FREQUENTLY ASKED QUESTIONS
How do I make a reservation?
Please contact the Billings Depot at 406-656-7273 to make a reservation. Depot business hours are 9 a.m. to 4 p.m. Monday through Friday. Clients will complete and sign a Facility Use Agreement and provide a down payment in order to reserve a date on our event calendar.
How far in advance do I need to make a reservation?
Early is always better, however, we do our best to accommodate all customer requests. Please call the Billings Depot to inquire about availability: 406-656-7273. You can also email us at Events@BillingsDepot.org.
What about clean-up?
Immediately following the event, clients are required to remove decorations and other items they have brought into the Depot for their event. Think of it as camping rules: if you pack it in, you must pack it out. This includes food, gifts, AV or sound equipment, dishes, linens and serving equipment. Guests are responsible for clearing tables at the end of the evening and removing linens. The kitchen is to be cleaned and garbage removed by caterer or client if no caterer is used. The Depot maintenance staff takes care of the rest of the clean-up.
What about parking?
Guest parking is available in the East and West parking lots on Saturday and Sunday and after 5pm on weekdays. Street parking in the area is available anytime. The loading zone in front of the main Depot building is available for event loading, ride share, and specialty event transportation.
Does the Depot provide AV or sound equipment?
The Passenger Station has a built-in Bose sound system equipped with wireless hand-held and lapel mics, and an auxiliary cable to attach a phone or mp3 player. The Baggage Room offers a six-zone sound system with Bluetooth capabilities and two wireless mics. Portable stage units and a projector screen are available for an additional rental fee. The Post has a mobile sound system with microphone.
What about insurance?
Clients must provide proof of liability insurance for bodily injury and property damage in an amount of no less than $300,000 per occurrence. Billings Depot Inc. requires a certificate of insurance listing our venue as an Additional Insured be provided no less than 30 days prior to the event.
What about decorations?
The client is responsible for decorating the rooms to compliment the event. The Depot provides guidelines for decorations. You are welcome to check out the Depot photo album, Instagram account, or Pinterest profile for decorating ideas used at some of our previous events.
Can we serve alcohol?
Alcohol may be served at the Billings Depot through the licensed bar service that exclusively serves the Billings Depot. Guests work directly with the Depot, completing a bar service form in advance, and pay a set-up fee, depending on number of bartenders. Guests are not able to bring in their own alcohol before, during or after an event to the main Depot building. The bar is responsible for clean-up of bar and removal of garbage immediately after the event. Reservations in The Post building are not required to use Depot bar service.
What about serving food?
The client may hire any caterer to provide food for the event. Some clients choose to bring their own food. A convenience catering kitchen is available in the main building at no extra charge and we only request that the kitchen be cleaned by client/caterer after use.
How long can my event last?
Last drink is served at 11:45 PM and guests are asked to leave the building by midnight. Clients then have until 1AM to complete tear-down and cleaning responsibilities. Everyone, including vendors, must be out of the Depot by 1AM or additional fees may be incurred by the renter. For questions regarding these responsibilities, please refer to the Clean Up FAQ..
Does the Depot provide table linens?
The Depot does have some linens available for rent however, for large events, the Depot can assist clients in renting table linens in desired sizes, colors and quantities. Usually the caterer provides dishes, glasses or flatware. Clients can also rent these items through local rental companies or use paper or plastic linens and tableware.
Do you provide tables and chairs?
Yes, we provide all tables and chairs, and set them up, and tear them down for you.
We provide rounds and banquet tables and up to 320 chairs. In addition, we can also provide cocktail tables.
Can I have both my wedding and reception at the Billings Depot?
Yes, couples frequently get married at the Depot, and follow the wedding with a reception. Depending on the number of guests expected, you may choose to get married in the Passenger Station (set up theatre-style) and follow with a reception in the Baggage room (set up with round/rectangular tables/chairs). Or, you may get married and have the reception in the same room – though guests are usually seated at the round tables for a wedding and reception in the same room.
What size are the Depot rooms available for rental, and how many people do they accommodate?
The Billings Depot has two large rooms available for rental, as well as a smaller mail building. Please visit the appropriate event page on our home page for space details. You may rent one of the rooms or the entire facility for daytime or evening events.