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T H E The Willows Ballroom
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The Lodge at The Willows
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The Garden at The Willows
�4Table of ContentsCONTENTS PAGE NUMBER
Facility Description 5Outdoor Ceremonies 6Contact Information 7Facility Amenities 8Facility Pricing & Minimums 9Crystal Premier Wedding Package 10-11Beverage Packages 12 Plated Dinner Options 13General Policies 14Event Information & General Policies 15
Hotel Accommodations 16
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FACILITY DESCRIPTION
The Willows is a gorgeous lakefront property, nestled on 20 private wooded acres, located at 6729 Westfield Boulevard. Our convenient location is easily accessible for you and your guests. We are situated between Meridian St. and Keystone Ave., just south of 86th St. If your guests are looking for activities before or after your event, our location is just minutes away from Keystone at the Crossing, 86th St. corridor and Broad Ripple Village.
The Willows offers four distinct event spaces from which to choose, varying in size and décor. The property consists of the Willows Ballrooms, the Lodge, the Wedding Garden and the Cabin.
THE BALLROOMThe main lobby is adorned in rich woods, stone and textured fabrics. Upon entering the Ballroom, the sophisticated décor offers pendant chandeliers, white wainscoted walls, built-in bars embellished with granite tops and beautiful fireplaces to frame the room. The view from the ballroom sets the mood with your own private terrace overlooking the lake.
THE LODGEThe Lodge is situated on the south end of the property under a canopy of century old trees and lush greenery on a lakeside setting, complete with an outdoor patio, outdoor decks and fire pits with stunning vistas. The interior is a unique blend of cozy fireplaces, vintage mirrors and crystal chandeliers that create an old-world charm. Windows line the span of the 5,700 square foot Lodge overlooking the 13 acre lake with a large deck extending out over the water.
THE CABIN
The Cabin is adjacent to the Lodge and may be entered from a private entrance or through an interior connecting door from the Lodge. It offers 500 square feet of space complete with an open living area, mini kitchen and bathroom. It may be used in conjunction with the Lodge for a dressing area, private den or separately for small meetings and receptions. The Cabin opens onto a 28x50 ft patio, which includes stone fire pits to create an indoor/outdoor setting overlooking the lake.
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OUTDOOR CEREMONIES
Stage & Runway
THE GARDENNestled between a wooded backdrop and lakefront vista, our romantic wedding garden offers a breathtaking venue for your ceremony. Fall in love with our beautiful white pergola set in gorgeous seasonal florals, and be captivated by our extended aisle along the lake.
Unlike most other outdoor ceremony options in Indianapolis, we can move your ceremony inside should the weather not cooperate on the big day!
If you have always envisioned an outdoor wedding ceremony, our Garden is a perfect location to make your dreams come true.
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CONTACT INFORMATIONOur experienced staff will guide you through the planning process to create a gracious and memorable event. Every event is customized to fit your culinary and technical production needs. For your convenience, we have listed the various staff members to contact.
The Willows is located at 6729 Westfield Blvd. Indianapolis, Indianawillowsonwestfield.com
Senior Catering ManagerShawn SchillingOffice (317) [email protected]
Ballroom Event ManagerAnn Hanson Office (317) [email protected]
The BallroomThe
Lodge
Catering Sales AssociateBrittney BurtonOffice (317) [email protected]
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Ballroom & Lodge AmenitiesThe items listed below are included with your room rental fee:
• Parking• House Sound System• Built-in Custom Bars• 5ft round Tables• Padded Banquet Chairs (or white
padded chairs in the Lodge)• Table Cloths (Black, White and
Ivory); (85”x85”)• Power for DJ• Terrace or Patio
Garden Amenities• 250 white padded chairs• Two 110 outlets for power• Two Pergolas• Two Tables• Microphone & 2 Speakers
FACILITY AMENITIES
FOOD & BEVERAGE SERVICEWe are proud to say that Crystal Catering is the exclusive provider of food and beverages to The Willows.
PARKINGThe Willows offers free parking for your event with more than 425 parking spaces available.
Pictured above: The Lodge Pictured
across: The Willows Ballroom
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FOOD AND BEVERAGE
All food and beverages are provided exclusively by Crystal Catering at The Willows. No food or beverages (including all alcoholic and non-alcoholic beverages) may be brought into the facility.
Crystal Catering has an open bakery policy. You may use any baker that has a proof of insurance, Retail Merchants License and Board of Health Certificate. The client is responsible for contacting their baker directly to make arrangements.
There is a cake cutting fee of $125, which includes cake cutting, china and silver service, as well as service to guests.
FACILITY PRICING AND FOOD & BEVERAGE MINIMUMS
75-800* Guests *600 guest maximum on seated meals
Room Rental for 4hrs: $1,000
Food and beverage minimum:Friday: $4000
Saturday: $7000 (2019 Saturday: $8000)
Sunday: $6000
*21% service charge and 9% tax is not included in the room rental or food and beverage
The Garden
50-450 Guests
Rental: $1500
The room rental is your deposit. All deposits are non-refundable.
The Ballroom
75-230 Guests*Guests counts over 200 require alternate
dance floor setup
Room Rental for 4Hrs: $1,000
Food and beverage minimum:Friday: $4000
Saturday: $7000 (2019 Saturday: $8,000)
Sunday: $6000
*21% service charge and 9% tax is not included in the room rental or food and beverage
The Lodge
Indoor Wedding Ceremonies
2018 $250
With Upgraded Decor: $500
2019 $500
With Upgraded Decor: $750
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CRYSTAL PREMIER WEDDING PACKAGE
Includes all of the following: ! Dinner Buffet #1 which includes
*House Salad Mixed Greens, Tomato, Cucumber, Black Olives and Red Onion with Choice of Two Dressings *Assorted Rolls & Butter *Choice of Two Entrees & Two Side Items *Coffee, Tea and Water Served with the Meal
! Host Bar Package #2 *Four Hour Open Bar*Domestic and Imported Beers*House wines and Soft drinks
! Bottle of Champagne for Bride and Groom! Standard Tablecloths (Black, White or Ivory) *Floor length polyester - $13.00-$16.00 per
table*! Chair Covers and Sashes for all Dining Chairs! Complimentary Cake Cutting! After Dinner Coffee Station
$55.00 per person Plus taxes and service charge*
Under 21: Ages 2-10 $21.95 per person, Ages 11-20 $33.95 per person
(2019 - Ages 11-20 $34.95)
*a la carte-$28.95 per person (Buffet only)We are happy to customize the package to fit the vision you have for your reception. Please discuss options with one of our event
specialists to create just the right experience for you and your guests. Charge to credit cards will include a 2% fee.
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Dinner Buffet #4 - Wedding Package upgrade: $70.00 per person
All items included in the Wedding Package +Add Three Passed Hors D’oeuvres
Add One Carved Meat in place of one of the entrees
Add One additional Entree (for a total of three entrees)(a la carte - $44.95 per person)
Dinner Buffet #3 - Wedding Package upgrade: $65.00 per person
All items included in the Wedding Package +Add Two Passed Hors D’oeuvres
Add One additional Entree (for a total of three entrees)
(a la carte- $38.95 per person)
Dinner Buffet # 2- Wedding Package upgrade: $60.00 per person
All items included in the Wedding package +Add Two Passed Hors D’oeuvres
Add One Carved Meat in place of one of the entrees
(a la carte - $34.95 per person)
All menu items are subject to a 21% service charge and a 9% tax. Charge to credit cards will include a 2% fee.
ASK ABOUT OUR SPECIALTY HORS D’OEUVRE PACKAGES AND DISPLAYS!
For a Formal Plated Dinner Option, please see pages 15-19.
WEDDING PACKAGE - FOOD UPGRADES
Dinner Buffet #5 - Wedding Package upgrade: $75.00 per person
All items included in the Wedding Package +Add Three Passed Hors D’oeuvres
Add One additional Entree (for a total of three entrees)
Add Late Nite Snack (a la carte - $49.95 per person)
�12BEVERAGE CHOICES-BAR UPGRADES
#1 Soft Drink Only Package (NO ALCOHOL, UNDER 21 GUESTS) (4 Hours)
Assorted Soft Drinks(a la carte -$4.50 per person)
#2 -INCLUDED WITH THE WEDDING PACKAGE (4 hours)
Domestic (Bud Light, Miller Light, Coors Light), Premium (Yuengling, Stella, Blue Moon), House Wine (Tisdale Pinot Noir, Cabernet,
Chardonnay, & Moscato)Assorted Soft Drinks
(w/plated meal or outside wedding package-$20.00/guest)
#3 Wedding Package Upgrade- add $2.50 per person (4 hours)
Add House Brand Cocktails: Bellows and McCormick Liquors(w/plated meal or outside wedding package - $22.50/guest
#4 Wedding Package Upgrade- add $5.00 per person (4 hours)
Add Call Brand Cocktails to Package #2: Pearl Vodka, Bombay Dry Gin, Bacardi Light, Captain Morgan, Malibu Rum, Jose Cuervo, Jim Beam, Seagrams VO, Johnny Walker Red,
Amaretto, Peach Schnapps, Triple Sec(w/plated or outside wedding package - $25.00/ person)
Please Note: The package price includes bar service for a continuous period of time. Additional hours: The bar package can be extended or drinks can be charged on consumption or can be paid for in cash by guests.
#5 Wedding Package Upgrade- add $7.00 per person (4 hours)
Add Premium Brand Cocktails to Package #2: Tito’s or Absolute Vodka, Tanqueray Gin, Jose Cuervo 1800 Tequila,
Jack Daniels, Crown Royal, Johnny Walker Black or Dewar’s, Makers Mark Bourbon, Amaretto Di Saronno, Kahlua, Baileys,
Peach Schnapps, Triple Sec
(w/plated or outside wedding package - $27.00/person)
#6 Wedding Package Upgrade- add $12.00 per person (4 hours)
Add Ultra-Premium Brand Cocktails: to Package #2: Tito’s or Absolute Vodka, Tanqueray Gin, Jose Cuervo 1800 Tequila, Jack Daniels, Crown Royal, Johnny Walker Black or Dewar’s, Makers Mark Bourbon, Amaretto Di Saronno, Kahlua, Baileys,
Peach Schnapps, Triple Sec
(w/plated or outside wedding package - $27.00/person)
#7 Wedding Package Upgrade- add $10.00 per person (4 hours)
PREMIUM WINE PACKAGE
Substitute Premium Red and White Wine for the Tisdale Wine in Package #2. Domestic and Premium Beers remain on bar.
(w/plated or outside wedding package - $30.00/person)
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WEDDING FORMAL PLATED DINNER OPTIONS
PLATED DINNERS ARE SERVED WITH YOUR CHOICE OF:
PLATED SALAD ONE OR TWO ENTREES
TWO SIDE DISHES ASSORTED ROLLS AND BUTTER COFFEE, ICED TEA AND WATER
Single Entree Plates Starting at $28.95 PER PERSON* Double Entree Plates Starting at $31.95 PER PERSON*
*Plated Dinners are not included in the wedding package and food, bar and additional items will be priced separately once a plated dinner is chosen.
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GENERAL POLICIESGUEST GUARANTEE The guaranteed number of guests should be communicated to our office five (5) business days prior to the event date. You may increase the number of guests up to seventy-two (72) hours prior to the event, but you may not decrease the guarantee that has been given. All charges will be based on the guaranteed number, actual attendance, or whichever is greater.
SERVICE CHARGE & TAX There will be a 21% service charge added to the food and beverage total. A 9% tax is applied to all food and beverage. A 9% tax is applied to all non-food charges. Willows will add a 2% fee to all credit card charges.
BILLING Final payment of all food, beverage and additional charges is due five (5) days prior to the event. A deposit and signed contract are required to fully secure a room. The Willows will provide a pre-invoice with an itemized summary of all known charges.
DECORATIONS While choosing decorations for your event, please keep in mind the following guidelines:
• You may not affix any items to the walls. Posters, etc. may be attached to the air walls with approval from The Willows.• All items must be removed upon completion of the event.• All candles must be in a container that protects the flame.• Glitter, feathers and confetti may not be used on the tables or near the Lake, as it can remain on site long after the event. If any is
used, a $500 clean-up fee will be assessed.• Access will be determined by your event salesperson based on scheduled events for set-up.• The Willows will not be responsible for any items left prior to, during or after an event.
TIMELINE, TABLEWARE, LINEN. Events must conclude by 12:00AM.
The Willows is a full-service facility. All necessary equipment is supplied, including tables, chairs, napkins, linen, glassware and china. Table linens and napkins are available in a variety of colors.
FACILITY & WEDDING FEE For Friday, Saturday and Sunday events, fees will apply to all rooms. Facility fees are based on a four (4) hour time limit. You may extend the time by up to two (2) hours, incurring an additional fee of $350/hour. The additional time must be reserved two weeks prior to your event.
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OUTSIDE VENDORSSPECIALTY EQUIPMENT & LINENWe offer the use of 5ft round tables, padded banquet chairs, and square tablecloths (85x85) available in black, white and ivory, as well as a wide variety of napkin colors. Should you choose to upgrade from our standard offerings with specialty linens at an additional charge, we have an exclusive agreement with A - Classic Party Rental and Best Rentals. You are welcome to visit their showrooms to make your selections and place an order, which we will confirm during the planning process. The Willows will manage your rentals from delivery to the return of the equipment. Additional labor fees will apply for the application and removal of chair covers.
Best Rentals1625 Southeastern AveIndianapolis, IN 46201
(317) 638-3515
bestrentals.net
A Classic Party Rental1333 E 86th St
Indianapolis, IN 46240(317)251-7368
aclassicpartyrental.com
CITY EVENTS
To find out what’s happening in Indianapolis, as well as information on hotels and restaurants, please visit the website for the Indianapolis Convention and Visitors Association, visitindy.com or for Indianapolis Downtown Inc., www.indydt.com.
POLICIES & PROCEDURES
A listing of our policies and procedures will be sent with your event contract. Should you have any questions, please feel free to discuss them with your Event Specialist at 317-251-2628.
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Should you require hotel accommodations, the facilities below will offer special rates, pending availability. The Hotel Broad Ripple is less than a minute away! The other hotels are just a short distance away from our facility.
HOTEL ACCOMMODATIONS
For availability and additional information about The Willows, contact our Sales team at (317) 251-2628.
Hotel Broadripple
6520 Westfield Blvd.
Indianapolis, IN 46240
317-442-8017
Town Place Suites
8468 Union Chapel Road
Indianapolis, IN 46240
317-255-3700
Homewood Suites by Hilton
2501 E. 86th Street
Indianapolis, IN 46240
317-253-1919
Sheraton Suites
8787 Keystone Crossing
Indianapolis, IN 46240
317-846-2700
Updated 8/13/2017
The BallroomThe GardenThe Lodge
