Kai Rivers
Renting the Lilly Terrace at the IMA (Indianapolis Museum of Art) offers a unique opportunity to host an unforgettable event in one of Indianapolis’ most iconic and picturesque settings. Nestled within the museum’s stunning grounds, the Lilly Terrace boasts breathtaking views of the surrounding gardens, sculptures, and the White River, creating an elegant and artistic backdrop for weddings, corporate gatherings, or private celebrations. With its seamless blend of natural beauty and architectural charm, the terrace provides a versatile space that can be tailored to suit various event styles and sizes. Prospective renters can expect a seamless experience, supported by the IMA’s professional event team, ensuring every detail is meticulously managed. Whether you’re planning an intimate gathering or a grand celebration, the Lilly Terrace at the IMA promises an exceptional venue that combines art, nature, and sophistication.
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What You'll Learn
- Booking Process: Steps to reserve Lilly Terrace, including availability checks and confirmation procedures
- Rental Rates: Detailed pricing structure, deposit requirements, and payment options for the venue
- Capacity & Layout: Maximum guest capacity, seating arrangements, and space customization options
- Amenities Included: List of facilities, equipment, and services provided with the rental
- Rules & Regulations: Guidelines for events, restrictions, and policies for using Lilly Terrace
Booking Process: Steps to reserve Lilly Terrace, including availability checks and confirmation procedures
To initiate the booking process for Lilly Terrace at IMA, begin by visiting the official IMA website or contacting their event management team directly. The website typically features a dedicated section for venue rentals, where you can find detailed information about Lilly Terrace, including its capacity, amenities, and rental rates. Look for an online inquiry form or a contact email/phone number to express your interest in renting the space. Provide essential details such as your name, contact information, preferred event date, and the nature of your event (e.g., wedding, corporate function, or private party). This initial step ensures that the IMA team can promptly assess your request and guide you through the subsequent stages.
Once your inquiry is submitted, the IMA event management team will respond with availability information for Lilly Terrace on your desired date(s). They may also provide alternative dates if your first choice is unavailable. During this phase, it’s crucial to confirm the rental rates, which may vary depending on the type of event, duration, and additional services required (e.g., catering, decor, or technical support). The team will likely send you a detailed proposal or brochure outlining these specifics. Take this opportunity to clarify any questions or special requests you may have to ensure the venue aligns with your event needs.
After confirming availability and reviewing the proposal, you’ll proceed to the reservation stage. The IMA team will typically require a signed rental agreement and a deposit to secure your booking. Carefully review the terms and conditions of the contract, including cancellation policies, payment schedules, and any restrictions related to the use of the venue. Once the agreement is signed and the deposit is paid, you will receive a formal confirmation from IMA, solidifying your reservation for Lilly Terrace. This confirmation will serve as your official booking reference for all future communications.
In the weeks leading up to your event, the IMA team will coordinate with you to finalize details such as event timelines, vendor arrangements, and any additional services you’ve requested. They may also schedule a site visit to help you plan the layout and logistics of your event. It’s important to maintain open communication during this period to address any last-minute changes or requirements. On the day of your event, the IMA staff will be on-site to ensure everything runs smoothly, allowing you to focus on enjoying your special occasion at Lilly Terrace.
Throughout the booking process, staying organized and proactive is key to a seamless experience. Keep track of all communications, deadlines, and payments to avoid any misunderstandings. By following these steps—inquiring about availability, reviewing proposals, signing the agreement, and finalizing details—you can successfully reserve Lilly Terrace at IMA and create a memorable event for your guests.
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Rental Rates: Detailed pricing structure, deposit requirements, and payment options for the venue
The Lilly Terrace at IMA offers a stunning venue for events, and understanding the rental rates is crucial for planning. The pricing structure is designed to accommodate various event types and durations. For standard events, the base rental fee starts at $3,500 for a 6-hour block, which includes access to the terrace, adjacent indoor spaces, and basic amenities such as tables, chairs, and restrooms. Additional hours can be added at a rate of $500 per hour, allowing flexibility for longer celebrations. Peak season rates (April through October) are subject to a 15% surcharge due to high demand, while off-peak season rentals enjoy a 10% discount. Custom quotes are available for multi-day events or specialized setups.
Deposit requirements are straightforward to secure your booking. A non-refundable deposit of 50% of the total rental fee is due at the time of contract signing. The remaining balance must be paid in full 30 days prior to the event date. For bookings made within 30 days of the event, the full payment is required upfront. A separate security deposit of $1,000 is also mandatory to cover any potential damages or additional cleaning needs. This deposit is fully refundable within 14 days after the event, provided no issues arise.
Payment options for renting the Lilly Terrace are designed for convenience. Accepted methods include credit card (Visa, Mastercard, American Express), bank transfer, and certified checks. A 3% processing fee applies to all credit card transactions. For clients preferring installment payments, a customized payment plan can be arranged upon request, provided the full balance is settled by the due date. All payments must be made in USD, and international transactions may incur additional fees as per bank policies.
Additional fees may apply for optional services or specific requirements. These include but are not limited to catering setup ($500), AV equipment rental ($300), and exclusive use of the adjacent garden area ($750). Clients are encouraged to discuss their needs with the venue coordinator to receive an accurate, itemized quote. It’s important to note that outside vendors must be approved by IMA management, and a vendor fee of $200 per vendor may apply.
Cancellation policies are an essential part of the rental agreement. Cancellations made more than 90 days before the event will forfeit the initial deposit but incur no further charges. Cancellations within 90 days of the event will result in the forfeiture of the full rental fee, unless the venue is rebooked for the same date, in which case a partial refund may be issued. Clients are strongly advised to consider event insurance to mitigate financial risks associated with cancellations.
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Capacity & Layout: Maximum guest capacity, seating arrangements, and space customization options
The Lilly Terrace at IMA offers a versatile and elegant space for events, with a maximum guest capacity of 150 seated guests or 200 for standing receptions. This capacity ensures that the venue can accommodate a range of events, from intimate weddings to larger corporate gatherings. The terrace’s open layout provides ample room for movement and interaction, making it ideal for both formal and casual occasions. For seated events, the space can be configured with round tables of 8-10 guests each, or long banquet-style tables for a more communal feel. The venue’s team works closely with renters to determine the best seating arrangement based on the event’s nature and guest count.
Seating arrangements at the Lilly Terrace are highly customizable to suit the specific needs of each event. For weddings, couples often opt for a combination of round tables and a central dance floor, while corporate events may prefer theater-style seating or classroom setups. The terrace’s dimensions allow for creative use of space, including designated areas for bars, buffets, or live entertainment without compromising guest comfort. Additionally, the venue provides a variety of chair and table options, from classic Chiavari chairs to modern lounge furniture, ensuring the décor aligns with the event’s theme.
One of the standout features of the Lilly Terrace is its flexibility in space customization. The open-air design allows for seamless integration of outdoor elements, such as floral installations or lighting fixtures, to enhance the ambiance. Renters can also choose to add temporary structures like tents or canopies for weather protection or to create distinct zones within the space. The terrace’s perimeter can be adorned with drapes, lanterns, or other decorative elements to personalize the setting further. This level of customization ensures that each event held at the Lilly Terrace feels unique and tailored to the host’s vision.
For events requiring additional functionality, the Lilly Terrace offers options for partitioning the space. This is particularly useful for multi-purpose events, such as conferences with breakout sessions or weddings with separate ceremony and reception areas. The venue’s layout can be adjusted to create intimate corners or open gathering spaces, depending on the flow of the event. Furthermore, the terrace’s proximity to IMA’s indoor facilities provides the option to expand the event space if needed, offering a seamless transition between indoor and outdoor areas.
Lastly, the Lilly Terrace’s layout is designed with accessibility in mind, ensuring all guests can navigate the space comfortably. Wide pathways, ramp access, and strategically placed seating areas accommodate guests with mobility needs. The venue’s team assists in planning the layout to ensure compliance with accessibility standards while maintaining the event’s aesthetic appeal. Whether hosting a grand celebration or a more subdued gathering, the Lilly Terrace’s capacity and layout options provide the foundation for a memorable and well-organized event.
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Amenities Included: List of facilities, equipment, and services provided with the rental
The Lilly Terrace at IMA offers an unparalleled rental experience, complete with a wide array of amenities designed to enhance your stay. Amenities Included with the rental encompass a thoughtfully curated list of facilities, equipment, and services to ensure comfort, convenience, and luxury. The terrace itself features a fully furnished outdoor lounge area with premium seating, ambient lighting, and a state-of-the-art sound system, perfect for hosting gatherings or enjoying quiet evenings. Additionally, a private dining area with a chef-grade barbecue grill is provided, allowing you to entertain guests or savor meals al fresco.
Inside, the rental includes a modern, fully equipped kitchen with high-end appliances such as a refrigerator, oven, dishwasher, and coffee maker, ensuring you have everything needed to prepare meals with ease. The living space is outfitted with smart TVs, high-speed Wi-Fi, and a dedicated workspace for those who need to stay connected. For relaxation, plush bedding, luxury linens, and blackout curtains are provided in the bedrooms, while the bathrooms feature spa-like amenities, including rainfall showers and premium toiletries.
Guests at the Lilly Terrace also have access to shared on-site facilities, including a fitness center, yoga studio, and heated swimming pool. For added convenience, complimentary parking, 24/7 security, and concierge services are included, ensuring a seamless and secure stay. The property is also equipped with laundry facilities, including a washer and dryer, to cater to longer-term guests.
To elevate your experience, the rental includes exclusive services such as daily housekeeping, private chef arrangements upon request, and personalized event planning assistance. For those interested in exploring the area, complimentary bicycles are available for use, along with curated guides to local attractions and dining recommendations. The Lilly Terrace at IMA truly combines luxury, functionality, and hospitality in every detail.
Lastly, sustainability is a key focus, with eco-friendly amenities such as energy-efficient appliances, recycling facilities, and organic toiletries provided throughout the property. Whether you're visiting for leisure or business, the Amenities Included with the Lilly Terrace rental are designed to cater to every need, ensuring a memorable and hassle-free stay.
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Rules & Regulations: Guidelines for events, restrictions, and policies for using Lilly Terrace
Rules & Regulations: Guidelines for Events at Lilly Terrace
Lilly Terrace at the Indianapolis Museum of Art (IMA) offers a stunning backdrop for your event, but to ensure the preservation of this unique space and a seamless experience for all, adherence to the following rules and regulations is mandatory.
Event Approval & Permits: All events at Lilly Terrace require prior approval from the IMA Events Department. A formal event proposal outlining the nature of the event, expected attendance, setup requirements, and any special requests must be submitted for review. Obtaining necessary permits for activities like amplified music, catering, or alcohol service is the sole responsibility of the event organizer.
Hours of Operation & Setup/Teardown: Events are permitted during designated hours, typically aligning with museum operating hours. Setup and teardown must occur within the allocated time slots provided by the IMA Events Department. Early access or extended hours may be granted upon request and approval, subject to additional fees.
Capacity & Seating: Lilly Terrace has a strict capacity limit to ensure guest comfort and safety. This limit includes all attendees, vendors, and event staff. Seating arrangements must comply with fire safety regulations and allow for clear emergency exits.
Catering & Alcohol: Catering services must be provided by approved vendors listed by the IMA. Alcohol service is permitted only with a valid liquor license and must comply with all state and local regulations. The IMA reserves the right to inspect all food and beverage items brought onto the premises.
Decorations & Equipment: Decorations must be approved by the IMA Events Department and should not damage the terrace or surrounding areas. The use of open flames, confetti, glitter, or any materials that could stain or harm the terrace is strictly prohibited. All equipment, including tents, tables, chairs, and sound systems, must be rented from approved vendors and set up according to IMA specifications.
Noise & Music: Noise levels must be kept at a reasonable volume to respect museum visitors and neighboring areas. Amplified music is permitted only during designated hours and must comply with noise ordinances. The IMA reserves the right to request volume adjustments or discontinue music if deemed disruptive.
Cleanliness & Waste Management: Event organizers are responsible for maintaining a clean and tidy space throughout the event and ensuring a thorough cleanup after the event concludes. Trash and recycling must be disposed of in designated receptacles provided by the IMA. Any damage to the terrace or surrounding areas will be the financial responsibility of the event organizer.
Liability & Insurance: Event organizers are required to provide proof of liability insurance naming the Indianapolis Museum of Art as an additional insured party. The IMA assumes no liability for any injuries, damages, or losses incurred during the event.
By adhering to these rules and regulations, you contribute to the preservation of Lilly Terrace and ensure a successful and enjoyable event for all.
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Frequently asked questions
The Lilly Terrace at IMA (Indianapolis Museum of Art at Newfields) is an outdoor event space offering stunning views of the museum grounds and gardens. It’s popular for weddings, corporate events, and private parties due to its scenic beauty and versatile layout.
To inquire about renting the Lilly Terrace, visit the Newfields website and navigate to the "Rentals" or "Events" section. Fill out the event inquiry form or contact the events team directly for availability and pricing details.
The Lilly Terrace can accommodate up to 250 guests for a standing reception and approximately 150 guests for a seated event. Capacity may vary based on setup and event requirements.
Yes, rentals must adhere to IMA’s event guidelines, including noise restrictions, vendor approvals, and preservation of the space. Alcohol must be served by a licensed caterer, and events must end by 11 PM.
The rental typically includes access to the terrace, tables, chairs, and basic setup. Additional services like catering, décor, and audiovisual equipment can be arranged through approved vendors or at an extra cost.
