When it comes to choosing a city for hosting an event, few compare to Orlando. With great weather, world-class hospitality, easy transportation, and renowned cultural institutions, it’s a destination for everyone. For weddings, birthdays, business retreats, and more, people love to escape to the banquet halls, resorts, gardens, and museums of Central Florida for their event.
Choosing the Right Event Venue
Arguably, the most critical component when it comes to learning how to plan an event in Orlando is, of course, the venue. Consider the following when deciding which venue works best for your needs:
Capacity: Ensure the venue comfortably fits your expected guest count.
Location: Look for a central location, especially if guests are traveling from out of town.
Parking and Accessibility: Make sure there’s enough parking on-site or accommodations nearby.
Theme and Style: If your event has a certain feel, such as artsy, modern, vintage, or retro, make sure that the venue matches that vibe.
Indoor/Outdoor: Even though Florida has great weather most of the time, flexible options are always good.
Once you have your must-haves planned, trim the rest based on availability, budget, and included services (tables, chairs, on-site support staff, etc.).
One of the best places to host an event is a venue rental at OMA because it embodies creativity, culture, and class. With spaces like the Grand Gallery and Sculpture Plaza, OMA boasts indoor and outdoor venues that are both stunning to the eye and functional, ideal for nuptials, fundraisers, personal celebrations, and corporate outings.
Create an Event Timeline
6–12 Months Out: Secure the Venue and Set a Date
Book your venue as soon as you know Florida is the destination. Orlando is a tourist destination, and therefore, certain peak seasons create limited availability. Book based on your budget and a date conducive to you and your guests. At OMA, this is also the time to decide which gallery or space works best for your guest count and style.
3–6 Months Out: Book Vendors and Send Invites
Once the contract is signed, you want to research and book your vendors for catering, entertainment, rentals, florals, AV, and photography. If your venue has a preferred vendor list it would be best to follow suit to keep logistics in alignment and ensure compatibility. Send out invitations and start planning your day-of itinerary.
OMA also has a list of preferred vendors to make it easy for you to feel comfortable knowing you’ll get quality service.
1 Month Out: Confirm Details and Walk Through the Space
Take a final walk through of the space to understand layout and finalize the timeline and placement of vendors. Confirm arrival/parking with the venue coordinator and send a final timeline to all involved. If you’re working with a cultural center like OMA, this is the time to lock in any additions you were thinking about from gallery walkthroughs to specific tours.
Event Week: Final Checks and Enjoy Your Event
Make backups of your schedule, vendor contact sheet, and guest list. Bring all necessary items to the venue and arrive early to get settled and oversee setup in case of any last-minute issues. Once things are on track, have fun! Allow your planning committee or helpers to manage anything that would take you away from the experience while you spend time with your guests.
Working with Vendors and Planning Teams
The right people are essential. Between gourmet caterers, florists, event space managers and audio/visual teams, Orlando has an impressive roster of talent. If you can find a venue with preferred vendors, this ensures that they’ve worked in the space before and can help alleviate any technical difficulty.
OMA has ongoing relationships with its preferred vendors, from planners to caterers to musicians, who will make your planning and implementation a seamless and stress-free experience for you and your guests.
Other Orlando Event Considerations
Orlando-specific considerations when planning an event include:
Celebrating Local Culture: Integrate local art, music, or food into your offerings for a true Orlando experience. Current exhibitions at OMA showcase the vibrant and creative spirit of the city.
Checking the Event Calendar: Orlando has various conventions, athletics, and tourism-based events throughout the year. Check out OMA’s event calendar and plan around city happenings to lessen any potential overlap or traffic inconveniences.
Budgeting Early: Venue and rental pricing options vary, typically ranging from $1,200 to $6,000 depending on space and amenities. Make sure all permits, security, insurance options, as well as any ancillary costs, are in place to avoid any last-minute surprises.
Weather & Seasonality: Many Orlando events are outdoors. Have backup plans should it rain or become too hot. Premier venues like OMA have backup spaces on site to accommodate your guests during the event.
Why Consider OMA as Your Orlando Event Venue
If you’re looking for an elegant atmosphere fully infused with artistry that makes your event unforgettable, the Orlando Museum of Art will make all your dreams come true. Centrally located in Loch Haven Cultural Park, OMA offers:
- Several event spaces on-site, including the Grand Gallery, Rotunda and Sculpture Plaza outdoor space.
- Gorgeous architecture and gallery spaces that are talking points in and of themselves. No additional decoration is necessary.
- Indoor and outdoor flexible event spaces perfect for everything from intimate gatherings to larger affairs.
- Experienced staff and partner vendors to ensure your every wish is accommodated.
- Artful enhancements and educational opportunities that can make your event unique.
OMA has hosted everything from black-tie fundraising galas, corporate functions, weddings, birthday parties, and nonprofit luncheons. Even if you’re new to planning a private event, you’ll have everything you need at your fingertips in professionalism and inspiration.
Make Your Orlando Event One to Remember
With some planning and the right venue, any event in Orlando can become something amazing! Whether you’re celebrating a major personal milestone or hosting a corporate celebration, choosing a venue that leans toward inspiration and accomplishment will put you in the right direction.
The Orlando Museum of Art does more than just offer a venue. It helps create an experience that your guests will remember for years to come, one that is immersed in creativity, culture, and sophistication.
Whether you’re just starting or ready to book a space, explore how the Orlando Museum of Art can elevate your next event.
