Planning a company fall event in Indianapolis
The indoor or outdoor decision, what the pieces cost from our published prices, and the three documents your accounts payable team will ask for before a purchase order clears.
A company event has requirements a birthday party does not. The budget has to make sense to somebody who was not in the room, the venue may have an insurance requirement, and finance may need a W9 before a purchase order can be raised.
This is written for whoever got handed that job: an HR lead, an office manager, an HOA board member, or the person on the social committee who made the mistake of volunteering. Every number is a price published on our own product pages, so you can check each one.
One decision sets everything else
Indoor or outdoor. Make this call first, because most other choices follow from it.
Base the decision on what happens if the weather turns. Our limits on inflatables are firm: bouncers cannot be used if there are winds of 20 mph or more, and cannot be used in the rain.
Ask one question: if the forecast turns against you, does your event still work? If the answer is yes, outdoors is fine and you should plan the inflatable as a bonus rather than the centerpiece. If the answer is no, put it indoors and build it around indoor equipment.
If you go outdoors
Four things need deciding before entertainment.
Cover
Our tents run from $100 for a 10x10 up to $700 for a 20x40 Marquee. Cover is worth booking even on a good forecast, because it gives shade and gives the food and the seating a defined place to be.
Power
Office lawns, fields and parks may have no usable outlet, so check early. Our requirement for an inflatable is that it should be within 100 ft of a 110V outlet, we supply the cord, and we ask that nothing else be plugged into that outlet. Where there is no 110V outlet available we can provide a generator, priced from $250 on its product page.
Add the generator to your order when you book rather than mentioning it on the day. Walk the site, find the outlets, plug something in and confirm they work, then draw your layout around what you found.
Restrooms
Check restrooms early. If your site does not have facilities that can absorb your headcount, we rent restroom trailers: a 2 station from $1,320, a 3 station from $1,649, and a 5 station from $2,099. Those figures move a budget, so put them in the first draft.
Seating, and the math that makes it easy
Seating is priced per unit:
- White folding chairs from $3.25 each.
- 6 ft white folding tables from $17.00, 5 ft round folding tables from $16.50.
- Cocktail tables from $25.00, with skirts from $10.00.
- Coolers and Fill N Chill tables from $25.00 each.
Seating for 100 is therefore from $325, and fifteen 6 ft tables to go with it is from $255. For a standing event, a dozen cocktail tables with skirts, at $25 and $10 apiece, comes to $420.
If you go indoors
Our FAQ confirms we can set up on grass, pavement, or indoors, and a good part of the catalog works indoors. Indoors also removes the weather question for a Q4 event.
Casino night suits an adult company event, and you can add tables as headcount grows. Our Black Jack, Craps, Poker and Roulette tables are each from $650, and the Cash Cube money machine is from $350.
Arcades suit a mixed or family-inclusive event. Multicade consoles, including the Galaga and Pac-Man cabinets, are from $350 each, Pop-A-Shot is from $175, and at the top of the range the World's Largest Pac-Man is from $995 and the VR Roller Coaster is from $899.
Competitive games give you the photographs. Single Lane Axe Throwing is from $325 and Dual Lane from $495, Western Shootout is from $495, and Human Foosball and the Ninja Warped Wall are each from $695. Our Mechanical Bull is from $1,500. Our corporate page also names wax hands, which guests take home.
A 15 x 15 dance floor is from $795 if the event has that shape to it.
One caution: we do not publish ceiling heights, door widths or indoor clearances for individual units. Check the footprint on the product page, then confirm your venue's door width and ceiling height before you book. A quick call to the venue covers both.
Two worked budgets
Both are arithmetic on the published prices above rather than packages we sell, and both exclude delivery, which is charged separately based on the miles to your event location. Setup and takedown are included in the rental price.
An indoor casino night for around 100 people. Four casino tables at $650 is $2,600. Add the Cash Cube at $350, ten cocktail tables at $25 and ten skirts at $10, and you are at $3,300. That is a complete evening with a clear centerpiece, and nothing in it is weather dependent.
An outdoor company picnic for around 150. A 20x40 Marquee tent at $700, 100 chairs at $3.25 for $325, fifteen 6 ft tables at $17 for $255, a generator at $250, and a popcorn popper and cotton candy machine at $115 each for $230. That comes to $1,760, before you add an attraction.
Price the tent, the seating, the power and the restrooms first. Whatever is left is your entertainment budget.
Staffing
Our published rate for event attendants is $75 per hour, described on our FAQ as being to manage large events. Four hours of attendant cover is $300, and it means an employee does not have to run a line all afternoon instead of attending the event.
Our corporate page also notes that event coordinators are available to plan large events. For a large event, ask about one before you build a spreadsheet.
The three documents finance will ask for
Ask your venue for its insurance requirement in writing, early, because it differs by venue and we cannot tell you what yours is. What we can tell you is what is available from our side:
- A W9. Held on file for vendor setup with school district and corporate accounts payable, and downloadable now.
- A certificate of insurance. Proof of our general liability coverage.
- Additional insured status. We can list your venue as additionally insured for an extra $25 charge per event. Contact us with the venue's exact legal name.
On the money side: deposits are 50% of the total order, a credit card is required for the deposit, and the deposit is non-refundable but can be applied to a future event. The balance is due at time of delivery, and we take cash, money orders, certified checks, company checks, Visa, MasterCard and Discover. Pass one line to finance: there is a $35 returned check fee on all returned checks.
Our standard rental is up to 6 hours, with overnight available for an additional charge. If your setup window and your event window fall on different days, price the overnight rather than assuming it.
A sensible order of operations
- First: pick the date, and decide indoor or outdoor using the weather-loss test above.
- Second: get the venue's insurance requirement in writing and start vendor setup with finance. Start this early.
- Third: walk the site. Check outlets, door widths and ceiling heights, find the restrooms, and see where a truck can get to.
- Fourth: book the infrastructure. Tent, seating, power, restrooms.
- Last: spend what remains on the attraction. It is the most fun decision and the least urgent one.
Where to look at the options
Our corporate and group events page is the right starting point. It covers company events, HOA neighborhood parties, sporting events and youth fundraisers, and it is where the coordinator and certificate-of-insurance options are set out.
Common questions
How much does it cost to rent tables and chairs for a company event?
Reading our current product pages, white folding chairs are from $3.25 each, 6 ft white folding tables are from $17.00, 5 ft round folding tables are from $16.50, and cocktail tables are from $25.00 with skirts from $10.00. So seating for 100 is from $325, and fifteen 6 ft tables to go with it is from $255. Delivery is charged separately and is based on the miles to your event location, while setup and takedown are included in the rental price.
What if our event site has no power?
That can happen on an office lawn, a field or a park. Our requirement for an inflatable is that it should be within 100 ft of a 110V outlet, we supply the power cord, and we ask that nothing else be plugged into that outlet. Where no 110V outlet is available we can provide a power generator, and our generator is priced from $250 on its product page. Add the generator to your order when you book.
Can you do an indoor company event?
Yes. Our FAQ states that we can set up on grass, pavement, or indoors, and a good part of our catalog works indoors: casino tables from $650 each, arcade multicades from $350, Pop-A-Shot from $175, the VR Roller Coaster from $899 and a 15 x 15 dance floor from $795. We do not publish door or ceiling clearances for individual units. Check the footprint on the product page, then confirm the door width and ceiling height with your venue before you book. A quick call to the venue covers both.
What paperwork will our accounts payable team need?
Three documents, and all three are available. We hold a W9 on file for vendor setup with school district and corporate accounts payable. We can provide a certificate of insurance showing our general liability coverage. And where your venue requires it, we can list them as additionally insured for an extra $25 charge per event. Ask your venue for its insurance requirement in writing early.
How do payment and deposits work for a corporate booking?
Deposits are 50% of the total order and a credit card is required for the deposit. The deposit is non-refundable, but you can apply it to a future event if you need to reschedule. The balance is due at time of delivery, and we accept cash, money orders, certified checks, company checks, Visa, MasterCard and Discover. One line worth passing to your finance team: there is a $35 returned check fee on all returned checks. Our standard rental is up to 6 hours, and overnight is available for an additional charge, which is worth pricing if your setup window and your event window are on different days.
Is an outdoor event in October too risky?
It depends on what you put outside. Our limits on inflatables are firm: bouncers cannot be used if there are winds of 20 mph or more, and cannot be used in the rain. Plan a fall company event so it still works if the inflatable cannot be used, and treat anything inflatable as a bonus rather than the centerpiece. If your event cannot absorb a weather loss, put it indoors and build it around casino tables or arcades instead.
Every price on this page was read from our own product pages in August 2026, and every policy is quoted from our FAQ, our corporate events page or our schools and churches page as published then. Prices and policies change, so the product page and the FAQ are always the current authority. What your venue requires for insurance is set by your venue, so ask them in writing.
Working out a company event budget?
Send us your date and headcount, and tell us if the event is indoors or outdoors. If the event is a large one, ask about an event coordinator at the same time.