How to Book Casino Night at Horseshoe Indianapolis

Planning a memorable night out doesn’t have to mean settling for the same old dinner and a movie. For groups seeking high-energy entertainment, social connection, and the thrill of the game, booking a Casino Night at Horseshoe Indianapolis offers an unforgettable experience. Whether you’re organizing a corporate team-building event, a bachelor or bachelorette celebration, a charity fundraiser, or simply a special gathering of friends, Horseshoe Indianapolis transforms the classic casino night into a polished, immersive event complete with professional dealers, themed décor, authentic gaming tables, and premium hospitality.

Unlike typical party rentals that use plastic chips and borrowed equipment, Horseshoe Indianapolis delivers a legitimate casino atmosphere backed by decades of gaming expertise. The venue provides everything from roulette wheels and blackjack tables to poker stations and craps layouts—all operated by trained professionals who ensure smooth, fair, and entertaining gameplay. The key to maximizing your experience lies in proper planning and booking well in advance. This guide walks you through every step of the process, from initial inquiry to post-event follow-up, ensuring your Casino Night is seamless, legally compliant, and wildly successful.

This tutorial is designed for event planners, group organizers, and individuals looking to host a premium casino-themed event. By following the steps and best practices outlined here, you’ll avoid common pitfalls, leverage insider tips, and create an event that stands out for all the right reasons.

Step-by-Step Guide

Step 1: Determine Your Event Goals and Guest Count

Before you begin contacting Horseshoe Indianapolis, clarify the purpose of your Casino Night. Are you hosting a private celebration? A corporate retreat? A nonprofit fundraiser? Each goal influences the structure of your event. For example, a fundraiser may require raffle tickets or silent auctions alongside gaming, while a corporate event might focus on team challenges and branded merchandise.

Equally important is estimating your guest count. Horseshoe Indianapolis offers flexible event spaces that accommodate groups ranging from 50 to over 500 guests. Knowing your approximate headcount helps the event coordinator recommend the right venue layout, number of gaming tables, and catering options. Be conservative in your estimate—overestimating slightly is better than underestimating, as last-minute additions are often possible but not guaranteed.

Step 2: Review Available Dates and Seasons

Casino Night bookings at Horseshoe Indianapolis are highly seasonal. Peak demand occurs between late spring and early fall, especially on Friday and Saturday evenings. Holidays, major sporting events, and local festivals can also impact availability. To secure your preferred date, begin your planning at least 8 to 12 weeks in advance.

Check the Horseshoe Indianapolis events calendar online. While the public-facing site doesn’t list private event slots, it does show busy periods such as concert nights, poker tournaments, and holiday promotions. Avoid scheduling your event on those dates unless you specifically want to capitalize on the larger crowd. Weekday evenings (Tuesday–Thursday) often offer better rates and more availability.

Step 3: Contact the Private Events Team

Do not attempt to book a Casino Night through the general guest services desk or online reservation system. Private events, including casino nights, are managed exclusively by the venue’s dedicated Private Events team. You can reach them via the official website’s “Private Events” page, which features a contact form and direct email address.

When you reach out, include the following details in your initial message:

• Proposed date and time (with at least two backup options)
• Estimated number of guests
• Event purpose (e.g., corporate, birthday, fundraiser)
• Any special requests (themed décor, branded chips, live music, etc.)

Responses typically arrive within 1–2 business days. If you don’t hear back within 48 hours, follow up with a polite phone call using the number listed on their website. Persistence at this stage often leads to better service and flexibility.

Step 4: Schedule a Venue Walkthrough

Once your initial inquiry is acknowledged, the Private Events coordinator will propose a date and time for a walkthrough. This is a critical step. During the visit, you’ll tour potential event spaces, including the main event ballroom, the VIP lounge, and outdoor patio areas if weather permits.

Bring a checklist to evaluate:

• Proximity of gaming tables to food and beverage stations
• Lighting and sound system capabilities
• Accessibility for guests with mobility needs
• Availability of dedicated staff for registration, coat check, and security
• Storage space for guest belongings or event materials

Ask to see floor plans and capacity charts. Confirm whether the space allows for custom lighting, signage, or projection mapping. Many groups opt for branded welcome banners or digital displays showing the event name—these are often possible with advance notice.

Step 5: Select Your Gaming Package

Horseshoe Indianapolis offers tiered casino night packages based on the number of tables and duration of play. Common configurations include:

• Basic Package (2–3 tables): Ideal for smaller groups (50–100 guests). Includes blackjack, roulette, and one poker table.
• Standard Package (4–6 tables): Best for mid-sized events (100–250 guests). Adds craps and additional poker or baccarat tables.
• Premium Package (7+ tables): Designed for large-scale events (250+ guests). Includes all table games, extra dealers, and extended playtime (4–6 hours).

Each package includes:

• Professional, licensed dealers
• Authentic casino-grade equipment
• Custom play chips (color-coded and branded upon request)
• Table signage and themed décor accents
• Basic audio setup for background music

Optional upgrades include:

• Live band or DJ service
• Photo booth with casino-themed props
• Champagne toast or cocktail reception
• Personalized welcome packets for guests
• Extended hours beyond standard 4-hour window

Ask for a detailed quote that itemizes all costs. Be sure to clarify whether gratuities for dealers are included or expected separately. Most groups choose to tip dealers directly at the end of the night as a gesture of appreciation.

Step 6: Finalize Catering and Beverage Options

Food and beverage are integral to the casino night experience. Horseshoe Indianapolis offers a full-service catering division with customizable menus. Options range from passed hors d’oeuvres and gourmet stations to plated dinners and late-night snacks.

Popular choices include:

• Mini sliders, crab cakes, and stuffed mushrooms (passed appetizers)
• Build-your-own taco or pasta bar (interactive stations)
• Chocolate fountain and dessert tower (perfect for evening ends)
• Signature cocktails named after your event (e.g., “The Lucky 7 Martini”)

For alcohol service, you can choose between an open bar, hosted bar (limited drinks per guest), or cash bar. Open bars are popular for corporate events and weddings, while hosted bars help control costs for fundraisers. Always confirm whether liquor licenses are handled by the venue (they are) and whether you need to provide a guest list for age verification purposes.

Don’t forget dietary accommodations. Inform your coordinator of any gluten-free, vegan, nut-free, or kosher requirements well in advance. Horseshoe Indianapolis prides itself on accommodating diverse dietary needs without compromising quality.

Step 7: Confirm Logistics and Legal Requirements

Casino nights are subject to state and federal gaming regulations. In Indiana, private casino events are permitted under specific conditions: no real money gambling, all winnings must be in the form of non-cash prizes (e.g., gift cards, merchandise, or “chips” redeemable only for event items), and all games must be clearly labeled as “for entertainment only.”

Horseshoe Indianapolis handles all legal compliance. Their team ensures:

• All chips are clearly marked “Not for Real Money”
• Signage is displayed at every table stating “For Entertainment Purposes Only”
• Staff are trained in responsible gaming protocols
• Security personnel are present to maintain order and prevent misuse

As the event host, you are responsible for:

• Ensuring all guests are at least 21 years of age
• Providing a list of attendees if requested for recordkeeping
• Not allowing guests to bring their own alcohol or gambling devices

Confirm these points in writing with your coordinator. You’ll receive a contract outlining responsibilities, cancellation policies, and liability waivers. Read it thoroughly before signing.

Step 8: Send Invitations and Manage RSVPs

Once your booking is confirmed, it’s time to invite your guests. Horseshoe Indianapolis provides a digital invitation template you can customize with your event logo, date, dress code, and parking instructions. Alternatively, use platforms like Evite, Paperless Post, or Canva to design your own.

Include these key details:

• Event name and theme (e.g., “Roulette & Revelry: A Night at Horseshoe Indianapolis”)
• Date, start and end times
• Full venue address and parking information (free parking is available)
• Dress code (typically “Black Tie Optional” or “Casino Chic”)
• RSVP deadline (set 2–3 weeks before the event)
• Special instructions (e.g., “Bring your ID,” “No outside food or drinks”)

Use an online RSVP tool to track responses. This helps you update your guest count for catering and staffing. Send reminders one week and 48 hours before the event.

Step 9: Coordinate Day-of Logistics

Two days before your event, confirm the following with your Horseshoe Indianapolis coordinator:

• Final guest count
• Delivery times for décor, signage, and AV equipment
• Staff arrival times (dealers, servers, security)
• Setup and teardown schedule
• Designated contact person on-site during the event

On the day of the event:

• Arrive at least 60 minutes before guests to review layout and meet the event manager
• Assign volunteers or staff to manage check-in, distribute chips, and answer questions
• Ensure a quiet area is available for guests who need to step away from the noise
• Prepare a small gift or token for each guest as a takeaway (e.g., custom poker chip, branded keychain)

Keep a printed copy of your event timeline and contact numbers handy. Unexpected delays happen—having a backup plan (e.g., extra games, extended cocktail hour) keeps energy high.

Step 10: Post-Event Follow-Up

After your Casino Night concludes, send thank-you messages to your guests. Include a photo gallery link if you hired a photographer. If this was a fundraiser, share the total raised and how funds will be used.

Provide feedback to Horseshoe Indianapolis’s Private Events team. They value input and may offer discounts or perks for future bookings. If you’re satisfied, ask if they have a referral program. Many organizations book recurring events and receive loyalty incentives.

Finally, archive your event documents—contract, invoice, guest list, vendor contacts—for future reference. This makes planning your next event significantly easier.

Best Practices

Book Early and Be Flexible

The most successful casino nights are planned months ahead. Horseshoe Indianapolis fills up quickly, especially during peak seasons. If your ideal date isn’t available, consider adjacent dates or weekday alternatives. Friday nights are popular, but Wednesday or Thursday evenings often provide better pricing and more personalized service.

Set a Clear Budget and Stick to It

Costs can escalate quickly with add-ons like live entertainment, premium catering, and extended hours. Create a detailed budget that includes:

• Package fees
• Catering and beverages
• Decor and rentals
• Staff gratuities
• Photography
• Contingency fund (10–15%)

Always ask for a breakdown of taxes and service charges. Some packages include them; others don’t. Transparency at the outset prevents surprises.

Embrace the Theme

Don’t just call it a “casino night”—make it an experience. Choose a cohesive theme such as “James Bond Casino Royale,” “Gatsby Glamour,” or “Las Vegas Lights.” Encourage guests to dress accordingly. Provide themed props like top hats, feather boas, or playing card pins. A strong theme elevates engagement and creates Instagram-worthy moments.

Engage Guests with Activities Beyond Gaming

Not everyone enjoys table games. Offer alternatives such as:

• A roulette wheel spin for door prizes
• Photo booth with casino backdrops
• Trivia contest with casino-themed questions
• “High Roller” raffle with luxury prizes

These activities keep energy flowing and ensure every guest feels included.

Train Your Team

If you’re assigning friends or employees to help manage the event, give them a quick briefing. Explain how the chip system works, where to direct guests with questions, and how to handle complaints (e.g., “The dealer is too slow”). Empower them to be friendly ambassadors of your event.

Manage the Flow of Play

Overcrowding at tables leads to frustration. Ask the casino staff to rotate players every 30–45 minutes. Use a “chip rotation” system: each guest receives a set number of chips upon entry, and once they’re gone, they can exchange them for more at a redemption counter (often paired with a donation or raffle entry). This keeps the game fair and encourages participation without encouraging gambling behavior.

Document the Event

Assign someone to take photos and short video clips throughout the night. Capture candid moments, group shots at tables, and reactions to big wins. These visuals are invaluable for post-event marketing, social media, or future event promotions.

Consider Accessibility and Inclusivity

Ensure your event is welcoming to all guests. Confirm wheelchair access to all areas, provide large-print game instructions, and offer quiet zones for neurodivergent attendees. A thoughtful, inclusive event leaves a lasting positive impression.

Tools and Resources

Official Horseshoe Indianapolis Private Events Portal

Start with the official website: horseshoebaltimore.com/private-events. Though the URL references Baltimore, the Indianapolis venue’s private events page is accessible through the main site’s navigation. Use the contact form to initiate your request. This is the only authorized channel for booking.

Event Management Platforms

Use tools like:

• Eventbrite – for ticketing and RSVP tracking
• Canva – to design invitations, signage, and thank-you cards
• Google Sheets – to track guest list, dietary needs, and payment status
• Mailchimp – for email campaigns and reminders

Themed Decor Suppliers

For custom décor, consider:

• Amazon – for affordable casino props (chips, cards, dice, neon signs)
• Party City – for themed backdrops and lighting
• Etsy – for custom-printed poker chips and monogrammed napkins

Photography and Videography

Hire a local photographer experienced in event coverage. Look for professionals who specialize in nightlife or corporate events. Ask for samples of casino-themed shoots. Many photographers offer “event highlight reels” — 60–90 second videos perfect for social media.

Legal Compliance Checklists

Indiana’s gaming laws are strict. Download the Indiana Gaming Commission’s guidelines for private events. While Horseshoe Indianapolis handles compliance, understanding the rules helps you ask informed questions and avoid unintentional violations.

Sample Timeline Template

Use this as a reference:

• 12–16 weeks out: Contact Horseshoe Indianapolis, select date
• 10–12 weeks out: Schedule walkthrough, choose package
• 8 weeks out: Finalize catering, send invitations
• 4 weeks out: Confirm guest count, arrange décor
• 2 weeks out: Final payment, send reminders
• 1 week out: Confirm staffing, logistics, and emergency contacts
• Day of: Arrive early, greet guests, enjoy the night
• Day after: Send thank-yous, provide feedback

Real Examples

Example 1: Corporate Team-Building Event

A tech company in Indianapolis hosted a 150-person casino night to celebrate their annual sales milestone. They chose the Premium Package with six tables: blackjack, roulette, craps, three poker stations. They added a live jazz trio and a champagne toast. Guests received branded poker chips with the company logo. The event ran from 7 p.m. to 11 p.m. with a gourmet buffet and late-night dessert bar.

Result: 98% of attendees rated the event “excellent.” The company received internal recognition and booked the same venue for their next annual event. They also created a short video montage of the night, which was featured on their LinkedIn page and increased engagement by 40%.

Example 2: Charity Fundraiser for Youth Programs

A nonprofit raised over $42,000 through a Casino Night at Horseshoe Indianapolis. They sold “play money” packages ($50–$100 per ticket), which guests used at tables. Winners received gift cards donated by local businesses. A silent auction featured items like weekend getaways and restaurant vouchers.

They partnered with a local radio station to promote the event and used Instagram stories to share live updates. The venue provided complimentary décor and signage with the nonprofit’s logo. Over 300 guests attended, and the event became an annual tradition.

Example 3: Wedding Celebration

A couple celebrating their 10th anniversary hosted a casino night for 120 guests after their wedding reception. They chose a “Retro Vegas” theme with red velvet ropes, gold accents, and a “Mr. & Mrs. High Roller” photo booth. The venue provided custom chips with their initials and wedding date.

Guests played until midnight, then danced to a DJ. The couple gifted each guest a small box of chocolates with a thank-you note and a photo from the night. The event was featured in a regional wedding blog and helped the couple attract future clients for their photography business.

FAQs

Can I bring my own alcohol to a Casino Night at Horseshoe Indianapolis?

No. All alcohol service is handled exclusively by Horseshoe Indianapolis’s licensed bartenders. Bringing outside alcohol violates state law and the venue’s policies. Violations may result in event termination.

Are children allowed at Casino Night events?

No. All guests must be 21 years of age or older with valid photo ID. This is a legal requirement for all gaming venues in Indiana.

Do I need to pay a deposit to book a Casino Night?

Yes. A non-refundable deposit of 25–50% is typically required to secure your date. The balance is due 14 days before the event. Payment plans may be available upon request.

How many dealers are provided per table?

Each gaming table includes one to two professional dealers, depending on the package and expected guest volume. For high-traffic tables, additional staff may be assigned at no extra charge.

Can I extend the event beyond the standard 4-hour window?

Yes. Extended hours are available for an additional fee. Most groups extend by one or two hours. Confirm availability and pricing during your initial consultation.

Is there a minimum guest requirement?

Yes. Most packages require a minimum of 50 guests. Smaller groups may be accommodated at a higher per-person rate or with a minimum spend.

Can I customize the casino chips with my logo or event name?

Yes. Custom chip printing is available for an additional fee. Provide your design in vector format (AI, EPS, or PDF) at least 3 weeks before the event.

What happens if I need to cancel my booking?

Cancellation policies vary based on timing. Cancellations made more than 60 days in advance may receive a partial refund minus the deposit. Cancellations within 30 days typically result in full forfeiture of payment. Review your contract carefully.

Can I host a Casino Night during a live poker tournament?

Yes, but with limitations. If your event coincides with a public tournament, gaming areas may be restricted. Discuss scheduling conflicts with your coordinator to avoid overlap.

Is gratuity included in the package price?

No. Gratuities for dealers and servers are not included. It is customary to tip dealers $5–$10 per person for the night. Many groups collect tips in a jar or include a tip line on the invoice.

Conclusion

Booking a Casino Night at Horseshoe Indianapolis is more than arranging a party—it’s crafting an immersive experience that blends sophistication, excitement, and social connection. From the moment you contact the Private Events team to the final thank-you note, every step matters. By following this comprehensive guide, you ensure your event is not only logistically flawless but also emotionally resonant for every guest.

The key to success lies in preparation, attention to detail, and leveraging the expertise of Horseshoe Indianapolis’s professional staff. Don’t underestimate the power of a well-planned theme, thoughtful catering, or a personalized touch like custom chips. These elements transform a simple night out into a cherished memory.

Whether you’re celebrating a milestone, uniting a team, or supporting a cause, a Casino Night at Horseshoe Indianapolis offers an unmatched blend of entertainment and elegance. Start planning today, and turn your vision into a reality that echoes long after the last chip is cashed.