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You are cordially invited to . . .
FanGrrrl Romance Recs
2026 Book Signing Event 💗!
We are so excited to officially invite you as a Vendor at the FanGrrrl Romance Recs Book Signing Event, taking place at Hilton Orlando Lake Buena Vista – Disney Springs in beautiful Orlando, Florida on September 11 & 12, 2026! Please find all information required below, including the commitment form and payment information. We can’t wait to have you join our amazing roster of vendors at our premier event!
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IMPORTANT INFORMATION REGARDING COMMITMENT
Please submit the form below within 3 weeks of receiving the official invitation email and then submit payment within 10 days from receiving the PayPal invoice in order to secure your table at the FanGrrrl Romance Recs Book Signing Event, taking place at Hilton Orlando Lake Buena Vista – Disney Springs in beautiful Orlando, Florida on September 11 & 12, 2026. If this timeline is not met (and we have not heard from you as to why,) the invitation expires as we are trying to fill our roster in a timely manner. Thank you in advance for understanding!
Upon submission of this commitment form, an email is automatically sent confirming its receipt (please check your spam folder.) FanGrrrl Romance Recs will then send a PayPal invoice within seven days to collect payment. After payment is received, a separate email will be sent directly from events@fangrrrlromancerecs.com with all information submitted on this form and confirmation payment was received. This final confirmation email will include information regarding the Hilton group room block at the venue.
Please note: the submission of this form along with payment received constitutes commitment.
EVENT INFORMATION:
* Maximum amount of tables = 116
* Maximum amount of attendees = 1,150
* There will be a room block with discounted rate of $179 + Discounted Resort Fee & Taxes a night. Hilton has agreed to honor this rate 3 days before, during the event, and 3 days after the event dates.
* The hotel provides the following perks to anyone reserving a room within the group event room block and stays at the hotel as overnight guests:
– Guestroom high speed wireless internet access
– Shuttle transportation to/from the Disney World Theme Parks
– DVDNow Movie Rentals
– Two (2) 16 oz. Starbucks Coffees daily, redeemable at Mainstreet Market
– Two (2) 16.9 oz. bottled water (Nestle Pure Life) daily, redeemable at Mainstreet Market
– $5.00 discount on one attraction ticket sold at the concierge desk (coupons cannot be combined)
– 50% Discount on Self-Parking garage
– Venue is a Disney Resort with a pedestrian sky bridge to Disney Springs
TENATIVE SCHEDULE:
Friday:
Registration all day
10:30AM – 1:30PM: Table Setup
1:30PM – 4:30PM: Afternoon “Fast Pass” Book Signing (max 500 attendees)
6:30PM – 7:30PM: Exclusive Cocktail Hour w/light appetizers & signature cocktail
8:00PM – 9:30PM: Authors Panel (max 630 attendees)
~ Informal “after author panel” drinks at hotel bar, not sponsored by FanGrrrl Romance Recs
Saturday:
Registration all day
9:00AM – 12:00PM: Morning Book Signing (max 1,150 attendees)
9:00AM – 12:00PM: Small sessions (TBD, potentially sponsor events or LIVE Interviews)
12:00 PM – 2:00PM: Break w/Author Luncheon Buffet (two groups)
2:00PM – 6:00PM: Afternoon Book Signing (max 1,150 attendees)
2:00PM – 6:00PM: Small sessions (TBD, potentially sponsor events or LIVE Interviews)
8:00PM – 12:00AM: Late Evening Ball/After Party – light appetizers & cash bar, theme TBD (max 800 attendees)
TABLE INFORMATION:
* $425 + FEES for table, sent through PayPal Invoice
Table Fee Includes:
– One 6 ft table in 8 x 10 space
– No pipe & drape, as it will block sunlight in foyer (foyer has floor to ceiling windows)
– Black linen tablecloth
– Waste basket & water bottle
– Two-day book signing
– One ticket access to all events including Cocktail Hour, Authors Panel, and Ball/After Party. Authors Luncheon is excluded. ‘Small sessions’ are excluded, as they occur during the signing itself. Ticket is for the vendor’s specific use and cannot be given to an attendee.
– Only 2 chairs per table
– One assistant allowed at table. Assistant will have access to all book signing events, however an add-on ticket is required for other events including Cocktail Hour, Authors Panel, and Ball/After Party.
Assistant Add-on ticket available for $275 + FEES:
– One Assistant Add-on ticket available for each vendor
– Access to all events, including Cocktail Hour, Authors Panel, and Ball/After Party. Authors Luncheon is excluded. ‘Small sessions’ are excluded, as they occur during the signing itself.
– Ticket is for the vendor’s specific use and cannot be given to an attendee
– Assistant Add-on tickets must be requested and purchased prior to attendee tickets going on sale, or the guarantee for one ticket per vendor is forfeit. Additional details about Assistant Add-on tickets and when attendee tickets go on sale will be sent closer to the event.
DRAYAGE INFORMATION:
The Hilton provides Drayage services with the following handling fees. Handling fees cover receiving shipments, secured storage up to 5 days, and one-time delivery.
Shipment Handling Fees:
0-1 pounds – $4
1.1-10 pounds- $10
10.1-20 pounds- $15
20.1-30 pounds- $25
30.1-40 pounds- $30
40.1-50 pounds- $35
50.1-60 pounds- $40
60.1-150 pounds- $55
Pallet- $250 each up to 312 pounds
Additional pounds $2 for each pound
FanGrrrl Romance Recs has negotiated a space with the venue to store merchandise in a locked room the day prior to the event in the instance you are bringing merchandise yourself, another drayage company is delivering the packages, or FedEx at the Hilton is delivering them.
Please note: vendors can use any drayage company and are not required to use Hilton.
Therefore, you are more than welcome to seek other arrangements and are not required to use the Hilton Drayage Service.
*The FanGrrrl Team has signed a contract with a drayage company that has a sliding scale of handling fees and free advanced storage for up to 45 Days at their warehouse. Vendors are not required to use this company or the Hilton for their drayage services. Vendors are able to use a third-party drayage company of their choosing & coordination. Details will be sent after commitment.*
PAYMENT INFORMATION:
Upon submission of commitment form, a PayPal Invoice will be sent within seven days to the PayPal email specified, in the amount of the payment option selected on the below form. The payment must be paid within ten days of invoice date to hold table (minimum amount that must be paid is the non-refundable deposit of $100 + PayPal Fees.) If an amount less than the total table fee of $425 + PayPal Fees is selected on the form, a second invoice will be sent with the remaining balance prior to the final due date. PayPal Fees will be calculated and included in the invoice for payment. Remaining amount of Table Fee is due by June 15, 2025.
REFUND/CANCELLATION POLICY:
$100 + PayPal Fees non-refundable deposit is required to hold a table.
However, if cancellation is required by the vendor, the following refund schedule applies:
* 100% less deposit + PayPal Fees – Date of commitment through June 14, 2025
* 50% less deposit + PayPal Fees – June 15, 2025 through December 31, 2025
* 25% less deposit + PayPal Fees – January 1, 2026 through June 30, 2026
* No refund – July 1, 2026 through September 12, 2026
* Please note: tables are non-transferrable
SPONSORSHIP OPPORTUNITIES:
We will have sponsorship opportunities available. If interested, please identify via the form below and we may email more information from events@fangrrrlromancerecs.com. Thank you!
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