cocktail hour to the last dance.
4. Amenities & Inclusions
Don’t assume everything you see is included. Ask for a detailed list of amenities.
- Are tables, chairs, linens, and lighting provided?
- Does the venue have built-in AV equipment like projectors, speakers, or screens, or will you need to rent them separately?
- Is there a kitchen or prep area for caterers and a bar setup for beverage service?
Knowing what’s included can help you compare venues accurately and avoid surprise rental costs later.
5. Vendor Policies
Every venue handles vendors differently, and that can affect your flexibility and budget.
- Can you bring in your own vendors, or must you choose from a preferred vendor list?
- Are there corkage fees, catering minimums, or outside food restrictions?
- What are the load-in/load-out rules for vendors, and how early can they access the space?
Transparency around vendor policies makes for a smoother planning process and fewer headaches on event day.
6. Timing & Flexibility
Your event timeline matters, especially when setup takes longer than expected.
- How many hours are included in your rental?
- Can you access the space early for décor or rehearsal?
- What are the options and costs for extending your rental time?
Flexibility here can make all the difference between a rushed setup and a relaxed, stress-free start.
7. Staff & Support
The people behind the venue matter as much as the space itself.
- Meet the venue coordinator or manager; are they friendly, organized, and quick to respond?
- Will there be on-site staff during your event (security, custodial, or tech support)?
- Ask for emergency contacts for any day-of issues that might arise.
A supportive venue team can turn potential hiccups into seamless solutions.
8. Pricing & Contracts
Clarity is key when it comes to your budget.
- Request a written proposal outlining the rental fee, deposits, and payment schedule.
- Review the cancellation and refund policy carefully.
- Ask about fees such as service charges, cleaning costs, overtime fees, or vendor surcharges.
A trustworthy venue will be transparent from the start.
9. Guest Experience
Before you leave, walk the venue as if you’re one of your guests.
- Are bathrooms clean and easy to find?
- Is the signage clear and intuitive?
- Notice noise levels, temperature control, and whether there’s a backup plan for extreme weather (especially for outdoor spaces).
These small details make a big impact on how guests experience your event.
10. Red Flags to Watch For
Keep an eye out for warning signs during your tour:
- Unresponsive or disorganized communication
- Vague or confusing contracts
- Poor maintenance or bad online reviews
- A lack of transparency about costs or policies
If something feels off, it probably is.
Your Indianapolis Venue Tour Companion
Bring this checklist with you to every Indianapolis venue tour; it’s the easiest way to stay organized, ask the right questions, and make confident decisions.
When you’re ready to see how an intentionally designed space can elevate your event, book a tour at Radius. Our team will walk you through every detail and help you imagine your event coming to life in one of the most unique venues in Indianapolis.
