On Location: How Disney Makes Meetings Magic Happen

Florida's Walt Disney World is synonymous with magic. While surprises might seem to appear out of thin air, they're really the result of a lot of hard work. On a recent fam trip with Disney Meetings and Events, we got a behind-the-scenes look at how the magic is made, and then experienced it first-hand in the parks. 

Disney Creative Studio

Taking a tour of the Disney Creative Studio is like getting a behind-the-scenes look at Santa's Workshop. Inside an unassuming building on the Disney World campus is a winding maze of offices for cast members, rehearsal rooms for entertainers, and department store–sized storage for costumes and props, providing a feast for the senses.

The floral department is an explosion of color and fragrance, while the catering team works meticulously to concoct tasty treats for convention-goers. The wardrobe warehouse is packed to the brim with outfits, shoes in every size and accessories (you've never seen so many pairs of Mickey Mouse gloves in your life), plus even more clothing hanging from conveyor belts on the ceiling like the doors in Monsters, Inc. We even popped into a rehearsal and heard a beautiful medley from the "Pocahontas" and "Hercules" soundtracks. 

The studio has been reimagined this year, offering even more experiences for meeting professionals to choose from, such as a networking event inspired by Pirates of the Caribbean, a team-building activity based on Toy Story and high-energy general session openers. Once a request for proposal is received, a team of Disney event architects — comprised of sales and service managers, event producers, and culinary experts — collaborate with planners to design custom meetings and incentives. Working with the Disney Meetings and Events team helps planners stay on budget by charging almost all event costs — including production, services, food and beverage, transportation and more — to one master account.

Dinner and a show

At the House of Mouse, the magic can begin even before entering the parks. The California Grill at Disney's Contemporary Resort takes dinner and a show to a different level. Overlooking Magic Kingdom to the west and the Seven Seas Lagoon to the east, the rooftop restaurant is a prime viewing location for the nightly fireworks display. If you're not seated on the park-facing side, two observation decks are equipped with speakers projecting the show's narration and music. The only downside is that viewers can't see the projections on Cinderella's castle; but the upside is that you're not part of the stampede of people trying to get out of Magic Kingdom before the gates close for the night. Beforehand, diners can indulge on Sonoma goat cheese raviolo, grilled pork tenderloin, seared market fish and chocolate torte. For groups, the Sonoma Room offers private dining for more than 30 people.

Breakfast at Mickey's

Before a day of meetings and/or prancing around the parks, don't skip the most important meal. Disney Meetings and Events serves a breakfast spread straight out of a fairy tale, in a setting fit for royalty. After being escorted to a VIP area off Sunset Boulevard in Hollywood Studios, we were greeted by a culinary team serving overnight oats and chia-seed pudding in Maleficent and Peter Pan–themed bowls, a waffle station, avocado toast, and much more. While flexing the food-and-beverage department's creativity, the meal also allowed the group to convene before splitting up between Galaxy's Edge, the Tower of Terror and Toy Story Land.

Out-of-this-world team-building

Disney Meetings and Events has worked with leading experts in the field to develop uniquely themed sessions. Jedis will love one of the newest team-building activities, immersing themselves in the World of "Star Wars." The competition-style fun breaks the group into two teams to participate in challenges involving cloaks, light sabers, nerf guns and shields, as well as maneuvering remote-controlled cars to pop opponents' balloons. Staff are posted at each station to tally points, and the team with the highest total wins a medal (and bragging rights). If you're lucky, Chewbacca might even make an appearance. 

Disney dessert party

The parks are almost as well known for their treats as they are for their rides. Cater to attendees' sweet tooth with a buffet of nostalgic desserts, such as Mickey-shaped ice cream sandwiches, churros and Dole whipped-cream puffs. Set up a full-service bar to offers special drinks to those who prefer a liquid dessert. Weather-permitting, the nightcap can be held outdoors, i.e., lakeside during Epcot's "Luminous: The Symphony of Us" nighttime spectacular, or indoors to beat the Florida heat, perhaps inside the China Pavilion's Temple of Heaven.

Fireworks finale

Speaking of Luminous, end your meeting with a bang in a VIP viewing area for the fireworks display. Instead of cramming around the perimeter of the World Showcase Lagoon with the rest of the park-goers, watch the show from a private pavilion — or better yet, in a chair after walking around the world all day — with unobstructed views. For a bonus VIP experience, Disney Meetings and Events can arrange an after-hours ride while the rest of the crowd files out. After venturing to the now-deserted France Pavilion, attendees will jump in the mouse-shaped cars of Remy's Ratatouille Adventure to be whisked through Gusteau's restaurant before saying au revoir.