All Lessees must be in compliance with the rules and regulations outlined in this document. Scheduling of events is the responsibility of the Executive Director of Clowes Memorial Hall. Requests for scheduling performances and support spaces will be determined on the basis of the following use priority. Each category within this priority shall be assessed all fees and costs appropriate to that category.
Level I
Butler University events or performances mandated by the schedule of the annual academic calendar (i.e., Orientation, Homecoming, Geneva Stunts, Spring Sing).
Level II
Performance dates by resident companies requiring full weeks for performances (i.e., Indianapolis Opera, Broadway in Indianapolis Series, Butler Ballet, Bands of America).
Level III
Clowes Memorial Hall presentations, Clowes Education Series and Jordan College of Fine Arts ensembles, including Jordan Academy of Dance at Butler University.
Level IV
Butler University academic programs.
Level V
Butler resident arts organizations, departments and student organizations.
Level VI
Other Not-For Profit organizations and For-Profit businesses.
Clowes Memorial Hall operates on a fiscal year ending May 31. Requests for available dates should be made to Clowes Memorial Hall by October in the year preceding the year in which the dates are requested (i.e. October of the current year for dates of the next year, June 1 – May 31). Regular facility Lessees will be issued a calendar indicating the academic year and priority events that have been confirmed. Once all levels of priority use have been confirmed, the calendar will open to all other Lessees.
Special permission is needed to schedule dates during scheduled Butler University holiday periods including Thanksgiving, Christmas, and New Year's. Special rental rates may apply during these periods to compensate for labor overtime rates.
All events must be booked a minimum of eight weeks in advance unless the Lessee is University sponsored or is a regular Lessee of Clowes Memorial Hall. A deposit guarantee is due on signing the Standard Rental Agreement or at a minimum of six weeks before the event date and/or before the beginning of ticket sales or the promotion of the event. The deposit guarantee is based on the total budget of the event agreed upon by the presenting organization and Clowes Memorial Hall. Payment of the deposit guarantee may be in the form of check or certified bank letter of credit. Clowes Memorial Hall may waive these provisions if the renter is a regular Lessee.
If an event reservation is released by the Presenter (Lessee) three weeks or less prior to the confirmed (booked) event date(s), the presenting organization will be charged the agreed upon rental fees plus any costs incurred by Clowes Memorial Hall as a result of the planned utilization or cancellation.
A courtesy hold may be placed on the Auditorium for two weeks before issuing a Standard Rental Agreement. If the date is challenged during this time, the Lessee obtaining the first hold will be given the opportunity to respond before the date is released to another renter. At this time a non-refundable deposit of $500 must be submitted to retain the date. Signing a Lease Agreement and the receipt of the advance deposit guarantee officially reserves the date.
No blind dates will be held. A date hold must include the name of the act to be presented. Final date confirmation and Standard Rental Agreement will be withheld until the Presenter (Lessee) has provided Clowes Memorial Hall with an official offer to the act, letter of intent or deal memorandum from the act to be presented and the technical rider.
To inquire about space availability, please fill in a Facility Request Form. These are forms are available at the Information Desk. Phone requests can be made by calling 317-940-9697 Monday through Friday 9am – 4:30pm. Forms can also be sent via email by requesting it at rentals@cloweshall.org.
