Your Guide to Event Production in Orlando

Recently, Orlando hasn’t just been looked at as a hub to reach your favorite beach destination or just a magical place to bring your family on vacation. Lately, corporations and event planners have considered the destination a place to combine personal pleasures and professional growth or gain. 

From corporate conferences and trade shows to entertainment events and conventions, Orlando has experience hosting it all. That’s why in this guide, we’ll cover everything you need to know about event production in Orlando. Including: 

• Key venues and districts
• Production resources 
• Logistics planning
• Weather and seasonal considerations 
• Budget and cost tips 

And more! Keep reading to learn more about successful event production in Orlando to ensure your next event goes off without a hitch. 

The Top Factors to Consider for Event Production in Orlando 

If you're hosting an event in a city you're unfamiliar with, or if you're not a local, it's beneficial to familiarize yourself with the local customs and expectations before you arrive or begin planning. If you’re moving forward with event production in Orlando, here are the top factors to consider. 

Key Venues and Districts  

In the center of the Sunshine State sits Orlando, a compact yet convenient place to hold events. One of the main event spaces is the Orange County Convention Center (OCCC), the area’s crown jewel of venues for conventions and trade shows. It offers 7 million square feet overall, with 2.1 million square feet of exhibition space across two buildings.  

With over 74 meeting rooms, multipurpose ballrooms, and loading docks, it offers flexibility for multiple concurrent events. Its location on International Drive (a main drag in the city!) is more convenient, and it is in line with the major hotels and entertainment for event attendees. 

Obviously, we can’t talk about Orlando without mentioning Walt Disney World Resort’s event venues available across its four theme parks, two water parks, and numerous resort hotels. In addition, the Universal Resort also offers several versatile event venues, headlined by the 36,000-square-foot Loews Meeting Complex at Universal's Royal Pacific Resort. 

Lastly, Downtown Orlando's venue portfolio is anchored by the 20,000-seat Amway Center, home to professional sports and major concerts, and the Dr. Phillips Center for the Performing Arts, featuring the 2,700-seat Walt Disney Theater and the new Steinmetz Hall. These venues offer sophisticated production capabilities, full-service event management, and downtown's unique urban atmosphere, complemented by nearby Lake Eola Park for outdoor events.

Logistics and Planning 

All meeting planners know another crucial component of any event is carefully planning attendees, speakers, and exhibitors’ transportation. Thanks to Disney and Orlando’s overall support for general hospitality, there are various shuttle services for attendees to use and for planners to communicate effectively.

When booking accommodations, the number of hotels in the area makes it easier to secure room blocks across multiple hotels to accommodate varying budgets while keeping transportation routes in mind. Keep in mind that major venues like OCCC will have specific load-in and load-out schedules and dock assignments that must be booked in advance. 

Also, remember that Orlando operates in Florida, a right-to-work state, but venues like OCCC and theme parks maintain specific union agreements for rigging and electrical work.

Weather and Seasonal Considerations 

While one of the perks of Orlando is year-round favorable weather, there are some unique seasonal considerations to consider. That includes the extreme heat during the summer and hurricane season’s impact on planning. The thing about warm winters is they come with unusually hot summers that will require special cooling procedures.

Some outdoor events won’t be possible thanks to the heat during the summer, while indoor/outdoor gatherings will need to keep the temperatures in mind to ensure guests remain comfortable with hydration stations, shade, etc. 

Another thing to consider regarding event production in Orlando is hurricane season and its potential impact. While you may get better pricing during off-season times, it could come with

the threat of hurricane season, which could cause catastrophic event changes. If your event lands during this time (June 1–November 30), you should consider having a backup venue or plan B. 

Budgeting and Cost Factors 

Speaking of seasons, Orlando is no stranger to seasonal price fluctuations that can affect your event’s budget and planning. Peak pricing is during spring break, which lands in March for most of the area. Summer months and major holidays then follow as the highest price times of the year. 

Generally, the most cost-effective periods for planning events are September-November and January-February, offering considerable savings on venues, accommodations, and production services. Event planners should also be aware of the area’s tiered venue rates based on event size and season. 

Finally, be prepared for Florida's 6.5% sales tax plus Orange County's 6% tourist development tax on accommodations. Venues typically require comprehensive liability insurance with minimum coverage of $1-2 million, naming both the venue and city as additional insureds.

Permits and Legal Requirements 

You’ll need to know how to navigate their unique local permits and legal requirements for any event. In Orlando, it’s no different, and be mindful that some individual vendors will contact the right authorities on your behalf in regard to municipal regulations and permit requirements. If not, always be sure to contact Orlando's Event Planning Office at least 60 days prior to your event date for proper permissions.

The most notable requirements to be aware of include: 

• Special Event Permits are needed for any event expecting over 1,000 attendees or requiring road closures.
• Sound permits are required for amplified sound, with restrictions after 10 PM in most districts
• General liability insurance is a minimum of $1M per occurrence, with the City of Orlando listed as an additional insured.
• Pyrotechnic displays require permits from Fire Marshal and City, with licensed operator certification.
• Health permits are necessary for any food service or preparation.

Event Types Best Suited for Orlando Orlando is ideal for several event types with an expansive landscape of event-worthy venues, entertainment areas, transportation, and accommodations. Including:

• Large-scale trade shows and conventions, particularly in technology, medical, and construction industries, frequently utilize the Orange County Convention Center's massive footprint.
• Corporate meetings and incentive programs that leverage Orlando's unique entertainment venues and theme park destinations.
• Entertainment industry gatherings, including gaming conventions, fan events, and comic conventions like MegaCon.
• Medical and pharmaceutical conferences, taking advantage of Orlando's proximity to Medical City and Lake Nona's health innovation district.
• Association annual meetings and educational conferences, drawn to Orlando's easy accessibility and year-round favorable climate.
• Sports tournaments and championship events, hosted at venues like ESPN Wide World of Sports and Amway Center.

So, what are some learning lessons from some of the most successful Orlando events? The best events in Orlando typically combine professional development with entertainment elements. That means taking advantage of the city’s built-in entertainment infrastructure and transforming standard meeting spaces into immersive environments through partnerships with local production companies and theme park entertainment teams.

Technology and Innovation 

For event production in Orlando or across the US, the technology and innovation you incorporate into your event make a huge difference in the overall ease of production. That includes considering virtual or hybrid event capabilities to make your event more accessible to those not in attendance. 

For this, review the venue’s streaming and broadcasting facilities and capabilities or hire a production company to do the legwork and confirmation for production for you. The venue should also offer 5G and WiFi connectivity options to ensure the presentations and live productions go off smoothly and seamlessly. 

If you’re looking for the unique “wow” factor of advanced projection mapping capabilities, you’ll need to do some verifying venue-wise, too. Here, both the technical specifications (lumens, resolution, coverage areas) and the support infrastructure (rigging points, power requirements) matter the most. 

This technology can transform ordinary spaces into immersive environments, significantly impacting an event's visual impact and overall experience, which, again, a professional production company can help support your event type. 

Tips for Client Experience 

To end our guide, one of the biggest tips for making a memorable event production in Orlando is to lean into the area and its various theme parks, and ideals. Brainstorm unique ideas that elevate events through exclusive theme park experiences, from private castle dinners at Magic Kingdom to after-hours access at The Wizarding World of Harry Potter.

VIP options include backstage tours, priority attraction access, and custom character appearances. Beyond parks, planners can arrange unique experiences like private concerts at House of Blues, chef's table experiences at celebrity restaurants, or elegant receptions at Leu Gardens. 

If you’re looking for something different for a special group meeting or dinner, distinctive venues range from the rooftop Hangar at ACRE to immersive spaces like the Space Gallery at Kennedy Space Center, each offering turnkey entertainment solutions with built-in theming.

Event Production in Orlando: The Bottom Line 

No matter where your event is being held, the key to a successful outcome is working with an experienced event production company. Luckily, you’re in the right place. Meet Creative Day, a leading technology and content services provider. Our expert team seamlessly supports corporate meetings, live technology, and content production for the utmost success of your event or initiative. 

So whether you’re planning an event production in Orlando, Grand Rapids, Las Vegas, or beyond... Creative Day has a professional to suit your unique event or content needs. Get in touch to begin discussing and planning your next event or initiative. 

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