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Category Archive: Corporate Events

When It Rains On Your Parade

You know you’re supposed to have a plan B (and a plan C, D, and E), especially when you’re throwing outdoor events during Florida’s summer. But sometimes you overlook backup plans, like what to do if the caterer is late, or if the electricity goes out — or if the rain comes pouring down? Take a look at these tips for what to do if it does indeed rain on your parade.

If It’s: 12 Hours Beforehand

Let’s say you wake up on the morning of your event expecting beautiful, sunny weather, but surprise — it’s overcast and cloudy, and raindrops are already dancing along the pavement! First, check if your location offers an outdoor pavilion or if you are able to rent a last-minute party tent. Then, check to see if your location offers an indoor space that you could move the party into if the weather worsens.

If It’s: Only 1 Hour Beforehand

If the party is one hour out and the sky suddenly transforms from crystal blue to stormy gray, first ask yourself if you have enough time to come up with a backup plan. If your location doesn’t have an indoor option, assign a member of your team to call local businesses or recreational centers to see if someone is available to host the event. If you’re unable to find a new location and the poor weather continues, you might have to alert your guests and team that’s it’s best to reschedule.

If It’s: Raining in the Middle of Your Event

At this point, you have two options: either send your guests home or embrace the rain! Evaluate your party’s theme, atmosphere, and guests before diving into the wet weather. If you plan to reschedule, encourage your guests to come back out by offering a coupon or discount for the new event.

The Golden Rules

No matter what you decide to do, it’s important that you continue to update your guests throughout the day! As soon as they notice the weather declining, they’re going to wonder if your event will still happen — or if it’s worth it for them to travel in bad weather. Consistently update guests through emails and social media to let them know your new location or the new date.

Most importantly, take this event as a lesson in the importance of developing solid backup plans. The next time you plan to be outdoors for a Florida corporate event, even if it’s in the winter or if there’s seems to be no chance of poor weather, make sure you plan for the worst case scenario! If you have any questions about proactive event planning, our delicious catering services, or the entertainment we offer, contact us today!

Stress Management Tips

The other day, my friend who works as a event planner was on her way to deliver cupcakes to a luncheon…and then her van broke down. While she was halfway there.

Did she cry or complain? Did she eat all the cupcakes by herself and give up?

No – she took a deep breath, called an Uber to pick her up in the middle of the street, and delivered the cupcakes in the nick of time.

Sometimes you need to cry, complain, and eat a cupcake (or several). Being an event planner is the 5th most stressful career, so no matter how seasoned of a veteran you are, it’s easy to feel frustrated and overwhelmed. Here are some tips to help relieve your stress.

Take Breaks

Go for a walk with a friend, grab some coffee, or just have a snack. It’s important to take breaks. Even a 30 second break can increase your productivity up to 13%, so if you’re feeling burnt out, don’t push through. Listen to your brain and take a breather.

Organize Your Space

Keeping an organized workspace can help you feel relaxed and productive. Bonus tip: add “clean desk” or “sort files” to your to-do list, and you’ll feel much better when you can cross it off. Compile notes and papers in binders or file cabinets, store utensils in cups or boxes, and set up proper lighting.

Schedule Time for the Unexpected

Nearly half of event planners say that the biggest barrier to day-to-day productivity are unscheduled interruptions. One easy way to combat this is to always leave part of your day open for the unexpected. When it happens, it won’t overtake your schedule, because it’s already a part of your schedule.

Plan B

Always anticipate the unplanned, whether it’s a caterer coming late or the weather changing your outdoor event to an indoor one. Prepare a plan B, plan C, and even a plan D so you’re never caught off guard.

Detailed Contracts

The more information an initial contract contains, the less chance there is for misunderstanding, miscommunication, a manipulation. This rule applies not only to contracts you receive, but contracts you create as well. Yes, it feels tedious to read through all the fine print, but it will save you any future headaches.

Looking for more tips and tricks for your Florida corporate events? Contact us today at 407-955-4949. We can help with anything from entertainment, catering, team building, and more. Check out or blog page for more content!

The Power of To-Do Lists

To-do lists are imperative for any Orlando event planning agent. A list of things that need to be done in advance can be the difference between having an event take the world by storm or end in disaster. To learn more about what should be on your event planning to-do list, keep reading.

4-6 Months Before Event

It’s important that four to six months before your event, you have the event goals, objectives, date, and venue established. If you don’t have the finish venue yet, keep a running list of backup plans so you don’t end up with an event and no venue. It’s important that you have an idea of how many event managers, committees, and volunteers you will need to set off the event. This will help you develop the brand of your event, the publicity you want to surround the event, and more.

2 Months Before Event

The two-month mark before your event, you should be sending reminders to your guests. Along with reminders, you will want to make sure you are briefing any of your hosts, greeters, or volunteers; you can do this by planning run-throughs so your team will know exactly what time, plans, and events are in place throughout the night. This is the time you will start planning for photo, interview, and video opportunities as well. You will want to discuss and plan how you want your event to be shared and executed over social media.

Event Day

The day of the event, you want to make sure all of your ducks in a row so everything goes swimmingly. Check in with each committee, each volunteer, host, or speaker to make sure they are prepared. You can provide them with print outs of their speeches, their job duties, and a timesheet for better record keeping and to keep everyone on track at all times throughout the event.

If you need help planning the equipment, this could include inflatables, activities, carnival rides or more, Fun Planners is an Orlando event planning agent’s best friend. To learn more about how we can help take your event to the next level, contact us today at 407-955-4949.

How Storytelling Can Help Your Event Planning

The key to every great event is a great story. Every event manager wants their guests to feel welcome, to have a great time, and to never forget any aspect of the night. What’s one way to do that, you ask? Creating a great story to go along with your event.

Themes
We’ve all heard how important themes can be for an event. It sets the tone and the mood for the night ahead. Whether it’s a corporate event, birthday party, or anniversary, themes are detrimental to the success of your event. Is a holiday coming up, is there a trend sweeping the nation? These are all questions you should be asking yourself and your Orlando event management team.

Make it Relatable

One of the worst things you could do when planning an event is not listening to your audience. Your audience, at the end of the day, are the ones that will be snapping, sharing, and tweeting their experience. You want to make sure that everyone at the party knows the theme, feels accepted, and is there to have a great time. You can do this by sending out invites ahead of time, laying out the theme to employees and/ or volunteers and to make sure you stand out just as much as the guests!

Have the Right Equipment

With the right equipment, any event can make a splash. Whether it’s inflatables, pool tables, bouncy houses, or more, Fun Planners can help you take your event to the next level. Every event need games, activities, and entertainment to keep the audience paying attention. Opt for the more unique and interesting games, activities, and more that you can find in our catalog.

For more information on hosting your corporate event, birthday party, or anniversary, contact Fun Planners today. We are your one stop shop for all things Orlando event management. Contact us today at 407-955-4949.

How Volunteering Can Help You Start Event Planning

For any Orlando event management team, volunteering is the easiest and smartest way to help out in the community. As an added bonus, volunteering can catapult your company through brand awareness, acquired skill, and improved decision-making skills.

We all know how much expertise means in an industry like event planning, if you don’t have experience, skills, and the ability to multitask in a fast-paced environment, clients are not afraid to look the other way. Volunteering in your community can be the freeway for networking, for growing relationships, and retaining work ethic. Most clients look for event planners with great reviews and an outstanding reputation. When you put all of these together, you have an event planning powerhouse.

If an organization hears about how great their last event was, they often ask “who planned it?” Chances are, they have an event coming up that needs to wow their boss. Word of mouth is a key marketing asset that can help your team get recognized, contacted, and eventually hired. Volunteering is not only about growing your own business, however. Every organization has a tie to their local community and a great way to team build, even for an event planning company, can be done through local volunteer opportunities.

We realize this isn’t always the easiest thing to do. With busy schedules, existing clients, and future events, sometimes it’s difficult to find time to give back or volunteer. It’s important to keep in mind, however, that it doesn’t have to be a huge volunteer event. Any opportunity counts and is a chance to get in front of the clients you’re looking for and to build your portfolio.

Whether you’re an organization looking for unique activities to help with team-building or an Orlando event management team needing to host an interactive, fun, and different event, we are here to help you. As your one-stop shop for every game, carnival ride, and activity out there, we can help bring new life to your volunteer or corporate event. To read more event planning tips and tricks, read our blog or get a quote today!

Ways to Stretch Your Event Budget

As an event planner, you may constantly ask yourself, “How can I make the most of my budget?” We all know that attendees have certain expectations that need to be met, and although smaller events can give you bang for your buck, sometimes as your events grow, so does your wallet. To better help you budget, your Orlando event planning experts at Fun Planners are here to provide you with some ways to supersize your event without supersizing your wallet.

Get Creative with Your Space

Although Florida can be hot, as we get into the fall and winter months, it’s the best time to be outside. Instead of immediately renting a hall or a convention center, opt for an outdoor area. They tend to be cheaper, and hey, nothing says Fall in Florida like a cool, crisp outdoor event.

Don’t Serve a Full Meal

Eliminating the traditional meal service can help you save some room in your wallet. There’s a trend going around across the country, and especially in corporate, sporting, and various other events: appetizers. Appetizers are an event planner’s best friend; they’re cheap, there is enough of them, and you don’t have to sit down to eat them. For networking events, these are a cheaper alternative and gives time to mingle and be merry. For sporting events, no fan cheers while sitting! Appetizers are a win-win for everyone.

Use Sponsors
Using sponsors is one way to keep your budget and your wallet happy. Sponsors not only offer a fun and unique way to market events, but it also leaves it open to networking, mingling, and an overall positive aspect for your attendees. Finding local sponsors is rarely difficult, as the small business and entrepreneurial industry are popular in the Central Florida area.

When in doubt, Fun Planners can be your one-stop shop for fun, interactive, and unique ways to host an event. From top-notch audio-visual equipment to custom branding, and the best of the best in games, you know you can trust us. As your Orlando event planning experts, we’ll be sure to turn your event from drab, to budget-friendly and fab!

Food Trends For Your Next Event

One easy way to spice up your fall events is with food. Paying close attention to food trends is the best way to integrate a fun twist for your attendees. As your Orlando event management experts, Fun Planners is your one-stop shop for creating and hosting the best corporate, networking, birthday, or team-building event in the Central Florida area. Here are some tips on how to make food trends a staple in your upcoming events.

Raw Vegetables

So long are the days of finger foods like french fries and chicken nuggets. Nowadays, conscientious-eating is a part of any household. Event attendees are paying close attention to what they’re eating and most of the time, they’d choose something fresh over something fried. To ensure that your event has food for everyone, opt for an equal balance of health-related foods and traditional snacks.

Restaurant-Worthy Foods

Along with health-conscious foods becoming popular among event goers, is the need for other quality meals. Attendees are looking for out-of-the-box delicious foods that make them feel like they’re at a top-notch restaurant. Opt for foods that are made locally while keeping an eye on farm-to-table restaurants that are looking to sponsor or market for varying events.

Moving Meals

A fun, interactive way to incorporate new food trends is to make it more interactive. Attendees often like to see how their meals are made. Try integrating cooking demonstrations or even “fresh food here” signs to let people know that what they’re eating was made fresh with quality in mind.

As your source for Orlando event management, Fun Planners is dedicated to giving you the best advice to creating and hosting interactive and unique events. If you’re wondering how we can help you set up and market your networking, team-building, or corporate events, contact us today at 407-955-4949 or read our blog for more information!

The Importance of Hiring the Right Event Staff

One of the biggest challenges that Orlando event planning experts face these days in hiring the right staff who are qualified and driven. Here are our some of our best techniques for finding like-minded, proactive, and successful planners for your company.

Pay Special Attention to Requirements

One way to ensure you’re attracting the correct applicants is by triple checking your job requirements and duties. A quick rule of thumb, if you’re not spending time to craft your perfect job descriptions, your applicants won’t either! Take time to lay down day-to-day duties and what your company culture is like. This will encourage applicants to be detailed and exact when sending a cover letter or resume!

Ask Applicants Specific Questions

The more mundane questions you ask in an interview, the less you’ll really get to know your potential employees. Be sure to ask them specific questions about their experiences so you know what to expect. You can even throw in questions about how they would handle potential situations, that way you can get an idea how prepared and proactive they can be.

Guide Potential Employees

Not only are employees looking for mentors and growth, they are also looking for responsibility. It’s important for employers to start slow, create incentives and rewards to encourage responsible actions and make sure you give positive feedback. However, if employees aren’t handling their job tasks efficiently, don’t be afraid to tell them! Often, if employees are doing something wrong or incorrectly, they want to learn and understand what their employers are looking for.

We understand that hiring the right Orlando event planning professionals for your company can be difficult. That’s why we’re here to help with event planning needs! If you want more tips or tricks, feel free to contact us anytime at 407-955-4949.

3 Ways to Make Party Planning Easy as Pie

When creating something, it’s best to follow a recipe! Orlando event planning can be done the same way. To help you plan the best possible event, we’ve laid out a party recipe that’s as easy as pie!

The Crust

First, you’ll want to roll out an outline of what you want your party to look like. Budgeting, though tedious, is essential in hitting the goals you need to hit for your event. Allocate funds to each category in your party plan. Shape your event by prioritizing things you need versus things you want to have. If you max out without planning out each aspect, adjust your plan so that you can afford all necessities. Maybe you need a few more dollars for catering because you forgot to include drinks in your plan? Pinch a little from each other category until you have the perfect budget. This framework will be the structure your party needs!

The Filling

Using your budget, make a list of everything you need to acquire before the day of the party. By getting all your ingredients together ahead of time, there will be less room for something to go wrong. A great way to eliminate confusion and chaos is by selecting a theme. A theme will keep everything unified and look great. In addition to that, themed party supplies are usually sold together or near each other, making your job easier. Be sure to plan out music, catering, entertainment, schedule, and favors! Filling your event with the perfect decorations, supplies, and attendees are essential for success.
The Topping

Whipped cream, streusel crumbles, and powdered sugar—yum! The final touches of your party pie are essential. Setup for your party should be finished at least two hours before showtime, to make sure nothing is missing and nothing goes wrong! This will allow ample time for you to look at everything put together and assess last minute touches. And of course, take the perfect photo before everyone digs in!

When aiming to plan the perfect party, your structure, decorations, supplies and finishing touches are all important pieces. If you properly execute these three categories, your Orlando event planning will truly be as easy as pie!

4 Tips for Your Fall Corporate Events

Wondering how the end of 2017 got here so fast? November is in full swing and it’s finally beginning to cool off. If your fall event has snuck up on you, don’t worry! Here are 4 tips for planning the perfect Florida corporate event.

 

Spice Up the Menu

Odds are, your guests have been to a few company events in their time. They know the usual event menu, so it’s time to spice things up. Pumpkin spice, that is! Foods like pie, pumpkin dishes, apple cider, sweet potato casserole, honey ham, etc. can breathe comfort into your guests and maybe even ease awkward office tension. Seasonal catering is a great way to set your event apart.


A Comfortable, Balanced Venue
Florida weather is virtually unpredictable. To combat rain, heat, or an unexpected cold front, try a venue with indoor and outdoor seating options! You’ll get the safety of the indoors, but also allow your guests to venture outside to a porch or garden and enjoy the cooler weather. By renting a dual venue, you’ll also double your decorating options! With an outdoor area, you can include hay, a scarecrow, some lanterns, and less formal seating around a fire. These options are great for making your event feel festive and homey.


Plan Around Holiday Travel

The countdown to the holidays has begun! When choosing a date for your business event, it’s best to stray away from busy holiday travel times. By choosing a less busy weekend, not only will you increase your event attendance, but your vendor rates will most likely be cheaper. We recommend choosing one of the weeks between Halloween and Thanksgiving, possibly on a weeknight, to ensure the best attendance for your fall event.

 

Toss the Stress

After a long day at the office, don’t spend extra hours sifting through caterers, entertainment, and endless event details. We know you’re busy as the holidays are approaching, so bring your essentials and fall ideas to an event planner and let them handle the rest! By hiring a professional, you’ll ensure that your event runs smoothly no matter what. Your boss will be impressed and your coworkers will rave about your event for weeks to come.

We know you need the perfect event for your team. Fun Planners is your one-stop shop for planning and hosting the best event at any time of the year. Contact us for a free quote today! With festive catering, a comfortable environment and our team at your aid, your Florida corporate event is sure to be a success.

 

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