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Category Archive: event management

Post-Event Survey Questions

The leftover food is put away, the tables are wiped down, and the chairs are stacked; the event has come to an end. However, one of the most important parts of an event happens afterward — it’s time to get feedback from the attendees. Based on the type of event you planned, choose 5-10 relevant questions from the lists below, and you’re sure to get your guests coming back year after year!

Open-Ended Questions

  1. What did you like most about the event?
  2. What did you like least about the event?
  3. What were your favorite sessions?
  4. How did you hear about this event?
  5. How will this conference improve your skills and work?
  6. Do you have any topic or speaker suggestions for future events?
  7. Do you have any additional suggestions or comments to help us improve our future events?
  8. If you would like to provide a quote for promotional use, please include here with your title and occupation. (Name/company optional.)

Yes Or No Questions

  1. Was this the first time you attended one of our events?
  2. Was the staff polite and helpful?
  3. Was the speaker engaging?
  4. Did the conference meet your expectations?
  5. Did you feel prepared coming into this event?
  6. Was there enough time for discussion? (if applicable)
  7. Did you have enough time to get in between sessions? (if applicable)
  8. Did you have an opportunity to ask questions during the event? (if applicable)

Likert Questions

  1. Please rate the following: the date, the catering, the speakers, the location, and the vendors.
  2. How would you rate the value of this event/conference?
  3. How would you rate our communication leading up to this event?
  4. How would you rate the on-site arrival and registration process?
  5. Based on your experience, how likely are you to attend future events?
  6. How likely are you to recommend our events to a friend/colleague?
  7. How would you rate the quality of the keynote speaker? (if applicable)
  8. How would you rate the length of sessions versus the length of break sessions? (if applicable)
  9. In your opinion, did the event meet its objective?
  10. Overall, how would you rate the event?

It’s important to keep your survey short and sweet! This helps guarantee responses. Once you’ve discovered how to make your event even better next year, contact the Orlando event planning experts at Fun Planners to find out how we can help.

Prioritizing Security and Safety

When it comes to event planning, things like catering, venue location, and entertainment tend to take precedence over security. But safety is just as crucial to the attendee experience as anything else! By investing in quality security, your events and staff can be prepared for everything.

Document Everything

Everything needs to be properly documented in order to keep your insurance premium in check and keep your staff informed. This is especially true in the event of a medical emergency. Just remember, if something happens and you wonder, “Should I write this down?” — the answer is yes. It’s better to be safe than sorry!  

Enlist a Medical Team

Prepare for medical emergencies by hiring an approachable, knowledgeable medical team. It’s vital that you have professionals available on-site who can handle everything from providing a band-aid to administering CPR.

Lock Down Event WiFi

Your WiFi should always be password protected and only shared on a need-to-know basis. Make sure a venue’s network is secured by WPA and equipped with AP-isolation; this blocks other users from accessing devices logged into the network.

Create an Emergency Response Plan

Find out your venue’s procedures for active shooter situations and mass evacuations, and mark evacuation routes clearly on the day of the event. Map the closest route to the hospital. Decide what your security team will do with any unidentified bags or boxes, ensure the venue is equipped to handle all traffic, and know how to lock down the facility — just in case. It’s also crucial to establish a chain of command so that every staff member knows exactly what their role entails.

In addition, your emergency response should detail a crisis communications plan. While we can never be sure what the next crisis will look like, you can plan how you would communicate with attendees, employees, and the general public. Put together a crisis communications team and identify your communication channels ahead of time.

Get a Screening Strategy

It’s important to develop a screening strategy for both attendees and employees. Make sure to equally utilize technology and your security team! Metal detectors and magnetometers are great tools, but if they aren’t an option, don’t turn your nose up at a solid bag check.

Hire a credible security firm that’s supplemented with off-duty policemen, who are licensed to carry a firearm at events, and then meet together before the event kicks off. Communicate your layout and any areas of concern, and provide two-way radios and a detailed site map that shows emergency exits, bathrooms, stages, and concession stands. Many police departments post off-hours opportunities on their internal websites, so that’s a great place to start.

At Fun Planners, we believe that investing in high-quality security greatly benefits you, your staff, your attendees, and your event. Don’t hesitate to contact us with any Orlando event planning questions! For more information on how we can help you and your next event, give us a call at 407-955-4949.

Which Friends Character Do You Plan Like?

Thanks to streaming services like Netflix, the classic 90s show “Friends” remains as popular as when it first aired. However, the real question is — which Friend has your event planning style? Take the quiz and find out!

1. One of your best friends is engaged! She’s asked you to help plan her wedding. What do you do?

A) Not wanting to only be the wedding planner, you launch into your ‘maid of honor’ speech.

B) You schedule your first meeting, then buy a binder and new highlighters so you can color code notes.

C) You panic, then make an awkward joke to try and get out of it.

D) You start crying — you LOVE weddings.

E) You’ve collected things for her wedding for years, so you pull out your box of them to get inspired.

F) You say yes and celebrate over a pizza.

2. The wedding is 3 months away, and you find out that her venue might shut down next month. What do you do?

A) You march over to the venue and demand they stay open.

B) You tell the bride that you can make it happen in a month; if she wants to wait, you begin calling other venues on your alphabetized list.

C) You go directly to the venue to tell them how upset you are, but get there and realize you’re too nervous, so you start searching for a new place.

D) You tell your friend you can get her a deal with the local museum.

E) You ask a friend to distract her with shopping, and fix the problem while they’re out.

F) Knowing it’s her dream, you go directly to the venue and offer to make any deal in exchange for keeping it open.

3. It’s the wedding day! The DJ was supposed to arrive a half hour ago and isn’t answering his phone. What do you do?

A) You surprise your friend by singing one of your original songs while she walks down the aisle.

B) You aren’t worried; you brought several backup CDs.

C) After leaving him a snarky voicemail, you make an awkward announcement and jokingly (but seriously) ask if anyone has an auxiliary cord.

D) You make an emotional speech about the love the bride and groom share, then end by asking if anyone has an auxiliary cord.

E) You search for a friend or family member to be the “ceremony DJ.”

F) You offer to sing, but your friend begs you not to; instead, you plug in your own phone to play music.

RESULTS:

Mostly As: You’re Phoebe! You’re creative, quirky, and make all of your events special and memorable.

Mostly Bs: You’re Monica! You’re confident and organized, and your chic events always have multiple backup plans.

Mostly Cs: You’re Chandler! Although others know you for your humor and quick wit, you take your job very seriously and go above and beyond for your clients.

Mostly Ds: You’re Ross! You’re romantic and intelligent, and weddings are likely your favorite thing to plan.

Mostly Es: You’re Rachel! You’re spontaneous, driven, and all of your events are planned with style.

Mostly Fs: You’re Joey! Your clients feed off your charm and energy, and guests always enjoy themselves at your events.

No matter which Friends character you’re like, Orlando event planning is easy when you work with the experts at Fun Planners. Contact us today to learn how we can make your next event one to remember!

How Your Personality Affects Your Planning Strategy

According to Myers-Briggs, there are 16 unique personality types. Curious about which type you are and how it affects your event planning career? Take the quiz here, and then read on to learn more!

The Introverts:

ISTJs are diligent hard workers. You feel stressed when things are rushed, so plan ahead by delegating tasks to trustworthy team members.

ISFJs are loyal and understanding. Conflicts and last-minute changes stress you out. Prep multiple backup plans and train your team on conflict management.

INFJs are compassionate and imaginative. You feel stressed in disorder and when others are negative. Plan ahead and invest in a trustworthy team that values kind, open communication.

INTJs are innovative and independent. Procrastination and a lack of initiative stress you out. Hold weekly accountability meetings to check progress and reward self-motivated team members.

ISTPs are analytical troubleshooters. Inefficiency and strict guidelines stress you out. Invest in a team that you trust and hold weekly accountability meetings to check progress.

ISFPs are cooperative and loyal. You feel stressed when there’s a time crunch and a lack of understanding, so plan ahead and delegate tasks. Encourage your team to ask questions when they don’t understand and let them know you’ll do the same.

INFPs are flexible, reflective, and empathetic. Open disrespect and disharmony stress you out, so invest time in a team that works well together.

INTPs are independent and theoretical. Interruptions and a lack of logic stress you out, so schedule time for the unexpected in your daily life.

The Extroverts:

ESTPs are energetic troubleshooters. Quick decisions and isolation stress you out. Since you work best on a team of active, task-oriented people, invest in a team that you trust.

ESFPs are spontaneous, playful, and resourceful. You feel stressed by heavy data analysis and abstract information. Delegate financial and data responsibilities to a team member you trust.

ENFPs are expressive and friendly. Over-commitment and endless detail stress you out, so delegate detail-oriented tasks to team members with those skills.

ENTPs are strategic and enthusiastic. Isolation and deadlines stress you out, so hold weekly team meetings for accountability and to check progress.

ESTJs are responsible and straightforward. Constant changes and inefficient workers stress you out, so prep multiple backup plans and invest in a quality team.

ESFJs are warm, decisive team players. Isolation and uncertainty stress you out, so invest in a team with a wide range of skills.

ENFJs are collaborative and persuasive. Since procrastinators, short-sightedness, and excessive criticism stress you out, take time to choose the perfect team of workers.

ENTJs are assertive and strategic. Disorganization and others ignoring established guidelines stresses you out, so invest in an organized, professional team.

If you’re looking for tips on themes, how to stand out from the competition, and more, contact us today to refresh your Orlando event planning strategy.

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!

Reasons to Ask Your Team for Feedback

An event is only as great as the team who plans it, and that’s why incorporating their feedback leads to success. Here are some tips for conducting a successful debriefing session with your team.

Set a Time Frame
Ultimately, the rule is that the longer you wait, the less your team will recall, so debrief while details are fresh. For shorter, smaller events, schedule a debriefing with your team within a day or two. For larger projects, particularly ones that last over a period of time, hold multiple debriefing sessions to tackle one area at a time and make it more manageable. This helps you stay on time and on budget.

Lead the Discussion
As the event planner, it is your job to set the tone and set the agenda. Make sure your team knows your goals, how they should prepare, and what they should bring. This is not the time for people to complain or assign blame. Instruct your team to provide constructive feedback, ensuring all comments remain impersonal and focus on what happened, not who did it. Keep it positive and focus on collective learning.

You Can’t Be Everywhere at Once
You’re just one person, and as much as you want to be everywhere and do everything, it’s impossible. Luckily, that’s where your team comes in! They can provide details on things you missed, like how smooth the transition was from dinner to dancing, or how the audience reacted to the catering.

Qualitative vs. Quantitative
While emotions can easily blend into facts, aim to keep them separate. Start by reviewing quantitative data. Assess milestones, major phrases, and the overall timeline, asking your team’s feedback on how long things took, how much they cost, and if you came over or under budget.
Next, move on to individual opinions and feelings. Ask questions like which methods worked particularly well, which were frustrating and ineffective, and which strategies should you avoid or repeat on future projects.

Improvements for the Future
Afterwards, review your team’s feedback and create a priority list. Split them into two columns: need and want. If you’re in the midst of a large project, evaluate what should be implemented immediately and who should take charge of that. If you just completed a small project, determine what is imperative to the success of your next event.

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.

Tips for Beginning Event Planners

Armed with a tablet, headset, and a trenta macchiato with an extra espresso shot, you’re ready to take on the world. You feel confident. But it takes more than coffee and confidence to take the event planning industry by storm. Check out these tips for beginning event planners.

Get To Know Your Client
Knowing your client and target audience is critical. Plan activities that are appropriate to the client and their attendees.

Have a Plan B, or C…Maybe Even Plan D
During the planning stages, brainstorm different ideas and methods. Be innovative and transparent with your client, and give them options they will be happy with if sudden changes in venue, catering, or entertainment occur. Whether you are working months out or days out, always prepare backup plans.

Budgeting
If you want your event to go terribly, avoid your budget. Ignore it. Throw it away.
The budget can and will only stretch so far, so plan for every penny. Set aside funds in case of emergencies. No matter how big or small the budget, there will ALWAYS be a solution to plan an unforgettable event, so stay positive, be creative, and keep your options open.

Consider sponsors. Come up with an accurate profit plan to present to the sponsor. Explain how you’ll pay for the event, the expected number of attendees, and their potential profit.

Let Them Eat Cake
Food can make or break an event. Check out local places near the venue and ask to test their food. Triple check their services are available the day of the event so there aren’t any surprises.

#GetSocial
Social Media is one of the fastest ways to promote your event. Once you have figured out your target audience, choose the most appropriate social media channels. You could create a Facebook event, advertise on an Instagram story, post pictures counting down to the day, or promote using an event hashtag.

Push Through To The End
Stay present throughout the event. Always remain calm, and ensure everything is punctual and running smoothly. Check on your client and their attendees, but make sure to take care of your employees and volunteers, giving them any help they need to execute the event.

Visit our blog for additional tips and tricks guaranteed to make your next event special. If you have any further questions, contact the Orlando event planning experts at Fun Planners at 407-955-4949.

3 Ways to Stand Out from Event Competition

If you’re looking for ways to stand out from the Orlando event planning competition, look no further. We at Fun Planners are here to help you find out the best products, plans, and activities to help you host your next event.

Social Media

In order to showcase the cool carnival rides, games, and more that you will have at your next event, you’ll want to encourage your audience to share on their individual social media channels. This will reach a wider audience without having to spend all of your planning budget. You can also start social media pages for your event so you can turn the reach on the Internet to guests at your event.

Equipment

At Fun Planners, we believe in only having the best rides, activities, and games at any event. That’s why we love to partner with Orlando event planning agents. Whether you’re looking for inflatables for a birthday party, team bonding exercises for a corporate event, or just carnival rides for your town’s fall festival, we have everything you’ll need.

Have Fun

A surefire way to get your event off on the right foot is to keep in mind the one reason everyone goes to events: to have fun. When you keep this mind, you will have a better understanding of what people are looking for. They want to make memories and they want to enjoy it with people they know, people they don’t know, and people they are bound to meet. Customer service can go along way for event planners, and if you’re thoughtful and listen to what your audience wants, your event is bound to gain some traction.

If you’re looking for equipment to help your Orlando event planning team, feel free to contact Fun Planners at 407-955-4949. For more tips, tricks, and more, visit our blog and our catalog.

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 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!