The Room the Venue Assigns
SIM Indianapolis hosts the Indiana IT Symposium on Wednesday 14 October 2026 at the Indiana Convention Center, 100 South Capitol Ave, Indianapolis, IN 46225. The venue lists Sagamore Ballroom 4-5 and forecasts 300 attendees. The organiser's own site names the space as Sagamore Ballroom and publishes two keynote speakers: Jeff Ton, president of Ton Enterprises LLC, and Shawnee Delaney, chief executive of Valliance Group and a former clandestine services officer with the Defense Intelligence Agency.
What 300 Delegates Occupy
The venue's Facility Guide gives the size of each Sagamore section. Sections 3, 4 and 5 each carry 806 theatre seats, 440 banquet seats, 504 classroom seats and 6,667 square feet under a 32-foot ceiling. A two-section set in 4-5 holds 1,612 theatre seats across 13,334 square feet. A 300-delegate general session uses 18.6 percent of the theatre set and gives each attendee 44.4 square feet.
The guide publishes the full ballroom two ways. Its capacities table gives Sagamore sections 1-7 at 4,260 theatre seats and 33,335 square feet. Its narrative gives the same room at 3,400 theatre seats and 2,300 banquet. Quote one with its location. The two-section ladder sits in the capacities table.
The Ballroom's Own Kit
Three HD display screens measuring 24 feet wide by 15 feet high sit centred on the south walls of sections 3, 4 and 5, so a 4-5 set carries two of the three. Two green rooms sit on the second floor near the ballroom, each with lighted mirrors, bathroom and shower facilities and a sofa. A 380-square-foot show office serves the ballroom. The floor load in Sagamore 1-7 is 100 pounds per square foot, and the ballroom carries utility floor pockets.
Sound, lighting, projection screen and scaffolding orders run through the venue's Sound & Lighting Department under IATSE Local 30. The complex contracts exclusively with Smart City for wired and wireless service.
The Set Clock and the Labour Minimums
The initial room setup in classroom, theatre or banquet format is included in the room rental when specifications reach the Event Coordinator at least 25 days before the first move-in day. For a 14 October event that date fell on 19 September 2026. Specifications received inside the 30-day timeline, which fell on 14 September, may incur charges.
Teamsters Local 135 sets the rented space one to three days before the first contracted date, depending on prior occupancy. A change after the initial set carries a four-hour minimum labour charge that the client pays. Major changes requested three to twelve days out may also carry charges. Rooms are refreshed once daily.
Food, Beverage and Tax
Sodexo Live! holds exclusive food and beverage distribution rights in the complex. No food, beverage or novelties may be brought in or sold without written consent from management. Purchases carry 7 percent Indiana sales tax plus 2 percent Marion County food and beverage tax. First-aid facilities are serviced by IU Health, and the guide requires medical personnel at 2,000 or more attendees.
The Destination Numbers
The venue footer prints downtown supply on every page: 7,100 hotel rooms in downtown Indianapolis, 4,700 connected to the Center by skywalks, 200 restaurants within walking distance, and 15 minutes to Indianapolis International Airport. The Facility Guide counts 4,721 rooms connected to the Center, 7,175 rooms within a six-block radius and 4,570 committable group rooms.
The restaurant count varies by publisher. The venue footer reads 200. Its dining guide reads "more than 200 restaurants downtown alone".
The airport figure and a routed drive disagree. An OpenStreetMap and OSRM driving route from Indianapolis International Airport to the Convention Center measures 21.46 kilometres and 25.93 minutes at free flow, which is 1.73 times the published 15 minutes. Both lines stand with their publisher.
Denison Parking operates all Center and Lucas Oil Stadium lots, downtown holds more than 70,000 parking spaces, and both locations take reservations and pre-payment online.
No Published Block
The organiser publishes no housing page, no room block, no block rate and no cut-off date. indianaitsymposium.com serves one page, and /hotel, /hotels, /travel, /agenda and /schedule all return 404. Registration pricing is unpublished as well. Sponsorship runs through Brian Gargano at brian@efminc.com.
What to Put in the RFP
Four asks follow from the published record. Confirm the two-section ballroom hold with the screens in sections 4 and 5 written into the contract. Ask the property to quote the skywalk route and the approximately 6:00 a.m. re-opening, since the venue publishes lock-down at approximately 11:00 p.m. and calls the closing window event-dependent. Get the set specification to the Event Coordinator before 19 September, because the initial set is included in the rental only when it arrives 25 days ahead. Carry the Sodexo Live! exclusivity and the 9 percent combined tax line into the budget as separate items.
Ask for the arrival clock as well. The venue lists "Doors Open: Check event website", and the organiser publishes no start time, so no published schedule exists for a shuttle, a breakfast or a registration desk opening.