How to Book Casino Night at Horseshoe Indianapolis

Planning a memorable night out with friends, colleagues, or clients often requires more than just picking a venue—it demands an experience. Horseshoe Indianapolis, one of Indiana’s premier entertainment destinations, offers a unique opportunity to transform an ordinary evening into a thrilling Casino Night event. Whether you’re organizing a corporate team-building activity, a birthday celebration, or a charity fundraiser, booking a private Casino Night at Horseshoe Indianapolis provides an authentic, high-energy atmosphere with professional dealers, themed décor, and exclusive access to premium gaming tables—all without the risk of real-money gambling.

Unlike traditional casino visits, Casino Nights are designed as charity or social events where guests use play chips instead of cash. This format allows for fun, engagement, and friendly competition while complying with state regulations. Horseshoe Indianapolis has refined its private event offerings to ensure seamless execution, from initial inquiry to post-event follow-up. Understanding how to book this experience is essential to maximizing your event’s impact, avoiding common pitfalls, and ensuring every guest leaves with unforgettable memories.

This comprehensive guide walks you through every phase of booking a Casino Night at Horseshoe Indianapolis. From identifying your event goals and selecting the right date to coordinating logistics and promoting attendance, you’ll learn how to navigate the process with confidence. We’ll also cover best practices, recommended tools, real-world examples, and answers to frequently asked questions—all tailored to help you execute a flawless, professional-grade Casino Night event.

Step-by-Step Guide

Step 1: Define Your Event Goals and Audience

Before contacting Horseshoe Indianapolis, take time to clarify the purpose of your Casino Night. Are you hosting a corporate function to reward employees? A nonprofit fundraiser to raise money for a cause? Or a private celebration for a milestone birthday? Each goal influences the event’s structure, budget, and promotional strategy.

Identify your target audience. Will attendees be corporate executives, community members, or friends and family? Knowing their preferences helps determine the level of formality, entertainment options, and food and beverage service. For example, a corporate crowd may appreciate upscale cocktails and silent auctions, while a casual group might prefer live music and photo booths.

Establish a rough budget early. Casino Nights typically include venue fees, chip allocation, dealer staffing, décor, catering, and optional add-ons like entertainment or raffles. Horseshoe Indianapolis offers customizable packages, so having a clear budget range will help your event coordinator recommend the best fit.

Step 2: Research Event Availability and Seasonal Demand

Horseshoe Indianapolis hosts private events year-round, but availability varies significantly by season. Peak demand occurs during fall (September–November) and early winter (December), especially around holidays and corporate fiscal year-end events. Spring (March–May) is also popular for charity galas and graduation celebrations.

To secure your preferred date, begin your planning at least 8–12 weeks in advance. Weekends—particularly Fridays and Saturdays—are the most competitive. If your group is flexible, consider hosting on a Thursday or Sunday evening for better pricing and availability.

Check the Horseshoe Indianapolis Events Calendar online. While it doesn’t list private bookings, it reveals public events and holidays that may impact parking, traffic, or noise levels. Avoid scheduling your event on major race days or concert nights at the venue, as these can create logistical challenges for guests.

Step 3: Contact the Private Events Team

Booking a Casino Night requires direct coordination with Horseshoe Indianapolis’ dedicated Private Events team. Do not rely on general website forms or third-party platforms. The most effective way to initiate the process is by calling the venue’s events department or submitting an inquiry through their official private events webpage.

When you reach out, be prepared to provide:

• Your preferred date and time (with at least two backup options)
• Estimated number of guests
• Event purpose (corporate, nonprofit, social)
• Any special requests (themed décor, branded chips, live entertainment)

Expect a response within 1–2 business days. A dedicated event coordinator will be assigned to your account and will guide you through package options, pricing, and contract details. This coordinator becomes your single point of contact for all future communications, so maintain clear and consistent dialogue.

Step 4: Choose Your Casino Night Package

Horseshoe Indianapolis offers tiered packages designed for different group sizes and budgets. Common offerings include:

• Standard Casino Night: Includes 3–4 gaming tables (Blackjack, Roulette, Craps, Poker), 500–1,000 play chips per guest, professional dealers, basic décor, and 2 hours of gaming time.
• Premium Casino Night: Adds a fifth table, 1,500+ chips per guest, upgraded décor (e.g., velvet ropes, custom signage), extended gaming time (3–4 hours), and complimentary non-alcoholic beverages.
• Elite Gala Package: Designed for large groups (150+ guests), this includes all Premium features plus a full catering menu, live band or DJ, branded photo backdrop, silent auction station, and dedicated event host.

Each package can be customized. For example, you can request:

• Custom-designed play chips with your logo or event theme
• Themed décor (e.g., “Great Gatsby,” “James Bond,” “Las Vegas Glam”)
• Specialty cocktails or signature mocktails
• Extended event hours beyond standard time blocks

Ask your coordinator for a detailed pricing sheet and sample menu. Avoid committing to a package until you’ve reviewed all inclusions and exclusions. Clarify whether gratuity, tax, and service fees are included or billed separately.

Step 5: Confirm Guest Count and RSVP Process

Final guest counts are typically due 7–10 days before the event. Horseshoe Indianapolis charges based on the guaranteed minimum number of attendees, so it’s wise to set a conservative estimate early and adjust upward if needed.

Use an online RSVP platform such as Eventbrite, Google Forms, or a custom landing page to collect guest information. Include fields for:

• Name
• Email
• Phone number
• Dietary restrictions
• Special accommodations (e.g., wheelchair access)

Provide guests with clear instructions on parking, dress code, and arrival time. Horseshoe Indianapolis offers complimentary valet parking and has ample self-parking options. Recommend a semi-formal or casino-chic dress code (e.g., cocktail attire, suits, elegant dresses) to enhance the immersive experience.

Step 6: Coordinate Logistics and Add-Ons

Once your package is confirmed, work with your coordinator to finalize logistics:

• Setup and Teardown: Confirm access times for vendors and decorators. Most events require 2–3 hours for setup before guest arrival and 1–2 hours for cleanup after.
• Audiovisual Needs: If you plan to host a speech, auction, or video presentation, request a projector, screen, and microphone. Horseshoe Indianapolis provides AV support for an additional fee.
• Catering: Choose from plated dinners, passed hors d’oeuvres, or buffet stations. The venue offers multiple menu options, including vegetarian, gluten-free, and kid-friendly selections. Sample menus are available upon request.
• Entertainment: Beyond gaming tables, consider adding a photo booth, live musician, or magician. These enhance guest engagement and create shareable moments.
• Prizes and Awards: Many Casino Nights include “Best Poker Hand,” “Biggest Winner,” or “Most Creative Outfit” awards. Coordinate with your coordinator to arrange trophies, gift cards, or branded merchandise as prizes.

Ensure all vendors (photographers, florists, etc.) are approved by the venue. Horseshoe Indianapolis maintains a list of preferred vendors to ensure quality and compliance with safety and insurance standards.

Step 7: Review and Sign the Contract

Before finalizing your booking, carefully review the contract. Key elements to verify include:

• Exact date, start/end times, and access windows
• Total cost and payment schedule (typically a deposit due at booking, balance due 14 days prior)
• Cancellation and rescheduling policy
• Liability and insurance requirements
• Alcohol service rules (if applicable)
• Security and crowd control procedures

Most contracts require a 25–50% deposit to secure the date. Payment can be made via credit card or wire transfer. Ensure you receive a signed copy of the contract via email or mail for your records.

Step 8: Promote Your Event and Manage Guest Experience

Effective promotion drives attendance and excitement. Create a digital invitation using Canva or Adobe Express with a casino-themed design. Include:

• Event name and purpose
• Date, time, and location
• Dress code
• RSVP deadline
• Link to register
• Highlight any special features (e.g., “Live Band,” “Silent Auction,” “Free Photo Booth”)

Send reminders one week and 48 hours before the event. Use social media to build anticipation—post behind-the-scenes setup photos, teaser videos, or countdowns.

On event day, assign a point person to greet guests, distribute play chips, and answer questions. Provide a printed event schedule at the entrance, including:

• Arrival and check-in times
• Gaming session start and end times
• Food service windows
• Auction or raffle draw times
• Entertainment schedule

Ensure staff and volunteers are briefed on the event flow and emergency procedures. Horseshoe Indianapolis provides security personnel, but having your own team to guide guests enhances the experience.

Step 9: Post-Event Follow-Up and Feedback

Within 48 hours after the event, send a personalized thank-you email to all attendees. Include:

• A photo gallery from the night (ask your coordinator if photos are available)
• A link to a short feedback survey (use Google Forms or SurveyMonkey)
• Information on how funds raised will be used (if applicable)

Request feedback on food, gaming, service, and overall experience. This helps improve future events and provides valuable testimonials for Horseshoe Indianapolis’ marketing materials.

Finally, send a thank-you note to the Horseshoe Indianapolis event coordinator. A handwritten note or small gift (e.g., gift card to a local café) goes a long way in building long-term relationships for future bookings.

Best Practices

Plan Early and Stay Organized

One of the most common mistakes event planners make is waiting too long to book. Horseshoe Indianapolis fills up quickly, especially during peak seasons. Begin planning at least three months in advance. Use a shared digital calendar (Google Calendar or Notion) to track deadlines: booking confirmation, RSVP cutoff, final headcount, payment due dates, and vendor confirmations.

Emphasize the Experience, Not Just the Gaming

A Casino Night isn’t just about blackjack and roulette. It’s about creating an immersive atmosphere. Invest in themed décor, lighting, music, and staff attire that align with your event’s tone. A “Rat Pack” theme with jazz music and vintage cocktails feels more sophisticated than generic red-and-gold casino signs.

Clarify Rules and Gameplay

Many guests, especially those unfamiliar with casino games, feel intimidated. Provide a quick 5-minute tutorial at the start of the event or post simple rule cards at each table. Consider hiring a “gaming ambassador” to circulate and assist guests—this boosts participation and reduces confusion.

Offer Non-Gaming Activities

Not everyone wants to gamble—even with play chips. Include alternative activities such as a trivia station, a spin-the-wheel prize game, or a wine tasting bar. These keep guests engaged and prevent overcrowding at the tables.

Manage Alcohol Responsibly

If alcohol is served, ensure it’s done in compliance with Indiana state laws. Horseshoe Indianapolis has strict policies on serving minors and intoxicated guests. Work with the venue’s bartending team to monitor consumption and offer non-alcoholic alternatives. Consider implementing a drink ticket system to control flow and prevent over-serving.

Use Technology to Streamline Operations

Use digital tools to manage RSVPs, payments, and check-ins. QR codes on invitations can link directly to your registration page. For larger events, consider a mobile check-in app that scans tickets and assigns guests to tables or gaming stations.

Document Everything

Take photos and videos during setup, the event, and cleanup. These serve as proof of execution for clients or donors and are invaluable for future marketing. Request access to Horseshoe Indianapolis’ event photos after the night ends—they often provide professional shots at no extra cost.

Build a Relationship with the Venue

If you plan to host multiple events, treat your coordinator as a partner, not just a vendor. Provide feedback, refer other organizations, and acknowledge their efforts. Long-term relationships often lead to better pricing, priority booking, and personalized service.

Tools and Resources

Recommended Digital Tools

• Eventbrite: For managing RSVPs, ticketing, and payment collection.
• Canva: To design invitations, signage, and social media graphics.
• Google Forms: For post-event feedback surveys.
• Notion or Trello: To create a shared project board with timelines, checklists, and contacts.
• Mailchimp or Constant Contact: For sending professional email campaigns to guests.
• QR Code Generator (QRCode Monkey): To create scannable links for digital menus, registration, or photo galleries.

Essential Physical Supplies

• Custom play chips (can be ordered through Horseshoe Indianapolis or third-party vendors like CasinoChip.com)
• Table cards with game rules and dealer names
• Prize certificates or gift cards for winners
• Branded event programs or napkins
• Portable speakers for background music
• Signage for directions (restrooms, check-in, auction area)

Recommended Third-Party Vendors

If Horseshoe Indianapolis doesn’t provide certain services, these trusted vendors are commonly used for Casino Nights:

• Photo Booth Co.: Offers themed photo booths with instant prints and digital sharing.
• Indiana Party Rentals: Provides upscale table linens, lighting, and décor.
• Local Jazz Ensembles: Ideal for a vintage casino vibe.
• Custom Chip Makers: Companies like CasinoChip.com allow you to design branded chips with logos or event names.

Official Resources from Horseshoe Indianapolis

Visit the following official pages for accurate, up-to-date information:

• Horseshoe Indianapolis Private Events Page
• Dining and Catering Menus
• Parking and Transportation Guide

Always verify details directly with the venue. Policies, pricing, and availability change frequently, and third-party blogs may contain outdated information.

Real Examples

Example 1: Corporate Team-Building Event

A regional marketing firm with 120 employees hosted a Casino Night at Horseshoe Indianapolis to celebrate a record-breaking quarter. They chose the Premium package with extended gaming time and a buffet dinner. The team customized play chips with their company logo and added a “CEO’s Poker Challenge” where executives competed for charity.

They used Eventbrite for RSVPs and sent themed invitations with a tagline: “The House Always Wins… But Tonight, You Do.” Guests received a “Player’s Handbook” with rules and a map of the event layout. A local jazz trio performed during dinner, and the top three winners received branded hoodies.

Post-event feedback rated the event 9.7/10. The company has since booked the same venue for two additional annual events.

Example 2: Nonprofit Fundraiser

The Indianapolis Children’s Foundation raised over $42,000 through a Casino Night gala for pediatric cancer research. They partnered with Horseshoe Indianapolis for the Elite Gala Package, which included a silent auction with donated items from local businesses.

Guests purchased $50 “play chips” that doubled as donation tickets. The highest chip total at the end of the night was converted into a prize, encouraging higher bids. A professional auctioneer hosted the live auction, and a video testimonial from a child beneficiary played during dinner.

The venue provided complimentary valet parking and branded table numbers. Attendees received a keepsake photo with their chip stack. The foundation now uses the same template annually and credits Horseshoe Indianapolis for the event’s success.

Example 3: Birthday Celebration

A 40th birthday party for a group of 80 friends featured a “Las Vegas Glam” theme. The host booked the Standard package and upgraded with custom red-and-gold décor, a live DJ, and a champagne toast at midnight.

Each guest received a personalized chip with their name and a “VIP” stamp. The host created a leaderboard on a whiteboard, updating scores hourly. Prizes included gift cards to local restaurants and a custom “Champion of the Night” trophy.

Guests raved about the experience. One attendee posted on Instagram: “Best birthday ever. Felt like I was in Vegas without the flight!”

FAQs

Do I need to be a member to book a Casino Night at Horseshoe Indianapolis?

No, membership is not required. Private Casino Nights are open to the public, including corporations, nonprofits, and individuals hosting social events. All bookings are managed through the venue’s Private Events department.

Can guests win real money during a Casino Night?

No. All games use play chips only. Indiana law prohibits real-money gambling at private events unless licensed as a charitable gaming operation. Horseshoe Indianapolis strictly adheres to this regulation. Prizes, if awarded, are non-cash items such as gift cards, merchandise, or experiences.

Is alcohol included in the package?

Alcohol is typically not included in base packages but can be added as an upgrade. Beverage packages range from complimentary non-alcoholic drinks to full-service bars with beer, wine, and cocktails. Pricing varies based on guest count and duration.

How many gaming tables do I need for my group size?

A general rule is one table per 20–25 guests. For example, a group of 100 would benefit from 4–5 tables. Horseshoe Indianapolis recommends 3 tables minimum for any event. More tables reduce wait times and increase guest satisfaction.

Can I bring my own decorations or vendors?

Yes, but all external vendors must be approved by Horseshoe Indianapolis in advance. Decorations cannot damage property or obstruct safety exits. The venue has restrictions on open flames, confetti, and hanging items from ceilings. Always consult your event coordinator before bringing in outside supplies.

What happens if I need to cancel or reschedule?

Cancellation policies vary by package. Typically, deposits are non-refundable if canceled within 30 days of the event. Rescheduling may be possible with at least 60 days’ notice and subject to availability. Always confirm the policy in writing before signing the contract.

Is there a minimum guest requirement?

Yes. Most packages require a minimum of 50 guests. Smaller groups may be accommodated with adjusted pricing or by combining with another event. Inquire directly with the Private Events team for flexibility.

Can I host a Casino Night on a holiday?

Yes, but holidays such as New Year’s Eve, Christmas Eve, and major sporting events may carry surcharges or require longer lead times. Book early if you plan to host on a holiday.

Do I need to provide insurance for my event?

For events with over 100 guests or alcohol service, Horseshoe Indianapolis may require a certificate of liability insurance naming them as an additional insured. Your coordinator will advise if this is necessary and can recommend providers.

How far in advance should I book?

For peak seasons (September–December), book 3–6 months in advance. For off-season events (January–April), 6–8 weeks may suffice. The earlier you book, the more options you’ll have for date, package, and add-ons.

Conclusion

Booking a Casino Night at Horseshoe Indianapolis is more than a logistical task—it’s an opportunity to create a truly immersive, high-energy experience that leaves a lasting impression. Whether you’re hosting a corporate gathering, a charitable fundraiser, or a milestone celebration, the venue’s professional team, flexible packages, and premium amenities provide everything you need to succeed.

By following this step-by-step guide, adhering to best practices, leveraging the right tools, and learning from real-world examples, you can navigate the booking process with confidence and precision. The key to success lies in early planning, clear communication, and attention to detail—from the design of your custom play chips to the timing of your final guest count.

Horseshoe Indianapolis doesn’t just provide a venue; it delivers an experience. And when executed well, a Casino Night becomes more than an event—it becomes a story your guests will tell for years to come.

Start your planning today. Reach out to the Private Events team, define your vision, and turn your next gathering into a night of unforgettable excitement at Horseshoe Indianapolis.