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Hosting Rooftop Events in Downtown Orlando—Literally Everything You Need to Know!

09/15/2021
Hosting Rooftop Events in Downtown Orlando—Literally Everything You Need to Know!

Rooftops—every building has one. As an event planner, I’ve had the exciting pleasure to host events on almost every rooftop in downtown Orlando. And man, do we have some striking ones! Rooftops offer glamorous, cosmopolitan, magical backdrops for events of all types. Before you begin your sky-high search for the ideal rooftop for your next event, here are some make it or break it points to consider.

Some rooftop spaces are designated for private use, which means you need to know an owner or tenant to gain permission to use the space. Limited permissions may be granted, but they usually come with restrictions, such as ending events by 9 p.m. or limiting or prohibiting alcohol use. But the contract fee is usually low. Other rooftop spaces are operated as separate event venue businesses, and the manager may or may not be the owner.

Orlando’s rooftop event venue options have, for the most part, remained stable over the years, except for changes in names, ownership, or management. For a current list of great spots for your event, it’s best to google “downtown Orlando rooftop event venues,” and you’ll see the current names and contact information. You’ll also likely find some that are no longer in business, so if you don’t hear back within a week or so, that may be why. As you narrow your search for a rooftop space that matches the energy of your event, here are some tips to help ensure a flawless experience for your guests.

Rooftop Event Venues

Get Comfy with Your Plan B space

The biggest make it or break it consideration, of course, is weather. In Orlando you can count on three things about the weather: If it’s hot, people complain; if it’s cold, people complain; and if it’s rainy, people freak out. If you’re serious about planning an outdoor event of any kind—especially on a rooftop—you should be comfortable with the venue’s backup space because there is always a chance that’s where you’ll end up hosting your event. Work with your event planner or venue manager to create a second event plan for the backup space at the same level of detail as you did for your primary plan (food, décor, bar, restrooms, sound, etc.). All rooftop venues in Orlando have amazing views, but not all of them have awesome rain-plan spaces.

Buy a Crystal Ball

I suggest buying (from me for a few hundred dollars) an event planner’s crystal ball that will tell you with 100 percent accuracy what the weather will be like for your event. I also have a bridge in New York to sell you. Just kidding, of course. But over the years I’ve become skilled at making people feel at ease about the weather. To begin, I check the digital version of the Old Farmer’s Almanac. (You may remember that little Ben Franklin book from history class.) Historically, it’s a reliable way to predict the weather years in advance. This historical data combined with your five-day forecast provides a basis for an educated guess (which can change at any second because, well, this is Florida). As an event planner, I get the data, plan the event while simultaneously planning the backup event, and am ready to activate either. Then I mostly smile a lot when clients ask about the weather, but I’m quick to note that, after planning hundreds of events in Orlando, I’ve only had two canceled because of weather.

Safety, Headcount, and Elevators

Keep in mind that your guest list is the single largest driver of the cost of your event because you usually pay for food and alcohol per person. So when considering a venue, make sure you know how many people will comfortably fit. Your venue manager will offer a suggested number of people for both the rooftop and your plan B space, but also check the wall for the legal fire capacity (the number of people who can safely escape in the event of emergency). Factor that in along with things you may add to the space, sprinkle in some room for COVID-19 distancing compliance, and the optimal number can be something like fire capacity minus 20–50 percent. Having too many people in a space is not only dangerous but can create issues that impact your guests’ experience such as long lines at the bar, at the restrooms, and at the elevators. Here are some factors to think about for both your rooftop and your plan B space:

  • Check fire capacity and then reduce it for your ideal headcount.
  • Ensure adequate restrooms are available on the rooftop. A general rule is one stall per every thirty guests. I don’t suggest booking a rooftop venue without easy restroom access.
  • Understand which elevators your guests will use to access the space. Find out what time they are turned off and who is on call in case they malfunction. Keep in mind that the elevators are often managed by someone other than the person managing the event space.
  • Hire security. I suggest City of Orlando Extra Duty Employment where you can post bids to hire off-duty officers. It is a bid—you offer an hourly rate and then the company searches for officer(s) to match your criteria (the officers can be in uniform or plain clothes).

Contracts, Liability, and Insurance

Events are not all cupcakes and balloons. A vital part of being a professional event planner is understanding contracts and limiting liability. Please read your contract carefully and talk about it with your event venue rep. Understand who owns the space, confirm that owner is a party on the contract, and know what liability the owner is assuming by having you on the rooftop. It’s common for a third party to handle rental contracts, but on the off chance there was an issue with one of your guests (tripping on a cord, throwing something off the roof, getting into an altercation), your relationship may be with the owner of the building. Usually, nothing happens. In fact, in my experience, almost always nothing happens. Here are some key points to consider when renting a venue:

  1. Read your contract and understand your liabilities, responsibilities, and rights.
  2. Know the players. This should be in your contract, but know the relationship of the owner to the event venue manager, and take note of any city-owned or city-managed spaces.
  3. Be safe. Ensure that your guests are not too drunk or excited to follow the rules (especially on a rooftop).
  4. I strongly suggest purchasing a one-day event insurance policy (to protect the hosts and planners of the event). You can do that in about ten minutes and for a few hundred dollars. I suggest using www.eventhelper.com.

Parking in Downtown Orlando Freaks Some People Out

After you have lived in the vacation capital of the world long enough, you learn that parking is a thing, and not always a free one. Parking generally ranges from the $35 (plus tip) valet fee at any of our five-star hotels to the super-smart $1.35 (or so) an hour price tag available through the Park Mobile app. For some folks, parking can be a stressor. Having shown rooftop event spaces to clients for years, I can share that the number one reason a client goes with a hotel over a downtown rooftop venue is usually related to parking. Despite my best efforts to assure clients that we have ample and mostly reasonably priced parking in the City Beautiful, parking is still a thing.

Some rooftop event venues including the Amway Center, the Grand Bohemian, and the Double Tree have built-in parking options for their events that include valet, self, and prepaid parking for your guests. But many of the rooftops are located on residential, commercial, or retail buildings that may have ample parking reserved for tenants and residents but not for event guests. I create a parking plan for guests that outlines a variety of options so they can select the parking spot that best matches their budget and comfort level. Here are some great options for downtown parking for your event:

Permits and Noise Ordinances

The city of Orlando issues what it calls an 18A permit for groups of one hundred or more on city property or for events that will impede a roadway. Your event likely won’t require an 18A permit, but there are other kinds of permits you should know about including those for stages, sound equipment, mobile restrooms, pyrotechnics, and tents. (Note that tents are not allowed on rooftops.) Your event venue manager may or may not be aware of the regulations governing this process, but you can learn more on the City of Orlando Permitting Portal.

Downtown Orlando is a true live-work-play community. Our city is always striving to balance living with playing by establishing guidelines for events, alcohol use, parking, and noise levels that will allow businesses to support nightlife while also allowing residents to sleep peacefully. For example, noise is a significant concern downtown. Pursuant to City of Orlando Sec. 42.03. regarding sound amplification devices —to which rooftop event venues must comply—sound must return to “allowable noise levels,” as defined in the ordinance, sometime between midnight and 2 a.m., depending on the day of the week and the rooftop you are using. Translated, your DJ (or other sound source) likely must stop (or at least turn the volume down several notches) at some point, which may be sooner than you would like the energy of your party to shift. Working with your venue manger to understand these rules will ensure that you aren’t caught off guard on the night of your event.

Rooftops and Open-Air Event Venues in Downtown Orlando

Owning and operating event venues are revenue streams for most municipalities in the United States. For example, Orange County owns and manages the award-winning Orange County Convention Center as well as the many open air parks and recreation areas available for event rental.

The City of Orlando owns and operates some of the most exciting downtown spaces including the Amway Center, Camping World Stadium, Tinker Field, Harry P. Leu Gardens, and the Mennello Museum of American Art. Here are some other popular spaces:

The best way to create a current list of rooftop and open air venues is to use Google. I love talking about events and would be happy to answer any quick questions for you, so email me at Paula@PoshAbleEvents.com. (Please allow forty-eight hours for a response.)

Last updated on 09/15/2021