Let Caribe Royale Host Your Next Meeting in Orlando. Find out how our Orlando, FL meeting venues can best accommodate your next banquet, meeting, or conference by filling out and submitting a request for proposal listed below.
At Caribe Royale, we realize that you have a variety of choices when choosing an Orlando, FL meeting facility, so we make it our business to meet – and exceed – the needs of your business. For a limited time we are offering a 3% Rebate on your meetings and free wireless internet for your guest rooms and your meeting rooms, plus more. Click here for details! Your meeting details will be handled by our expertly trained Convention Services and Banquet team, who oversee meetings at both hotels. From menu planning and audio-visual needs to floral arrangements and entertainment, our Convention Services department is a one-stop-shop for all your group planning needs, ensuring consistency, accuracy and ease throughout the entire planning process.
Best of all, Caribe Royale is independently owned and operated, which makes our on-site managers our on-site decision makers. So if you have a problem, we are able to address your specific group needs on the spot or in-person. The Caribe Royale is also located just 1.5 miles from the Walt Disney World® area.
Special Disney Meeting & Convention Tickets
Whether you want to spend a truly unforgettable evening with an old friend, share a dazzling nighttime sky with a new contact or experience the all-new, Magical Celebrations excitement with your family, you'll want take advantage of this special ticket offer. And to help you see it all, Disney's special after 2pm/after 4pm, Meeting/Convention Theme Park Tickets are designed to accommodate any agenda and are only available to you, your guests and family members. Inside Disney Parks you'll find entertainment, inspiration and rejuvenation...even if time is of the essence. Get more information and purchase your tickets at www.mydisneymeetings.com/caribe or call 407-566-5600. These tickets are not available at the theme park ticket windows, so be sure to purchase in advance. We want to see you there!
Finally, you can pull off that presentation without a hitch! Presentation Services, our audio visual staff, is made up of highly-trained professionals who are always available on-site. We use only high-end, state-of-the-art audio, video, projection and lighting equipment, so the audio visual quality is always at its best. As we are always striving to be cutting-edge, we have also installed a decorative Smartlight system consisting of 192 lighting instruments, each with 11 different colors and patterns, and we are proud to note that we were the first facility in the U.S. to install this system.
Our facilities cater to every audio visual need. We have the ability to handle any meeting from our small breakout rooms to large scale staging and production events. We also have a production oriented ballroom with numerous high capacity rigging points.
All electrical distribution must meet the national electrical code and Orange County Safety requirements. Edlen Electrical Exhibition Services can assist you to ensure compliance. All power hookups will be the responsibility of Edlen Electrical Exhibition Services. Backstage cabling across exits and walkways must be covered with rubber mats and taped down to ensure safe egress. Please click here to contact Edlen Electrical Exhibition Services' Caribe Royale representative. Frequently the Orange County Fire Marshal Office will visit the Hotel during the production to ensure these requirements are met.
For additional information, please contact our Convention Services department at (407) 238-8002.
For your electrical service needs, we only use the very best. We use the professionals at Edlen Electrical Exhibition Services for state-of-the-art equipment coupled with a total commitment to service. Edlen has the well-deserved reputation of being the finest electrical tradeshow contractor in the country, and services approximately 90% of all conventions, tradeshows and meetings in South Florida. Please click here to contact Edlen Electric's Caribe Royale representative. All electrical distribution must meet the national electrical code and Orange County Safety requirements. Edlen Electric can assist you to ensure compliance. All power hookups will be the responsibility of Edlen Electric. Backstage cabling across exits and walkways must be covered with rubber mats and taped down to ensure safe egress. Frequently the Orange County Fire Marshal Office will visit the Hotel during the production to ensure these requirements are met.
For additional information, please contact our Convention Services department at (407) 238-8002.
The Grand Caribe Convention Center offers high-speed Internet access and professional network installation and support services. From simple high-speed Internet connection to advanced webcasting of your meeting, we are prepared to handle all of your technological needs in-house or through our strategic partners.
802.11b (11Mbps) and 802.11g (54 Mbps) wireless internet connectivity is available in the pool, convention center, lobby, and villas.
Remote control for house lighting is available through our Engineering Department at a fee. Advise your convention service manager of the time, dates and quantity of lighting remotes needed prior to your event.
Air Wall Pockets
Air wall pockets are for the use of authorized hotel personnel only and under no circumstances can be used for storage or office space by production companies or any other vendors working in the ballroom.
Production shows shall be designed in such a manner as not to interfere in any way with access to required exit signs, nor shall any fire equipment be blocked; only the office of the Orange County Fire Marshal can advise or approve exceptions to their fire regulations.
Fog Machines, Lasers, Pyrotechnics
The Caribe Royale has one of the most sophisticated fire alarm systems available today. Certain types of special effect systems require that ventilation and system alarms be subdued during their usage. The use of fog, lasers and pyrotechnics must be approved by our engineering department at least 5 days prior to scheduled use.
Note: Only water base foggers and hazers are permitted for use in the ballroom. Oil based devises that produce grease laden vapors may not be used. Pyro must be submitted and approved by Fire Marshal.
Glitter and confetti must have prior arrangement for clean up or a charge will be assessed. If clean-up is performed by hotel personnel, a charge will be posted to the master account based on the type and amount of confetti or glitter to be removed.
The Caribe Royale has one upright piano available on an availability basis. Contact your convention service manager to reserve it. Due to safety regulations however, the Caribe Royale staff are not able to lift any piano on to or off staging. Hotel is not responsible for tuning piano.
The back-of-house hallways are to be used for movement of all materials and freight. Under no circumstances are the front doors to be used for equipment load in/out. Stagehands/crew are not permitted.
Only electrical scissor lifts are allowed in the ballroom areas. They must have non-marking (white) wheels prior to entry to the ballroom, also all paths that the lifts follow must be protected with visqueen.
Lifts may be delivered the day prior to an event set up and must be removed from property no later than the day after teardown.
Production companies are responsible for the scheduling of delivery and pick-up of all lift equipment. Additional handling charges will result if equipment is not removed as mentioned above.
Under no circumstances may scaffolding, ladders, chairs or similar devices be placed on platforms/scissor lifts to increase the technicians reach. Unsafe practices that could endanger the operator or damage the facility will not be tolerated.
Nothing is to be stuck, pinned, taped or mounted to any meeting/ball room wall. Banners will be hung by our Engineering Department. Arrangements can be made through our Convention Service Department.
Sound levels are to be appropriate for the contracted space and are not to interfere with activities of any other group. Actual meetings in progress take precedence over any sound check or rehearsal. Please respect any request regarding sound level you may receive from hotel management. The hotel reserves the right to terminate any event in the case of inappropriate sound level.
Nothing may be placed or leaned against any wall surface of the ballroom area. This includes writing, tacking and taping. All crates, road cases, scaffolding, panels, pallets, etc. must at all times be kept away from walls.
Production and drayage companies are required to arrange for the removal of refuse during post production, hotel's receptacles are for the use solely of the Caribe Royale. Contact your convention services manager for rental options.
Acknowledgement of damages, if any, will be presented to the production/exhibit company and meeting planner at the end of the program.
All claims for damages will be forwarded to the production company in writing within ten (10) business days following the final walkthrough.
The Caribe Royale is equipped with complete rigging systems in order to assist our clients with productions requiring overhead rigging. These systems were designed and installed in order to expedite the move in/out process. The Caribe Royale uses external eyebolts with a load capacity of 750 pounds per point. In order to help assist our clients in utilizing these systems to their full capacity we have selected Presentation Services as our exclusive rigging contractor. PSAV is responsible for all rigging and related overhead safety on property. PSAV staff will provide all necessary rigging labor for productions at the Caribe Royale. All rigging activities defined as follows must meet the following minimum standards:
Caribe Royale shipping and receiving office is staffed Monday through Friday between the hours of 7:00 a.m. and 5:00 p.m. and Saturday & Sunday between the hours of 7:30 AM and 3:30 PM to assist with receiving, packaging and shipping of documents or packages. This service is provided for all hotel guests.
The shipping and receiving office is located in the Grand Caribe Royale Convention Center and can be reached via phone at (407) 238-8434 or fax at (407) 238-8435.
Storage of empty crates or road cases is not permitted on the loading dock or service corridors of the hotel or convention center. Storage in the ballrooms is limited to the backstage area only and must not impede the path of egress to the exit doors or cover/block fire safety equipment. Storage of empty wooden crates inside the hotel and convention center is not permitted.
Trailers cannot be parked at the loading dock, however may be stored on property in our marshalling yard with prior approval of the convention services manager.
PSAV® Presentation Services has entered into an exclusive licensing agreement with Nintendo to rent Wii™ Gaming Console Packages for your groups events at Caribe Royale. PSAV is the only event technology rental company licensed and authorized by Nintendo to offer the Wii™ Gaming Console Package for rental in a public event environment.
Each Wii™ Gaming Console Package includes:
*These are the only game titles that Nintendo has authorized PSAV® Presentation Services to use in a public environment and all other games are prohibited from being used on this package system rented from PSAV® Presentation Services.
PSAV® Presentation Services has also developed Gaming Support Packages of equipment to support the Wii™ Gaming Console Packages that include items such as a Plasma Monitor with a single Powered Speaker and an LCD Projector with large screen and sound system. For additional information, please contact PSAV® Presentation Services at 407-238-0008 or email Joe Kells, Director of Event Technology at email@example.com.
From the traditional to the extravagant, the culinary artisans at Caribe Royale under the guidance of our Convention Services Managers, will work to create an impeccable dining experience for your group attendees.