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Note: This will be a somewhat long post. For those of you who are uninterested in hosting a private event at the Grand Floridian, kindly skip to the next post. For those of you who are interested, I hope the information that I share here will prove helpful.
Since this is the GF FAQ thread and information regarding events at the resort is rare, I didnt want to simply share a link to my photos and leave it at that. I thought it would be more helpful if I shared a few details, too. That way you could see the decisions that I made as I planned my event, as well as see how my event turned out.
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Over the years my family has hosted some wonderful private events in Walt Disney World. The events that were held at the Grand Floridian were planned with the help of the resorts Convention Services organization. All of those events were unique, and each of them was lovely. In my humble opinion, the Grand Floridians Convention Services folks do a wonderful job with everything.
Before I get into a few details about my recent event, I thought I would share a link to some photos:
click here. (Or
click here to view a low-resolution slide show.) The professional photos in that album were taken by a photographer from the Disney Event Group. Ive used Disneys photography services quite a few times now and have always been pleased with their work.
When I began planning my event, I was assigned to an Event Manager. This person was responsible for coordinating all aspects of my event. She was the person who I turned to with my questions, and she was the person who I turned to when I needed advice. It was a pleasure working with her.
During my first telephone conversation with my Event Manager, I explained my desire to host an intimate party outdoors at the resorts marina. I mentioned that I had held two parties in that location and loved its out-of-the-way feeling. Since the venue was available for the date and time that I was interested in, my Event Manager booked it for me.
Because I wanted my event to occur around the Magic Kingdoms Wishes fireworks show, I opted to add on the Wishes Entertainment Package. This meant that during the actual fireworks show, the Wishes soundtrack would be heard in my venue. This was as important aspect of the party for me since I wanted my guests to enjoy both seeing
and hearing the show.
Another item that I requested was background music. I wanted it played in the venue because I have found that it adds nicely to a partys ambience. Since I didnt have any particular musical requests, Disneys standard background music would be played. That was fine with me (it had been played during my prior events so I was familiar with it).
Since photographs have documented many important moments in my life, I requested a photographer. I wanted someone to take candid photographs throughout my event. A professional photographer would give me the freedom to enjoy my evening without having to lug my camera around.
Once the photographer had been taken care of, I added on another option. I wanted my photographs on CD since I preferred having them in digital format. It was always easier for me to find a photograph that was residing on my computers hard-drive than it was for me to find a photograph that was buried inside my hallway closet.
Besides requesting my photographs on CD, I also requested that they be placed on Disneys password-protected website. This way my guests could view the photographs and order the ones that they liked. This had been done for my prior events and it had always worked out well.
When it came time to plan the events menu, I thought it best to rely on my Event Managers expertise. Since my event was going to begin at 8:30 PM, well after everyone had eaten dinner, it would be more of a dessert and cocktail type of party. My Event Manager offered a few menu selections and we settled upon the following:
Assorted French Pastries:
Key Lime Pies
Berry Tortes
Cream Filled Swans
Mini-Cheesecakes
Fruit and Cheese Tray:
Assorted Fruits and Dip
Assorted Cheeses
Assorted Crackers and Breadsticks
Fondue Dessert Station:
White Chocolate Fondue
Dark Chocolate Fondue
Angel Food Cake
Pretzels
Strawberries
Pineapples
Honeydews
Cantaloupes
Bananas
Marshmallows
Nuts
Whipped Cream
Individually Wrapped Mickey Krispies Treats:
Mickey Mouse-shaped Rice Krispies Treats with ears dipped in milk chocolate
My Event Manager added another item to the list and that was
To Go Boxes. My guests could use them to take munchies back to their resort rooms for enjoyment later. It was a thoughtful touch.
When it came time to plan the beverage portion of the menu, my Event Manager suggested the following:
Hot Beverages:
Coffee Regular
Coffee Decaffeinated
Assorted Herbal & Flavored Teas
Hot Chocolate
As for cold beverages, I requested that a bartender and a fully stocked bar be stationed at my event. With a bartender in attendance, my guests could get whatever soft drinks or hard drinks they desired. Here is a list of the cold beverages that were provided:
Premium Brands Bar:
Bottled Water
Assorted Fruit Juices
Assorted Soft Drinks
Imported Beer
Domestic Beer
Premium Wine
Premium Cocktails
With the Wishes soundtrack, background music, photographer, food, and beverage decisions out of the way, the only thing left to decide upon was the linen package. When my Event Manager suggested a Mickey Mouse-themed package, my interest was definitely piqued. I was told that patterned linens would decorate the buffet tables, while solid linens in Mickeys colors of red, black, yellow and white would decorate the cocktail tables. For a final whimsical touch, Mickey-themed items and Mickey head confetti would be scattered about. The Mickey Mouse theme sounded darling so I gave the go-ahead.
Things had quickly fallen into place and I was pleased. However, on the Friday before my event, I had spoken with my Event Manager but I had forgotten to inquire about a unique dessert. After we had hung up the phone, I composed the following e-mail message and sent it to her:
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I'm attaching a photo of the Cinderella Slipper & Mickey Mousse Bombe desserts (click here). These two desserts were sitting on the buffet table of my Summerhouse party (the marina portion of it). They were a big hit with my guests. I'm wondering if I could add a tray of them to my party (possibly 7 of one and 7 of the other -- just enough to make a visual statement). If you find that they are unavailable at this late date, is there another dessert with a similarly fun Disney theme? I'm looking for something that would make my guests say, "Wow! I really am vacationing in the most magical place on earth!" I'm definitely open to any suggestions that you or Chef Erich might have.
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Since it was so late in the game, I knew my request was nothing more than a shot in the dark. If it couldnt be met, that was okay as I knew my party would be wonderful as planned. However, since none of my guests had experienced a private event in Walt Disney World, I wanted something a little out-of-the-ordinary for them. Because of that simple fact, I felt the need to make my last-minute dessert request. I crossed my fingers and hoped that it wasnt too late.
I didnt get an opportunity to speak with my Event Manager until the afternoon of my event. I was in the Magic Kingdom that day with my friends. When our VIP Tour stopped for lunch, I placed a phone call. During that phone call my Event Manager informed me that she and Chef Erich had come up with a unique dessert for my party. She asked if I wanted to know what it was or if I wanted to be surprised by it. Since my party was just a few hours away, I asked to be surprised.
After we hung up the phone, I rejoined my friends for lunch and then our tour continued on. As our group sat waiting for the afternoon parade to start, it began to rain. We got completely drenched in the downpour and I began to worry about the weather for that evening. I wondered if my party would be moved indoors to its backup location inside the Grand Floridians Convention Center. I quickly decided to put the weather out of my mind since there was nothing I could do about it. I enjoyed the rest of the tour with my friends, and when it was over, I headed back to the Grand Floridian.
Once I was back in my resort room, I received a phone call from my Event Manager. She asked me what I wanted to do about the party keep it outdoors at the marina or move it inside the Convention Center. My heart sank. I honestly didnt know what to do, so I asked for her professional opinion. She said that normally when the chance of rain was as high as it was, it was recommended to move the event indoors. However, she knew how much I wanted to hold my event outdoors. She said her team had been keeping an eye on the
Doppler Radar. The storm system was not hovering over Walt Disney World, so if I wanted to keep my party outdoors, that would probably be okay. However, if it began to rain during my event, the food would be ruined and it would be too late to replace it for an indoor party. I told my Event Manager that I understood the risks and was willing to live with the consequences. Once I said that, she said she would tell her team to set up my party at the marina.
After I hung up the phone, I instantly regretted my decision. I contemplated calling my Event Manager and telling her that I had changed my mind, but after I had spoken with a few of my guests regarding the weather, they convinced me to keep the party as planned. I guess you could say that my event was (literally) going to be held outdoors in the marina venue come hell or high water.
As I prepared for the party, I noticed that my daughter had chosen to wear a skirt and blouse. I found it odd that she wanted to dress up, but I decided to stick with the casual short set that I had picked out for myself. However, once my guests began knocking on my door, I noticed they were all nicely dressed. I quickly changed into a skirt and twin set so I wouldnt look out of place at my own party.
Once I was dressed, I joined my friends in the Royal Palm Club lounge. While everyone was happily chatting away, I could see the sky through the windows of the lounge. It looked ominous. It was then that the butterflies began fluttering around in my stomach again. Their fluttering soon became too much for me to bear. I asked my friends if we could move outdoors since I thought being outside might help calm my nerves. They consented and we headed to the marina.
Since it was only 8:15 PM and the party wasnt slated to begin until 8:30 PM, we sat outside Gasparilla Grill and talked for a bit. Being outdoors helped calm my nerves and I began to relax about the weather. As we sat there chatting, more guests began to arrive. Before I knew it, it was time for the party to officially begin. We gathered up our belongings and headed towards the venue.
As I entered the venue, I met my Event Manager for the first time. She was as nice in person as she had been on the telephone. She led me to the surprise dessert. It was an adorable mini-cake. She explained that there was a mini-cake for each person at my party. Each one had been hand-painted and was topped with hand-painted flowers and leaves. Each one was also adorned with a hand-painted butterfly. The mini-cakes looked beautiful and were the perfect complement to the rest of the food that had been set out on the buffet tables. I was definitely pleased. Everything had turned out beautifully. I knew it was going to be a wonderful party.
My Event Manager introduced me to my photographer. He was very nice. I explained that I wanted both candid photographs and group photographs. He said he would take whatever photos I wanted.
The rest of my guests arrived and the party began to roll. It was at that point that my Event Manager bade me farewell. I thanked her for everything and told her that I hoped to work with her again in the future.
The weather held up nicely and I thanked my lucky stars. As I looked around, I could see that the party was in full swing and everything was flowing smoothly. The bartender was busy making ice cold drinks for everyone; the wait staff was busy keeping the buffet tables stocked; the AV Technician was busy making sure the background music played softly (and the Wishes soundtrack played loudly at the appropriate time); and the photographer was busy capturing all of the magical moments on digital film.
I wont go into any further detail because I promised my guests that what happens in Disney stays in Disney. But if you look at my photographs, youll see plenty of smiles. It had truly been a wonderful evening, thanks to the hard work of my Event Manager and her staff.
Disney makes it very easy to plan a private event, and the Grand Floridian makes for a beautiful backdrop. I have now hosted three events in the resorts marina location. Its my favorite place for an intimate get-together. Yes, Ive hosted events in more elaborate locations (including two that were held inside the Disney-MGM Studios Theme Park). Ive also attended events that were held in other locations (Yacht/Beach Club, Magic Kingdom, Epcot, Animal Kingdom, and Downtown Disney). But for some reason the Grand Floridian is the one place that keeps drawing me back. I guess thats because my family feels so at home there. It was the first resort that we fell in love with, and weve never forgotten our first love.
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The details make it so interesting - and so very Disney 
