Need help! Epcot rehearsal dinner...

[PrincessAurora83]

Hey everyone! We are looking to have a rehearsal dinner/ welcome party at the Italy Isola location in Epcot. I have tried emailing my planner and have asked for rough estimates on pricing, etc. but I am having a hard time getting this information from her...so frustrating! We would really like to book something within the next week considering our wedding is this November! So I have turned to these boards for advice.

Here are our important details:

-We are looking to have 80-100 people
-We would like to have buffet-style hot food items as well as a few desert items and a groom's cake
-We will be having an open bar
-We don't need to go crazy with food or decor...everything can be mid-range priced selections

So...can anyone help me figure out a rough estimate on how much this event will cost? I have heard that their is an Illuminations viewing fee (but not sure how much it is), and was unclear whether we needed to provide transportation for everyone to Epcot, or if everyone could meet us at the World Showcase entrance?

All I have received from my planner are sample menus, but this dosen't help me figure out how much EVERYTHING (food, bar, decor, Illuminations fee, transportation if needed) will cost for this event. I am so confused right now and really need some guidance.

Thanks in advance!

 

[princesswendy720]

I would figure on the event lasting for 2 hours. Illumination viewing fees are $12.95 per person. For any set menu, you'll need to tack on the service fee and tax (21% and 6.5%). A 2 hour open bar package with call wines, beer, and liquor is $24++ per person. Usually, some dessert items are included in the set menu - but you'll probably want to tack on a few hundred dollars plus a delivery fee for the cake. If your event lasts longer, the only thing that would go up is the bar fee.

So 90 people
x 12.95 viewing fee = $1,165.50
x $65++ menu = $7,538.61
x $24++ open bar = $2,783.49
+ $400 cake (estimate)
= $11,887.60

ETA: for Italy...they will require you to charter transportation. I've only heard of them allowing an escort to bring people in when the location is closer to the WS entrance...like Morocco, France, or UK. You would need 2 motorcoaches and the minimum charter time is 5 hours. I can't recall the exact pricing off the top of my head, but it's around $100 per hour...so figure another $1,000 in transportation costs. Another option (cheaper) would be just to do round trip if all of your guests are coming from the same location. You can add an additional 1 stop each way. I'd have to look up the round trip pricing...

 

[lurkyloo]

According to Disney, the maximum number of people you can have for a full meal at Italy Isola is 60, and the food and beverage minimum is $3,750. You can do what they call a "reception" (finger foods, not everyone gets a seat) for up to 150 people, and that has a food and beverage minimum of $1,650. If you had your heart set on a sit-down meal you might be able to increase capacity by paying to rent Italy West Plaza too ($335 venue rental fee).

Your other fees (besides 6.5% tax and 21% service charge) will be a venue rental fee of $585, a $12.95/person viewing fee for anyone who doesn't have park admission, and the cost of transportation for your guests. Motorcoaches seat 50-55 people and cost $325 one-way, $410 for a round trip, or $97.65/hour (5-hour minimum) if you charter them.

Hope this helps!