Meeting Services

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.

Exit Access

• 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 Orlando 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/Confetti

• 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.

Piano

• The Caribe Royale Orlando 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 Orlando staff are not able to lift any piano on to or off staging.  Hotel is not responsible for tuning piano.

Public Space

• 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.

Scissor Lifts

• 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.

Signs/Banners

• 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 Level/Rehearsals

• 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.

Walls

• 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.

Waste Removal

• 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.