Event Terms & Conditions
FOOD AND BEVERAGE PRICING / POLICIES
All food and beverage is to be provided by Grande Lakes Orlando. Menus and prices are subject to change.
All food, beverage, and Room Rentals are subject to a 26% taxable service charge, currently 6.5%. Tax-exempt organizations must provide the Hotel with a copy of a valid Florida Tax Exempt Certificate.
To ensure food quality, buffet, and food display prices are based upon 11/2 hours or less. Break prices are for 1/2 hour service. Consuming raw or undercooked meats, poultry, seafood, shellfish, or eggs may increase your risk of food-borne illness, especially if you are pregnant or have certain medical conditions.
There is risk associated with consuming raw oysters. If you have chronic illness of the liver, stomach, or blood or have immune disorders, you are at greater risk of serious illness from raw oysters and should eat oysters fully cooked. If unsure of your risk, consult a physician.
CATERING SERVICE RELATED FEES
A production fee of $325 will be applied to all catered meal functions of less than 50 guests. Action Stations are subject to Chef/Attendant fees of $325 each. Bartender Fees are $325 per bartender (3-hour minimum) plus $55 for each additional hour. Cash bars require Cashiers at $325 each (3-hour minimum) plus $55 for each additional hour.
GUARANTEES
A final guarantee of attendance and/or quantities of food items must be submitted by 3:00 p.m., 3 business days (72 hrs.) prior to the event. In the event a guarantee is not received, the greater of 1) the original contracted attendance or Food and Beverage minimum, or 2) the actual guest count, will be charged to the master bill.
CANCELLATION
A cancellation fee will be charged to the group in accordance with the following cancellation schedule or Event Contract. If cancellation is between 90 to 31 days prior to the event, 75% of the total estimated event charges will be assessed as cancellation fees. If cancellation is within 30 days of the event, 100% of the total estimated event charges will be assessed as a cancellation fee. Event charges are based on the food & beverage minimum and meeting room rental, as outlined on the Event Order plus applicable tax.
PAYMENT
All events require pre-payment unless prior arrangements have been established with the Hotel. A non-refundable deposit of 25% of estimated event charges is due if 61 days or more to the event date; 50% if 60-22 days to the event; 100% if the event is 21 days or less. A Credit Card Authorization is required for all events. Personal checks may be accepted up to 21 days prior to the event. All remaining payments may be made in the form of a cashier's check, credit card, or cash. Direct Billing requests require a $5,000 minimum event expenditure and must be submitted to Marriott Business Services (MBS) two (2) months prior to the event date. Social events are not eligible for Direct Billing.
FUNCTION/EVENT ROOM(S)
The Hotel assigns event space based on the contract and/or guaranteed number of attendees and times. Final confirmation of Event room(s) may be made at the time attendance guarantee is given unless prior agreement has been made with the Hotel. All event rooms are subject to change. Any group that requires a room to be reset on the day of the function will be charged a minimum of $500.
OUTDOOR EVENTS, BACKUP SPACE, AND WEATHER CALL
Outdoor events will incur a set-up fee of $10 - $18 per person (plus tax). Inclement Weather decisions will be made at least 8 hours prior to the event start time. If a double set of both indoor and outdoor locations are requested, a set-up fee (based on set-up needs) will be charged per person and placed on the final bill (ranging from $10-$18).
Outdoor events must conclude by 10:00 p.m. Pyrotechnics and/or Fireworks must conclude by 9:00 p.m.
GRANDE LAKES AUDIO/VISUAL / PRODUCTION
Quotes for Audio Visual and Production needs are available upon request. through Grande Lakes Audio/Visual All electrical needs (power) and rigging (to ceiling) must be arranged through Grande Lakes AV. 26% taxable service charge and 6.5% sales tax will be added to all audio-visual pricing and outdoor production.
DAMAGES
Any damage to the Hotel as a result of group activity will be subject to a repair/cleaning charge. A scheduled walk-through should be arranged through your Event Manager prior to load-in, and after move-out, to assess the condition of event space.
SMOKE-FREE POLICY
In accordance with the Florida Clean Air Act, Grande Lakes Orlando is a smoke-free environment. Smoking is permitted in designated outdoor areas only.
GRANDE LAKES DESTINATION SERVICES
Grande Lakes Destination Services Team is available to discuss décor, entertainment, off-site events, floral, and transportation
needs. Tents, fireworks/pyrotechnics, and airborne shows (such as drone shows), must be arranged through the Grande Lakes Destination Services team.
Should you prefer to utilize non-Grande Lakes Vendors, a copy of the subcontractors’ a liability insurance policy is required by the Hotel, showing proof of applicable minimum policy limits. Please consult with your Event Manager should you plan to utilize subcontractors or outside vendors for further requirements and approval.
SHIPPING & RECEIVING
Due to limited storage capabilities, please ensure shipped items/packages are to arrive at the hotel no more than 3 business days prior to the event / your arrival. Please ensure the following appears on all shipped items:
The Ritz-Carlton Orlando, Grande Lakes 4012 Central Florida Parkway, Orlando, Florida 32837 In the care of: Insert Event or Conference Name + Event Date
Attn: Name of person receiving shipment Fees apply for all incoming and outgoing shipments and will be billed to the event master bill unless otherwise arranged. COD deliveries will not be accepted by the Hotel. Required package movement fees will apply.
SECURITY/FIRE MARSHAL APPROVAL
The Hotel shall not assume responsibility for the damage or loss of any item(s) left on hotel property. Arrangements for security
may be made prior to the event at a fee of $65.00 per hour (4-hr minimum required).
All outside vendors must register with Grande Lakes Safety & Security prior to load in or entering the resort.
Compliance with all federal, state, and local fire/building codes is required for events. Permits, Diagrams, and Fire Watches are required for many types of events including but not limited to; exhibits/displays, general sessions, vehicles, cooking stations, Pyro, and tenting which will require prior approval. Fees will be assessed by the Orange Co. Fire Marshal. Consult your Event Manager for guidance.
SIGNAGE
The hotel reserves the right to approve the type and placement of all signage. Wall graphics and affixed branding must be provided and installed by the FedEx office. All rigging and/or hanging of items must be facilitated by Grande Lakes AV.
FURNITURE REMOVAL
Common area and/or outlet furnishings cannot be moved or utilized for other purposes unless approved by your Event Manager. Moving fees will apply.
PARKING
Daily Valet parking is $54 per car. Daily Self-parking is $38 per car, plus tax.