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ORLANDO MEETING SPACE

Orlando Tourist Information Bureau.com now offers available Orlando meeting space for small or large groups. Meeting planners can host functions for conferences, seminars, lectures, private functions, family gatherings catered and uncatered in the Orlando area.

Our competitive Orlando meeting space rates are
based upon availability so book early!!

Orlando Conference Seminar Workshop Meeting Facilities:

  • 20352 Sq. Ft. of Meeting Space
  • 15 Meeting Rooms
  • 2 Restaurants
  • Classroom
  • Break a way rooms
  • Theater
  • Catered
  • Hotel rooms

Services and Equipment:

  • Independent temperature control
  • Screen, printer/fax, overhead projector
  • Audiovisual equipment
  • 35 mm slide projector
  • Video conferencing
  • Microphone, power points
  • Flip chart, stage lights
  • ISDN lines, modem lines

Orlando Hotel Guest Amenities:

  • 13 acre resort
  • 14 Floors
  • International Drive
  • 652 Rooms, including 7 Suites
  • 20352 Sq. Ft. of Meeting Space
  • Gift Shop
  • Outdoor Pool
  • Exercise Facility
  • Jewelry Shop
  • Video Arcade
  • Playground
  • Refrigerator
  • Microwave
  • Voice Mail
  • Cable TV, Movies
  • Coffeemaker
  • Hairdryer
  • Free USA Today
  • In-room Safe

Need more space or have a bigger function we have meeting facilities that can cater up to

  • 100,000 square feet of convention and exhibit space
  • Space for up to 240 8' x 10' exhibit booths
  • 35,000 square-foot Grand Ballroom accommodates up to 2,700 for banquets
  • Four permanent registration areas with desk, office and storage room
  • 14,375 square-foot Junior Ballroom accommodates up to 1,100 for banquets
  • Convention service dock with direct ballroom access
  • 26 multi-function meeting rooms
  • Two freight elevators
    With
  • 1,334 total guest rooms, including 80 suites
  • Suites: 14 hospitality, 43 VIP, 20 executive, three presidential
  • 1,118 double/doubles
  • Omni Club floors (two floors) with concierge service, daily continental breakfast, complimentary happy hour with hors d'oeuvres in private lounge with bar, big-screen television, VIP check-in/check-out
  • 69 ADA rooms
  • Non-smoking floors
  • 66 kings
  • All rooms offer dataport connections

Orlando Meeting Planning Made Simple. Here are some of many services available to Meeting Planners. We will also customize to suit your needs.

Marketing Materials

  • Create brochures, "Save the Date" or other pre-mailers, conference agenda, programs, confirmation materials, Invitations, evaluation forms and other printed materials.
  • Coordinate production of all printed materials

Conference Management

  • Conduct site visit to insure that the meeting space and sleeping rooms are adequate
  • Assist in the development of program budget
  • Management of Program Budget
  • Develop RFP's and negotiate contracts for outside services
  • Coordinate the management of the call for papers process for the conference
  • Work with all conference speakers securing their Audio Visual requirements
  • Develop a conference matrix slotting all speakers into the appropriate time period
  • Prepare meeting specifications
  • Develop creative food & beverage menus
  • Monitor Sleeping room pick-up verses attrition clause
  • Coordinate all VIP and staff housing arrangements
  • Develop VIP Amenity ideas
  • Insure all handout materials have been received from the conference speakers
  • Proof all signage and banners for the conference
  • Audit the Master Billing

Housing & Registration Management

  • Sleeping Room and Conference Registration Services
  • Real Time Inventory Control
  • Registrations can be taken On-line, by voice(call-in), mail, and via fax
  • Web Registration Page design
  • Detailed reporting of all revenues and registrants
  • Revenue Management, on line processing of credit cards
  • Immediate confirmation via email to all on line registrations
  • On-site Coordination of Registration Process

Speakers and Entertainment

  • Assist in contact and confirmation of speakers
  • Work with speakers securing their Audio Visual requirements, meeting room set-ups, and handouts
  • Coordinate speakers accommodations and travel needs
  • Recommend and help secure requested entertainment

Audio Visual

  • Develop RFP's based on Audio Visual Requirements and negotiate audio visual contracts
  • Insure that the use of all audio visual equipment is maximized by coordinating the scheduling of speakers and their equipment
  • Follow-up with all speakers prior to the event in order to double check their audio visual requirements

Exhibit Management

  • Develop RFP's based on exhibit needs and negotiate Decorator Contracts
  • Develop exhibitor kits and materials to go in them
  • Solicit Exhibitors for the show
  • Solicit sponsorship of conference events from among the exhibitors
  • Oversee the move-in and out of the show
  • Insure that the show is set on time
  • Coordinate Security for the show

Ground Transportation/Off premise Tours and Events

  • Coordinate ground transportation to off site event
  • Coordinate Airport pick-ups and transfers for VIPs and Speakers
  • Develop Spouse Tours & Programs in conjunction with a local DMC
  • Secure off site venues for themes parties and special events

On-Site Coordination

  • Act as a liaison between the contact and hotel, audio visual company and any other venders
  • Inspect all meeting rooms to make sure they are set correctly
  • Check all Food & Beverage Events before they start to insure the rooms are set correctly
  • Assist speakers with any last minute changes or requests
  • Assist any attendee by answering their questions
  • Make sure all Speaker handouts and materials have arrived
  • Insure that all contracted concessions are supplied by the hotel
  • Manage the program Budget
  • Oversee the pick-up and check-in of all VIPs
  • Review all bills on a daily basis Conduct daily staff meeting in order to review the day and discuss any changes for the upcoming day will offer on site assistance without having to be involved with the pre meeting logistical wo

Post Meeting

  • Audit master account before presenting to the client
  • Send thank you letters to all speakers and VIPs
  • Tabulate all conference evaluation forms
  • Develop Post Convention Report on the conference
  • Take part in any post convention meeting
  • Review the next years contract making changes based on the most recent years conference

Meeting planners can host functions with or without meals included. Host your function in Orlando right in the middle of the International Drive Resort area within walking distance of hundreds of shops,restaurants and attractions.

Meeting Space Rate Request Form

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