A Winter Wedding at Union Station Grand Hall | Kayli & Max in Downtown Indianapolis

A Thoughtfully Designed Grand Hall Transformation in Downtown Indianapolis

December 13th was the kind of winter wedding you don’t just attend, you feel.

From the moment guests stepped into Union Station Grand Hall, it was clear this day was intentionally designed around Kayli and Max their energy, their love, and their vision for an immersive celebration shared with everyone they love.

From early planning conversations, they kept returning to one idea: they wanted their ceremony and reception to feel like two completely different experiences within the same space. A true transformation. Something guests would talk about long after the night ended.

And that vision set the tone for everything that followed.

A Wedding Morning Filled with Energy & Joy

The morning felt like the best kind of organized chaos. Kayli’s suite was filled with bridesmaids, grandmas, flower girls, moms ..even grandpas and dads stopping in. There were breakfast trays, snacks, laughter, stories being told in corners, and that unmistakable hum of excitement that builds before a ceremony.

Hair and makeup stayed beautifully on schedule (a true luxury in a full room), and every single person walked away feeling confident and glowing. Meanwhile, downstairs, the guys eased into the day relaxed, excited, taking it all in. It was full. It was warm. It was joyful.

First Looks That Set the Tone

Once Kayli stepped into her gown with the help of her mom and sister, the emotional moments began.

First look with her bridesmaids.
First look with her dad — a moment that left not many dry eyes in the room.

And then her first look with Max.

The way they looked at each other said everything.

After that first embrace, they chose to share private vows. Grounding themselves before stepping into the ceremony. It was intimate, intentional, and set the tone for the rest of the evening.

Reimagining Union Station Grand Hall for an Immersive Ceremony

Union Station Grand Hall is one of the most iconic wedding venues in downtown Indianapolis. Its scale is dramatic, historic, and expansive which makes design intention incredibly important.

Instead of a traditional ceremony setup at one end of the room, we centered the experience.

A custom white stage from Sterler Productions was placed in the middle of the Grand Hall, with guests seated in a circular layout. Creating an intimate ceremony-in-the-round feel with no bad seat in the house.

The stage sat atop a white platform that would later transition into a black and white dance floor. Florals by Anne Gray surrounded the stage in full bloom, stunning from every angle.

Above, twinkling bistro lights added warmth to the winter setting.

The aisle featured a custom runner with their crest, leading to the stage flanked by floral.

Kayli was walked down the aisle by her dad. Max waited at center stage. Officiated by his brother, a personal detail that made the ceremony even more meaningful.

When they were pronounced husband and wife, they sealed it with a kiss, a mid-aisle dip, and a room filled with cheers.

Then the transformation began…..

Cocktail Hour with East Coast Influence

Guests were welcomed into cocktail hour by a custom mirror seating display from Sterler Productions and a photo guest book experience.

Two full bars featured signature drinks; His, Hers, and Tiger (their sweet cat, who made multiple appearances throughout the design).

To bring in Kayli’s East Coast inspiration, we incorporated a raw bar with crab, shrimp, and oysters, complete with an ice sculpture centerpiece. It added texture, experience, and a subtle coastal nod inside downtown Indianapolis.

Meanwhile, behind the scenes, our team flipped the Grand Hall from ceremony to reception.

Family photos wrapped efficiently, allowing Kayli and Max a few quiet moments in the private cocktail space overlooking the main room, one of Union Station’s hidden gems. Then joining the cocktail hour with the guests for a few moments.

A Reception Reveal Worth the Wait

Before guests reentered, Kayli and Max were brought in for a private room reveal.

Four chandeliers from Atmosphere Indy floated above their elongated head table, surrounded by layered candlelight and repurposed ceremony florals.

Guest tables featured a mix of design styles:

Baby’s breath clouds
Romantic taper candles
Low floral arrangements
Layered candlelight throughout

And the East Coast detail we mentioned earlier?

Oyster escort cards, each one calligraphed by The Letting Grove. Creating a personalized and unexpected seating experience for every guest.

As curtains opened, guests stepped into a fully transformed, candlelit Grand Hall.

Cake, Champagne, & a Full Dance Floor

Kayli and Max cut their cake on the mezzanine level so every guest could witness the moment. The cake by Top Tier Cakes featured their custom crest designed by Noteworthy Expressions.

And yes, Tiger made another cameo.

After their first dance and heartfelt words from the bride’s parents, dinner was served and the champagne tower made its entrance, wrapped in baby’s breath.

They invited their parents and wedding party to join the toast, glasses clinking, cheers echoing across the Grand Hall.

Then the dance floor officially opened.

Music by Track Seven DJ led by Darnell, kept the energy high all night long. Glow sticks, light-up rings, and a completely packed dance floor from start to finish.

Late-night snacks were served, and the celebration didn’t slow down once.

A Private Last Dance

As guests exited, Kayli and Max remained behind for one final private dance beneath the glow of chandeliers, twinkling bistro lights, and the last flickers of candlelight.

Just the two of them.
A quiet exhale after a full, beautiful, joy-filled day.

Throughout planning, Kayli and Max balanced travel, work, and school, yet remained fully present in every decision. Their trust allowed the vendor team to execute something layered, immersive, and seamless from beginning to end.

It wasn’t just a room transformation.
It was a feeling transformation.

And that’s what made it unforgettable.