Walt Disney World Swan and Dolphin
Ballroom Regulations
Page 1 Ballroom Regulations Revised October 19, 2010
TABLE OF CONTENTS
Table of Contents………………………………………………………………
2
Introduction….....................................................................................................
3-4
General Information Floor Plan………………………………………………………………. Move In/Out…………………………………………………………… Storage…………………………………………………………………... Security………………………………………………………………….. Staging…………………………………………………………………… Personnel/Stage Hands………………………………………………… Electrical Power Distribution………………………………………….. Lighting Remote………………………………………………………… Rigging Guidelines……………………………………………………… Rigging Capabilities…………………………………………………….. Rigging Rates……………………………………………………………. Banner Hanging…………………………………………………………. Audio Visual Considerations…………………………………………..
5 6 7 7 8 9 10 10 10-11 11 12 12 13
Miscellaneous Considerations Operational Sound Levels/Rehearsals……………………………………………… Walls……………………………………………………………………… Airwall Pockets………………………………………………………….. Ballroom Lights…………………………………………………………. Scissor Lifts……………………………………………………………… Carpeted Areas………………………………………………………….. Exit Access……………………………………………………………….. Fog Machines, Lasers, Pyrotechnics…………………………………… Special Effects……………………………………………………………. Waste Removal…………………………………………………………..
14 14 14 14 15 15 15 16 16 16
Page 2 Ballroom Regulations Revised October 19, 2010
INTRODUCTION
Thank you for choosing the WALT DISNEY WORLD SWAN AND DOLPHIN as the site for your upcoming meeting. Below you will find information to help you plan and understand the rules and regulations that pertain to all meetings held at the Swan and Dolphin. As you review these guidelines you are encouraged to contact your assigned Convention/Conference Service Manager with questions and/or any clarification of issues you may have. A complete range of electrical services are provided by our exclusive electrical contractor, GES Electrical Services. The WALT DISNEY WORLD SWAN AND DOLPHIN has three ballrooms and one multi-purpose room – all fully equipped and ideally designed for your General Session production and/or major banquet events. 1.
Swan Ballroom: a. b. c.
2.
Northern Hemisphere Ballroom: a. b. c.
3.
22,582 square feet with the capability to divide into (10) primary sections Ceiling height is 22’ 10” Floor covering is a high-grade wool carpet
33,556 square feet with the capability to divide into (11) primary sections Ceiling height is 22’ 10” to 26’ 10” Floor covering is a high-grade wool carpet
Southern Hemisphere Ballroom: a. b. c.
18,881 square feet with the capability to divide into (5) primary sections Ceiling height is 22’ 10” Floor covering is a high-grade wool carpet Please note that Northern and Southern Hemisphere Ballrooms may be combined to form one ballroom (Hemispheres Ballroom) that is 54,238 square feet in size
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4.
Pacific Hall: a. b. c.
5.
48,755 square feet with the capability to divide into (3) primary sections The ceiling is an exposed I-beam truss structure. The riggable truss is 25’ 10” from the floor Floor covering consists of high quality wool carpet squares
Atlantic Hall: a.
34’ (upper ceiling) – 14’ (lower ceiling)
The Hemispheres Ballrooms are accessible by a (6) ton capacity freight elevator when weight is distributed equally. The Swan Ballroom and Pacific Hall are accessible from ground level over docks with/without adjustable dock plates. All docks are for exclusive use of group clients and not used for normal Hotel food/supplies delivery. The Hotel docks and freight elevator are under the control of the Event Support Manager in the Event Services Department. The Event Support Manager will interact directly with production companies, PSAV (rigging), GES (electrical services), audio visual and lighting companies, destination management companies, and all vendors providing services and products to Hemisphere Ballrooms, Swan Ballroom, and Pacific Hall. Should you be utilizing the Osprey Ballroom, please consult your Convention/Conference Service Manager for move in/out procedures and features of the room.
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GENERAL INFORMATION 1.
FLOOR PLAN a.
The Reedy Creek Improvement District is responsible for enforcing fire and safety regulations on Disney property. They are dedicated to providing a safe and enjoyable experience for all participants.
b.
All General Session and major banquet events require the submission and approval of a floor plan with detailed specifications. These must be submitted to the Fire Marshal’s office for approval in accordance with the time table outlined by your Convention/Conference Service Manager in the Hotel’s Introductory Letter.
c.
For all stages 36” or more in height, a Reedy Creek Non-Structure building permit will be needed in addition to Fire Marshal approval. Please include a separate drawing of the stage elevation and detailed information on stage construction. Please note that the local fire code requires safety rails with stages of 36” or more in height. The cost for the building permit is currently $35.00 (subject to change) and (1) copy of the floor plan with a separate drawing of the stage elevation and detailed information on stage construction should be additionally sent to: Dawn M. Matias Permit Technician Building and Safety 407/828-3680
[email protected]
d.
If modular, pre-fabricated staging is planned, please include the name of the manufacturer, and model of the equipment.
e.
In accordance with State and Local regulations regarding The Americans with Disabilities Act, you are required to provide handicap accessibility to any stage where audience activity is scheduled. This includes awards presentations or other events that would require any individual(s) to access the stage from the audience. The access may be in the form of an ADA approved ramp or lift. You may make the determination, which would be more appropriate for your program, and room design.
f.
Please forward all floor plans to the following address for approval: Battalion Chief Kyra Smeller Reedy Creek Improvement District P.O. Box 10170 Lake Buena Vista, FL 32830-0170 407/560-5836 407/560-1959 Fax RCID website: rcid.org
g.
[email protected]
Once your floor plan is approved, please forward (2) copies to your Hotel Convention/Conference Service Manager. Page 5 Ballroom Regulations Revised October 19, 2010
2.
MOVE-IN/OUT a.
The meeting planner is responsible for ensuring that the production company make appropriate arrangements, and provide adequate labor, so that move-in and move-out schedules can be followed in accordance with the Sales Contract and your Hotel Introductory Letter. Your Convention /Conference Service Manager must be advised of all details in writing at least ten days prior to move-in, so that arrangements can be made to block adequate loading dock and/or freight elevator time.
b.
Any front of the house load-in/out must be approved in advance by the Convention/Conference Service Manager.
c.
Upon load in/out, adequate protection of the carpet through the use of visqueen or polytak must be utilized. This can also be purchased through the Hotel.
d.
Prior to move in you or your production representative will be required to sign a copy of these regulations. Prior to move out there will be a joint inspection of the premises to identify any damage.
e.
It is the responsibility of the production company to clean any area that they use and to remove any tape residue, polytak, used tape balls or large stains. The WALT DISNEY WORLD SWAN AND DOLPHIN does not provide cleaning materials, supplies, vacuums, or janitorial services for the ballroom areas. Removal of trash from the ballrooms is the responsibility of the production company. Dumpsters are provided by the Hotel, and charges for removal from Hotel property are in accordance with your Introductory Letter.
f.
At the conclusion of the program, the ballroom and loading docks used by the production company must be presentable for the next day’s business prior to leaving the property. An inspection will be conducted prior to move in and upon completion of the load out by the Event Support Manager and the Production Company. Damages to the fixtures and equipment in any of our space are the responsibility of the Production Company. An acknowledgement of damages, if any, will be presented to the production company and the meeting planner at the end of the program. All claims for damages will be forwarded to the production company in writing within ten (10) business days following the final walk through.
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3.
STORAGE All road boxes and excess production equipment, etc., must be stored in your trailers, behind your main stage, or storage room confirmed by the planner. The Hotel does not provide parking facilities for trucks or trailers. All empty A/V cases must be stored behind stage in available space or on truck. Please do not store cases in hallways or outside exhibit halls.
4.
SECURITY The Walt Disney World Swan & Dolphin Security Department is the exclusive provider of security services for all events at the resort. Rates are available through your Convention/Conference Service Manager. a.
The WALT DISNEY WORLD SWAN AND DOLPHIN Security Department monitors the premises with uniformed officers on a 24-hour basis.
b.
Armed security is not permitted.
c.
Private security companies will not be allowed on the premises without first having been cleared through the Director of Security sufficiently in advance to permit confirmation of licenses and insurance coverage.
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5.
STAGING a.
Although our inventory of meeting equipment is available to production companies for use in creating your meeting environment, the exception to that inventory is staging. Production staging is not available through the Hotel. Many suppliers are available to provide specialty staging, and our standard risers are only available to supplement main stage requirements and for stages used exclusively for speaker presentations. Of course, as with all of our meeting equipment, risers are provided on an availability basis. Pricing for riser staging is noted in your Hotel Introductory Letter.
b.
The installation and assembly of wooden stages may not be done unless visqueen is installed under the entire area that the stage is going to encompass. No nails or bracing wires used in production setups may be attached to the building. No painting, mixing of chemicals or explosive materials are allowed inside the Hotel. No sawing or cutting of materials is allowed within the Hotel.
c.
During move in/out, backstage areas and pathways are required to be protected by visqueen or polytak.
d.
In the event that ceiling lifts, forklifts, or other types of material handling equipment are utilized during move-in/out please note: 1.
Visqueen or polytak must cover all areas of the carpet over which material handling equipment or lifts will be driven.
2.
Equipment tires should be free of dirt and debris. Usage of nonmarking pneumatic tires is preferable.
3.
Use of forklifts require plywood or masonite in the pathways.
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6.
PERSONNEL/STAGE HANDS a.
All personnel/stage hands are required to wear visible photo identification at all times. There are absolutely no exceptions to this requirement.
b.
The exposition service company is responsible to hire competent personnel to setup, operate and remove their equipment, and is also responsible for the actions of any personnel attached to or associated with their staff.
c.
All labor employed by a exposition service company, regardless of their craft, must wear a uniform shirt (excluding open body style) identifying the company for which they work. T-shirts are acceptable. Service contractor employee’s clothing will be neat, reflecting an overall tidy appearance.
d.
Smoking, eating or drinking is prohibited within all exhibit areas during load in/out. Room service or catered meals are allowed, per the client’s request, at a cost. Beverages will be restricted to non-alcoholic during setup and teardown. Food and beverages staged or stored in Hotel service corridors is Swan and Dolphin property and not to be touched by exposition service companies.
e.
The possession or use of intoxicants on Swan and Dolphin property is prohibited. Possession or use of drugs is prohibited, other than medicine prescribed by the employee’s physician. Violation will result in immediate removal of the individual from the premises.
f.
The possession of firearms, explosives or weapons of any kind is prohibited. Fighting, physical violence, creating a disturbance, horseplay, disorderly conduct or the use of abusive language is a violation of Hotel policy and will result in immediate removal of the individual from the premises.
g.
Theft, attempted theft, misappropriation of property or the aiding of such acts will result in immediate removal and possible criminal prosecution.
Page 9 Ballroom Regulations Revised October 19, 2010
7.
ELECTRICAL POWER DISTRIBUTION All electrical distribution must meet National Electrical Code and Reedy Creek safety requirements. GES Electrical Services can assist you to ensure compliance. All power hookups will be the responsibility of the WALT DISNEY WORLD SWAN AND DOLPHIN through GES Electrical Services. Backstage cabling across exits and walkways must be covered with rubber mats and taped down to ensure safe egress. Frequently, the Fire Marshal representative will visit the hotel during productions to ensure these requirements are met.
8.
LIGHTING REMOTE If you require a remote control for house lighting, advise your Convention/Conference Service Manager of the time, dates and quantity of lighting remotes needed prior to the event. NOTE: The maximum length of a remote is 30 feet from any port.
9.
RIGGING GUIDELINES The WALT DISNEY WORLD SWAN AND DOLPHIN hotel is equipped with complete rigging systems in order to assist our clients with productions requiring overhead rigging. These systems were designed and installed in order to expedite the move-in and move-out process. In order to help assist our clients in utilizing these systems to their full capacity we have selected PSAV as our exclusive rigging contractor. PSAV is responsible for all rigging and related overhead safety on the properties. PSAV staff will provide all necessary rigging labor for productions at the Swan and Dolphin. All rigging activities defined as follows must meet the following minimum standards. a.
Rigging encompasses attaching hardware to ceilings, usually, rigging motors, trussing, lighting, and audio. Riggers are responsible for inspecting all equipment flown and assisting with load factors insuring that weight limits are strictly enforced and that no damage is imposed to the ceilings.
b.
PSAV riggers are responsible for overhead as well as all truss, speaker and other attachments on the ground utilizing polyester roundslings, wire rope slings, etc. Pre-Show and Design:
c.
PSAV can supply all rigging design, materials and equipment for use on your event. We reserve the right to inspect any and all equipment supplied by outside sources to determine its safety for its intended application. We recommend contacting the PSAV office during your initial design stage in order to utilize the Hotel's facilities to their full potential.
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d.
10.
PSAV must receive all proposed rigging drawings no later than thirty (30) calendar days prior to scheduled load in. Failure of appropriate notification will result in overtime rates. Included with the drawing should be an agenda or on-site schedule so that we may properly schedule all necessary personnel. Lighting and sound equipment rigging plots are strongly recommended. The Hotel and PSAV will not be responsible for lost time or additional costs resulting from rigging modifications, adjustments, or changes required on-site.
RIGGING CAPABILITIES a.
Hemispheres Ballrooms: • • • • •
b.
Swan Ballroom: • • • • •
c.
Rigging track capacity 750 lbs. per 10’ Rigging point capacity 750 lbs. Rigging is not permitted from the airwall tracks A scissors lift with 20’ deck height is required Rigging is only possible from the permanently installed rigging system.
Pacific Hall: • • • • • •
d.
Rigging track capacity 750 lbs. per 10’ Rigging eyebolts capacity 750 lbs. per point Rigging is not permitted from the airwall tracks A scissors lift with 24’ deck height is required Rigging is only possible from the permanently installed rigging system.
Rigging capacity is 2000 lbs. per panel point on the main beam Rigging capacity is 1000 lbs. between panel points on the main beam Rigging capacity is 1000 lbs. per spanner beam Rigging is not allowed from any other locations There is no rigging in the transition space A 26’ scissors lift is required for all rigging calls in the Pacific Hall.
Atlantic Hall: •
365 lb. per 10’ of track (no motors allowed, dead hangs only), 26’ scissor required
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11.
RIGGING/BANNER HANGING RATES…… Please contact: PSAV Walt Disney World Swan & Dolphin 1500 Epcot Resort Blvd. Lake Buena Vista, FL 32830 407/939-5786
12.
BANNER HANGING a. PSAV requires a minimum of (24) hours notice Monday-Friday, 8:00 AM- 6:00 PM to schedule banner riggers. b. PSAV requires 48 hour notice on weekends, holidays, and after hours to schedule banner riggers. c. A (4) hour minimum call will apply for banner riggers d. For banner calls where a scissor lift is not required and the banner is less than (10) square feet, only (1) banner rigger is required. e. For banner calls where a scissor lift is required and the banner is over (10) square feet, (2) or more banner riggers are required.
Contact:
PSAV Walt Disney World Swan & Dolphin 1500 Epcot Resort Blvd. Lake Buena Vista, FL 32830 407/939-5786
Page 12 Ballroom Regulations Revised October 19, 2010
12.
AUDIO VISUAL CONSIDERATIONS a. PSAV will be the exclusive provider of microphones and sound equipment when using the house sound systems. Outside production or A/V companies will not be able to patch into the house sound system and use their own microphones. Outside production or A/V companies will be permitted to use their own floor or truss supported sound systems, if so desired. b. The Production Company will provide radio and wireless microphone frequencies to the in-house audio visual services company prior to using this equipment in or around the Hotel. The frequencies will be compared to the Hotel’s frequencies. If there is a conflict, the Production Company will make arrangements to utilize other frequencies. c. All empty A/V cases must be stored behind stage in available space or on truck. Please do not store cases in hallways or outside exhibit halls.
Page 13 Ballroom Regulations Revised October 19, 2010
MISCELLANEOUS CONSIDERATIONS OPERATIONAL 1.
SOUND LEVELS/REHEARSALS Sound levels are to be appropriate for the contracted space and are not to interfere with activities of any other group. Actual meetings in progress take precedence over any sound check or rehearsal. Please respect any request regarding sound levels you may receive from Hotel Management. The Hotel reserves the right to terminate any event in the case of inappropriate sound level.
2.
WALLS Nothing may be placed, leaned against or affixed to any wall surfaces of the ballroom area. This includes writing, tacking, taping, crates, road boxes, scaffolding, panels, pallets, etc. Ballroom walls are decorated with hand painted canvas. These are genuine works of art, and production companies are requested to take extraordinary measures to guard against damaging these canvas. Under no circumstances will cables or wire be draped across the canvas. Special care must be taken when operating work platforms/scissor lifts in their vicinity.
3.
AIRWALL POCKETS Airwall pockets are for the use of authorized Hotel personnel only and are under no circumstances to be used for storage or office space by production companies or any other vendors working in the ballroom.
4.
BALLROOM LIGHTS Under no circumstances should ceiling lights be loosened or removed. This practice creates a safety hazard for stage hands and the audience. If the complete removal of a light bulb is required to enhance the lighting effect, a request must be made to the Convention/Conference Manager who will oversee the removal. Production companies are responsible for replacing removed bulbs at time of move out. For any bulbs removed that have to be replaced by the Hotel staff, a labor charge will be posted to the master account.
Page 14 Ballroom Regulations Revised October 19, 2010
5.
SCISSOR LIFTS Only electrical scissor lifts are allowed in the ballroom areas, preferably those with non-marking pneumatic wheels. Lifts may be delivered the day prior to an event set-up and must be removed from property no later than the day after teardown. Production companies are responsible for the scheduling of delivery and pick-up of all lift equipment. Additional handling charges will result if equipment is not removed as mentioned above. Under no circumstances may scaffolding, ladders, chairs or similar devices be placed on platforms/scissor lifts to increase the technician’s reach. Unsafe practices that could endanger the operator or damage the facility cannot be tolerated. Work platforms/scissor lifts may not be driven in the elevated position. The Hotel reserves the right to refuse the use of any lift deemed unsafe by the Event Support Manager.
6.
7.
CARPETED AREAS a.
All carpeted areas must be protected during move in/out with polytak.
b.
Plywood sections, over ballroom carpet or thresholds leading to the ballroom, must be used to protect these areas when heavy equipment or materials are moved from point to point.
c.
Exhibit booths located on carpeted areas may be placed on clean, decorator-provided booth carpeting.
EXIT ACCESS Production shows shall be designed in such a manner as not to interfere in any way with access to required exits or exit signs, nor shall any fire equipment be blocked. Only the Reedy Creek Improvement District Code Compliance Branch can advise or approve exceptions to their fire regulations.
Page 15 Ballroom Regulations Revised October 19, 2010
8.
FOG MACHINES, LASERS, PYROTECHNICS The WALT DISNEY WORLD SWAN AND DOLPHIN hotel has one of the most sophisticated fire alarm systems available today. Certain types of special effects systems require that ventilation and air system alarms be subdued during their usage. The use of fog, lasers, and any pyrotechnics must be approved five working days prior to rehearsal and show time. It is the responsibility of the Production Company to obtain written approval from the Reedy Creek Code Compliance Branch. NOTE:
Only water based foggers or hazers are permitted for use in the ballroom. Oil based devices that produce grease laden vapors may not be used.
Prior to rehearsal and show time, a complete schedule must be provided to your Convention/Conference Service Manager and Reedy Creek at least ten days prior to your arrival. 9.
SPECIAL EFFECTS Use of glitter is prohibited. Streamers and confetti are allowed provided you advise the Convention/Conference Service Manager in advance, and arrangements are made for clean up by the Production Company. If clean up is performed by Hotel personnel, a charge will be posted to the master account.
10.
WASTE REMOVAL Production companies are required to arrange with the Event Support Manager for the removal of refuse, during and post production. Charges for dumpsters are outlined in the Hotel Introductory Letter.
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WALT DISNEY WORLD SWAN AND DOLPHIN BALLROOM REGULATIONS
I have read and will adhere to the policies as outlined. I understand that failure to observe these policies may result in financial penalties.
Signature:
_________________________________________________
Company:
_________________________________________________
Group Name: _________________________________________________ Group Dates:
_________________________________________________
CS Manager:
_________________________________________________
Date:
_________________________________________________
Page 17 Ballroom Regulations Revised October 19, 2010
