POLICIES > Important Information

Food and Beverage Policies

Due to liability and legal restriction, no food or beverages of any kind will be permitted to be brought into the meeting space by the patron or any of the patron's guests or invitees. The Walt Disney World Swan and Dolphin is the only licensed authority to sell and serve liquor for consumption on the premises.

In order to ensure that we meet your requirements, your banquet event orders are due back signed to the Hotel by fifteen (15) business days prior to your first scheduled food and beverage function. Banquet event orders/menus received after this date may be subject to an additional surcharge.

Food and Beverage Operations Charges

All food and beverage prices are subject to a Staff Service Charge, currently 14.45% and a House Service Charge, currently 11.55%. The Staff Service Charge on the food and beverage is distributed entirely to the service personnel involved with the event; the House Service Charge on the food and beverage is retained entirely by the Hotel and is used to cover the cost of equipment, heat, light, power, and other expenses related to hotel operations and costs of the event.

Other Mandatory Charges: Meeting room rental prices are subject to a Service Charge, currently 26%.

Service Charges: Staff Service Charges, House Services Charges and Other Mandatory Charges are collectively referred to as “Service Charges”. All prices, rates, and Service Charges are subject to applicable taxes in effect at the time of the event, currently 6.5%. Group understands that its selections and preferences will affect the total pricing of the event and that the total cost may vary based on those selections and preferences. The Service Charges described herein may each increase between the date this Agreement is signed and the date of the event by up to an additional 5 percentage points (e.g., 20% to 25%). The increase may be the result of changing market conditions or costs at the time of the event, as reasonably determined by the Hotel. The Hotel will endeavor to provide not less than 45 days’ notice of such increase, which notice may be by email. Group agrees to pay the Service Charges in existence at the time of the event. Group understands that increases to the Service Charges do not entitle Group to cancel any Agreement without payment of the applicable cancellation liquidated damages.

All federal, state and municipal taxes which may be imposed or be applicable to this agreement and to the services rendered by the Hotel are in addition to the prices set out herein.

Guarantee Policy

Ten (10) working days prior to all food functions, the Hotel requires the customer to submit an expected number of guests for each scheduled event. The expected number of guests cannot be reduced by more than 10% at the time the Hotel receives the guaranteed number of guests. The guaranteed number of guests for all food functions must be submitted to the Catering Department by Noon, three (3) business days prior to the date of the function. If the guarantee is not received by the cut off date/time, the Hotel will assume that the “expected” (exp) number of guests noted at the top of the banquet event order or the expected number of guests submitted to Catering ten (10) working days prior to the event as the guarantee. The guarantee becomes the minimum number of guests used in calculating the amount to be charged and the maximum number for food preparation. Should the actual number of guests in attendance of the event exceed the guarantee, the customer will be charged for that number of guests. On plated Food and Beverage functions, the Hotel will set seating for 5% over the guarantee for all group events under 500 guests and 3% for all events over 500 guests.

Outdoor Functions: Weather Call / Set Up Fee

For evening functions, The Walt Disney World Swan and Dolphin will decide a minimum of 6 hours prior to the function whether the event will move indoors. For daytime functions, the weather call will be made at 6:00pm the day before. If there is a 30% or higher chance of rain, temperatures below 60°F, or wind gusts exceeding 20 mph, the event may be moved indoors. The Walt Disney World Swan and Dolphin reserves the right to make the final decision to move any outdoor function to the indoor backup space due to inclement weather.

All outdoor events will be charged a set up fee of $9.00 – $15.00 per person (based on location) with a minimum of $500. This fee is subject to service charge and sales tax. If the event is moved indoors and a room turn is required to host the event in the back up location, or if the event is moved to the backup location after the weather call time, the setup fee will apply.

Outdoor events must conclude by 10:00pm. The hotel reserves the right to adjust entertainment volume as necessary.

Minimums

For private parties with groups of (50) fifty people or less, the Hotel will charge a $350 production fee.

Food and Drug Administration Codes

All food items are cooked to the recommended FDA Food Code temperatures, unless otherwise requested. Consuming raw or undercooked meats, seafood, shellfish, or eggs may increase your risk of food borne illness.

We are happy to discuss with you and attempt to accommodate any dietary or special needs diets.

Damage

Patrons agree to be responsible and reimburse the Walt Disney World Swan and Dolphin for any damage done by patron, patron's guests or group activity to the Hotel.

Signs and Banners

The Walt Disney World Swan and Dolphin reserves the right to approve the copy and placement of all signage and banners. All signs must be professionally printed. No signs are allowed on the guest room levels, elevators and main lobby areas of the Hotel or building exterior without Hotel Leadership approval. Printed signs outside function rooms should be free standing or on an easel.

Wall graphics, affixed branding or signage must be provided and installed by 11th Hour Business Center.

Function Rooms

Function rooms are assigned by the Hotel according to the guaranteed minimum number of people anticipated. Room rental fees are applicable if group attendance drops below the estimated attendance at the time of booking. The Hotel reserves the right to change groups to a room more suitable at the Hotel's discretion for the attendance, with notification, if attendance drops or increases.

Smoke-Free Policy

In accordance with Florida Clean Air Act, the Walt Disney World Swan and Dolphin is a smoke-free environment. Smoking is permitted in designated outdoor areas.

Lost and Found

The Walt Disney World Swan and Dolphin does not accept any responsibility for damage or loss of any merchandise or article left in the Hotel prior to, during, or following your function.