Booking steps ● Catering options ● Wi‑Fi details

Event FAQs & Answers at Vanderburgh County 4‑H Center

Find quick answers on booking steps, insurance certificates, catering options, Wi‑Fi access, camping add‑ons, and volunteer staffing. This FAQ streamlines planning, prevents surprises, and empowers organizers to create smooth events across our flexible indoor and outdoor venues while respecting local regulations.

Once we are within 1‑2 weeks prior to your event you will be given a four‑digit code (e.g. 4429) that will open the lockbox on the outside main entrance doors to the building being rented. At this time you will also be reminded of earliest access time/exit time for your rental. Typically earliest entry is between 6 am–8 am and exit time is 11:59 pm that same day, even for multi‑day rentals.

A. Parking will be directly in front of the building that is being rented. When there are multiple events on the grounds or multiple buildings have been rented, parking for each event will be assigned. Each renter will be informed of their assigned parking area.

B. If parking blockades or extra signage is needed from the Vanderburgh 4‑H Center, please inform office and/or maintenance staff so it can be provided. (If needed supplies are not included within rental agreement, an extra fee will need to be paid with office staff.)

C. Signs, balloons, yard décor and similar items may be placed at the entrance into the grounds and along roadways within our grounds to lead guests to the correct rental location. Items must not obstruct traffic or roadways throughout the grounds and are not permitted along the front of our property (along Boonville–New Harmony Road). Any such items must be cleared with the office prior to placement on the grounds.

A. Typical rentals

Renter will be informed if items on this list will not be provided or are not included in the rental agreement.

  1.  
  2. Trash cans & liners
  3. Dumpster access for trash
  4. Restrooms & supplies (toilet paper, soap, paper towels, etc.)
  5. Ice
  6. Access to essential kitchen equipment (refrigerator, freezer, sink, etc.)
  7. Electricity & multiple 110 V outlets

B. Clean‑up supplies

  1.  
  2. Broom / dust pan
  3. Dust mop
  4. Wet mop & mop bucket (floor cleaning solution if water is not sufficient)
  5. All‑purpose cleaner (if water/cloth is not sufficient)

A. FOR WEEKDAY EVENTS DURING REGULAR BUSINESS HOURS – staff will be on the grounds and easily available if needed. If staff will not be on the grounds, the renter will be informed.

B. FOR WEEKEND OR AFTER‑HOURS EVENTS – staff may or may not be on the grounds during the event, unless included in the rental agreement.

C. RENTALS/EVENTS IN NEED OF A STAFF MEMBER

  1. Visit the office (located in Activities Center Bld) or check the rented facility / nearby outdoor spaces for a visible staff member.
  2. Call or text 812‑867‑6217 (Taylor / Office)
  3. Call or text 812‑266‑8857 (Mike / Maintenance)

A. Check your GREEN “FACILITY RENTAL INFORMATION” FOLDER for all rental information and questions. This folder is given to the renter prior to the rental.

B. If the folder is unavailable, each facility/building will have its own folder containing most of the same documents and information.

C. The location of each facility’s permanent GREEN “FACILITY RENTAL INFORMATION” FOLDER will be shown to you by a staff member prior to the event and is listed below for reference:

  • Auditorium – Located in the kitchen. Find the microwave in the west end of the main kitchen, stand facing it, then take 2–3 lateral steps to your right. You will now be standing near the doorway that leads into the kitchen from the main portion of the auditorium. Look down to find a large drawer directly below the countertop and open it. The GREEN “FACILITY RENTAL INFORMATION” FOLDER should be visible inside.
  • Exposition Hall – Located in the small service window room (typically used as a service booth or concessions) near the main entrance into the facility (north wall). The folder is usually on one of the first open storage shelves directly below the service window/countertop inside this room.
  • Banquet Hall – Located in the drawer directly below the coffee machine in the north‑eastern corner of the room.
  • Conference Room – Located on a corner of the desk in the entrance lobby.
  • Show Barn – Attached to the electrical panel for the building, next to the single door used for entry/exit (westward‑facing wall).
  • Industrial Building – Attached to the electrical panel for the building. The panel is located on the north end of the building (main entrance / the only side with a waist‑high cinderblock wall on either side of the entryway).
  • Other buildings/spaces – Please see the office for confirmation of the location of any extra rental folders not listed above.

Access to ice or ice machines is typically included with most rentals. If ice is not included, the renter will be informed upon signing the agreement.

i. For rentals such as the Show Barn, Banquet Hall, Expo Hall, Industrial Building and similar facilities.

ii. These rentals either do not have direct kitchen access or did not rent kitchen facilities and the facilities are unavailable due to another rental.

iii. Access to ice will be granted in the following ways:

iv. The ice machine will be available to the renter prior to the rental date/time. During this specified early access time, you may bag the amount of desired ice and transport it to an outdoor ice chest that will be assigned to you for use during the event. The ice chest is typically located or placed within close proximity to your rental space for convenience. Bags for the purpose of bagging ice are provided to events that have this amenity listed or included in the rental agreement. If bags are not included, they can be easily purchased from any grocery or convenience store.

v. For Exposition Hall and/or Banquet Hall only: Ice machine access will still be made available for rentals of either facility even if the kitchen is being used or rented by another renter. If the other renter is comfortable sharing access to ice during the times needed for your event, doors connecting the rental rooms and kitchen will be left unlocked for access. If the other renter needs all kitchen space and amenities, leaving ice machine access unavailable, the process described in point “i.” above will be followed. Bags for bagging ice are most often included for these situations. Direction from staff will be given prior to the event (typically within 1–2 weeks before the rental takes place).

A. ATVs, four‑wheelers, dirt bikes and any similar motorized vehicles are not allowed to be used or operated for any reason on the Vanderburgh 4‑H Center’s private property. Violators will be asked to leave and legal action may be taken when appropriate.

B. Events interested in golf cart rentals must be approved through the office staff. Approved events must abide by all rules and regulations of the Vanderburgh 4‑H Center. A copy of such rules and regulations, marked as “Addendum D”, will be incorporated herein. The office will also provide an “authorized vehicle pass”. Passes must be displayed and easily visible on each rented cart. The Vanderburgh 4‑H Center requires that any cart rental be approved by the office and obtained from an approved vendor.

“Lessee shall provide comprehensive general liability insurance coverage in an amount not less than $1,000,000 which shall name the Lessor as an additional insured. If alcoholic beverages are to be served, the lessee shall provide additional comprehensive general liability insurance coverage in an amount not less than $1,000,000. Certificates should be provided to the center no later than 14 calendar days prior to the event.”

A. Check with your homeowners or property insurance provider. This coverage may be included within the umbrella of existing policies (e.g., homeowners).

B. Check with the local provider listed below. Their team is fantastic to work with and very reasonably priced:

Torian Insurance
Attn: Matt Dillow
Phone: 812‑424‑5503 ext. 107
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

C. Alternatively, try visiting: TheEventHelper.com.