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Category Archive: Florida Corporate Event

How to Brief Your Speaker

Now that you’ve found the perfect speaker for your next conference, you have to be able to create a great speaker brief. Speakers are a significant part of your Florida corporate event, so you want to do everything you can to ensure your speakers feel confident, prepared, and supported! Your brief should say: “You’re important. This event is important. We support you. You are the right choice, and you benefit too.”

What Exactly is a Speaker Brief?
In short, this is a short document that you’ll send someone immediately after they show interest in speaking at your event.

Yes, The Event is Happening
It may sound odd, but start your brief by confirming that the event is definitely happening. Once your speaker knows that it’s not just hypothetical, they’ll be more likely to take your event seriously and commit. Make sure to highlight your event’s theme, goals, and content that you hope to have presented.

Why You Benefit
Explain to your speaker why they will benefit from taking the time to come to your event. Consider the 4 P’s: People, Purpose, Prestige, and Perks.

  • People: Talk about the other people involved! Mention anyone notable who will be in attendance, connections you have with reporters, past speakers, the audience, and other speakers who have already agreed to come.
  • Purpose: Why is the event happening, and what does your audience hope to gain from attending?
  • Prestige: Will this event be covered by the press or even a big-name blogger? Has this been a large event in the past? This is your time to really brag on your event, and highlight any facts or statistics that show how special it is.
  • Perks: Describing the perks you offer to speakers is a great way to set your event apart from another, and it could be the deal breaker if your speaker is deciding between two different gigs in the same weekend. Note if you’ll be providing meals, covering travel, putting them up in a fancy hotel, or sending them home with an awesome gift bag.

Flattery Is Everything
Okay, flattery isn’t everything — but it’s a big deal, and it can help you book your dream speaker. Show them that you know who they are! Talk about another event when you saw them speak and how it impacted you, or reference some of your favorite blogs of theirs.

An Audience Breakdown
Share your audience demographics, including their experience level, their companies and job titles, and what they’re coming to learn. This is your golden opportunity to make a connection between what you know about your speaker and what you know about your audience! Demonstrate that they are the perfect match.

Session Support
While every speaker has their own style and presentation preference, it may be helpful for you to provide a suggested guide, or a “how-to” structure their presentation. This can give insight into the direction you’re hoping to take the event, the tone you want to convey, and the information you want to be provided.

Reiterate Details
What day is the conference, and when does your speaker need to be there? How long will they stay? What time slot are you offering them? Exactly what content should they plan to cover, and when should they have that sent over to you for review? This is your time to solidify and confirm their commitment.

When it comes to Florida corporate events and picking the perfect speaker, Fun Planners has your back. Whether your event needs catering, audio equipment, lighting, or even interactive rentals, make sure to reach out to us at 407-955-4949.

Keynote Speaker Selection

Let’s be honest — we’ve all attended events where the keynote speaker was disappointing, predictable, and to be frank, downright boring. An engaging speaker at your next conference can make all the difference! When you select someone to speak to your audience, you place your audience’s trust in you onto that speaker, and you don’t want to let them down.

Do They Tell A Story?
In today’s world of Instagram celebrities and big-name bloggers, everyone feels like they’re a storyteller, but that’s not always the case. Make sure you’ve chosen an experienced speaker who knows how to read a room! They should be engaging, charismatic, and flexible. Most importantly, they need to appeal to your audience, and they should know how to connect with them — from beginning to end.

Do They Add Unique Value?
While you may have found a great speaker — or even a speaker that you know personally — you have to ask yourself: do they bring something to this event that your attendees can’t find anywhere else? What about their knowledge or experience makes them unique? Why should your audience care to sacrifice their time and listen? If there aren’t easy answers to these questions, it might be time to resume your search.

Are They Authentic?
The best speakers have real-life examples of success and failure, and they know how to share those stories in authentic, genuine ways that speak to their audience. Evaluate their credibility. Is your speaker of choice determined to stand behind a podium and preach at the audience? Do they refuse to walk into the crowd and meet guests? Are they more concerned with their appearance than delivering superior content? And quite possibly most importantly: are they equipped to prove their expertise during a Q&A session? Every speaker can appear qualified with a well-practiced presentation, but it’s the unexpected Q&A questions that separate the good from the great.

Can They Draw A Crowd?
While you shouldn’t choose a speaker based on their celebrity title, it’s important to consider if your speaker is willing to help you attract attendees. Are they going to market alongside you? Will they tell their loyal followers to come and check out your event? Think about if they will be able to get other influencers involved.

Are They Going to Stick Around?
When a speaker sticks around to talk to the audience, they humanize themselves. Their keynote presentation may thrill attendees and shake the ground, but the best opportunity to connect and make a difference is during one-on-one conversations. Ask potential speakers if they are willing to stick around after their presentation.

As you dive into Orlando event planning for your next conference, don’t choose your keynote speaker without checking this list! Take the necessary time to review their qualifications. And if you need help with your event’s catering, audio equipment, or more, make sure to contact us at Fun Planners.

Don’t Have a Boo-ring Halloween Event

It’s tempting to celebrate Halloween at work by just putting out a bowl of candy. But why do that when you can plan an exciting and spooky Florida corporate event that gets your employees in the holiday mood? Get inspired by the ideas below!

Pumpkin Carving Party
Ask each guest to bring their own pumpkin, and tell them that you’ll be providing all of the pumpkin cutting tools. While it’s tempting to break out larger steak knives, your best options are the little knives that come in pumpkin carving kits. You can also offer some more unusual carving options, such as keyhole saws, hole cutters, power drills, melon ballers, chisels, awls, and cookie cutters.

When it’s time to set up, make sure you purchase several carving kits, lay down some newspaper for guests to carve on, and have printed design templates. Set out bowls to place “pumpkin guts” and seeds into, and offer hand sanitizer to wipe off gooey hands. It’s also smart to provide markers and pencils for your artsy guests to sketch out their designs before carving. Plan to host this party outdoors for easy cleanup, and don’t forget to serve warm cups of cider!

Murder Mystery Dinner
Don’t worry, you don’t have to come up with the murder mystery — that’s why you buy a kit! After researching and finding the story that’s perfect for your business, send out invitations that include costume suggestions, character descriptions, and character backgrounds. This is a great choice for a company who enjoys being theatrical, or whose employees are especially comfortable with one another. The key to a great murder mystery is great actors! Encourage your guests to get dramatic, dress outrageously, and interact with each other throughout the evening. It’s crucial that each one of your guests RSVPs; all characters must be played, and it will be a challenging dinner if the murderer is a no-show.

Ghost Tours
Do some research, and find out what ghost tours are available near you! Tours are available in a variety of themes and price points. If you have employees who are squeamish about participating in a ghost tour, encourage them by explaining that the tours are not just a thrilling way to spend the Halloween season, but they’re also an excellent way to learn about your town! You get to tour buildings you may have otherwise never stepped foot in, and you’ll learn things that won’t come up in a history book. It’s an exciting way to discover your city!

Fun Planners can help you plan the perfect Florida corporate event this Halloween. To find out how, give us a call at 407-955-4949.

Get to the Subject

For months, you’ve completely thrown yourself into planning an elaborate, time-consuming event. You’ve spent hours negotiating prices, invested days into researching the perfect catering company, and got put on hold more times than you care to count. Now that you’ve put so much time into planning your Florida corporate event, make sure that your email marketing campaign is up to snuff. Get inspired with some of our favorite email campaigns!

charity: water: Progress Emails
Most of the time, we donate to charities without a real knowledge of where exactly our money goes, and we’re never given specifics. However, once someone donates to a charity: water project, they’re put on a list where they receive automated emails about the journey their money has taken, how it’s being used, and the impact it’s made. They’re given a progress update, a project timeline, and updated pictures. This is great to keep in mind, particularly when you’re working with a nonprofit! If attendees made donations at the event, consider keeping them up-to-date on where their money goes.

Cook Smarts: Easy CTA
Cook Smarts makes the CTA of each email easy to find! In the upper right-hand corner, subscribers can always find a “Forward to a Friend” button. As you publicize your event, make it easy for potential guests to tell their friends about it!

HireVue: Unsubscribe, It’s Okay — Seriously
It’s smart to purge your subscription list of people who don’t open your emails — low open rates can affect email deliverability. Take a look at how HireVue opened the door for subscribers to go away.

“You haven’t been opening our emails in the last few months, and the last thing we want is to come across clingy. If you still want to stay connected, then just press ‘Don’t Let Me Go’ below, and we promise we won’t let you. Otherwise, we’ll take you off our business list in three days. No hard feelings.”

This is simple, humorous, and guilt-free messaging! If you have a list of subscribers interested in future events who don’t open their emails, consider approaching them this way.

Loft: Happy Inbox, Happy Life
Ann Taylor Loft acknowledged the cluttered, overwhelming feeling of the common inbox, suggesting to all of their subscribers they should embrace the “Happy Inbox, Happy Life” approach to email. This is a customer-focused email that asks recipients to update their email preferences because they’re going to be sending content they won’t want to miss. As your event gets closer, send out an email asking attendees to update their email preferences! They won’t want to miss out on any important updates.

Florida corporate events can greatly benefit from a solid email campaign. If you’re looking to strengthen your team or put on an amazing business event, make sure to reach out to us online or at 407-955-4949.

How To Pitch Event Ideas to Executives

Business executives can be intimidating, especially if you’re approaching them with a plan they need to approve — and finance. When it comes to Florida corporate events, follow these tips when pitching an event and you’re sure to have success.

Organizational Goals
An executive wants to hear one main thing: how does your plan align with the organization’s goals? Demonstrate that you have a knowledge of the company. Discuss how your plan relates to member acquisition and retention, increased donations and shareholder value, and brand recognition.

The Executive’s Priorities
Consider your audience. Depending on their position, each executive will have a slightly different set of goals that you need to properly address.

If you’re pitching to a:

  • Chief Executive Officer: Focus on revenue, new opportunities, and how you’ll be utilizing current trends to attract attendees.
  • Chief Operations Officer: Talk about how your event will improve the day-to-day operations of the organization.
  • Chief Financial Officer: Show the revenue that your event will bring to the organization and how you will work with potential investors. If possible, find data from a similar event to support your claims.
  • Chief Technology and Chief Information Officers: These executives are concerned with enhancing IT resources. Let them know that you value this as well, and explain how your event will help them reach their goals.
  • Chief Marketing Officer: Share how the community’s perception of the organization will better from this event. Talk about increased sales and your value propositions.
  • General Councils: Discuss how you will protect the organization from any legal issues. Highlight the qualified medical team that will be available on site, or quickly summarize the paperwork that vendors will sign.

Share Your Data
Provide as much hard data as possible. Do your homework, and avoid speculation statistics. Focus on key numbers like potential revenue, headcount, marketing reach, and costs.

Create a Handout
Nothing says “I came prepared” like a small handout with your value propositions, hard data, and how you intend to meet organizational goals. Make sure to include your contact information.

Stay Short and Sweet
This is important. Not only should your handout be short and brief, but your presentation should be that way as well. It’s not necessary to dive into small details like potential venues, speakers, or food options; this will only get your presentation stuck in a rut. Demonstrate that you respect their time by keeping your pitch under 10 minutes (and prepare for up to 20 minutes of Q&A), but don’t leave until you’ve discussed and settled on the “next steps” with the executive.

Pitching to executives can be daunting, but these Florida corporate event tips are sure to help you reach your goals. To find out how we can help your next event, contact us at 407-955-4949.

 

Questions to Ask Before Booking a Venue

Finding the perfect venue for your next event can feel like a never-ending quest! As you’re searching, make sure that you know exactly what to ask so that your contract lays out all the details, “what-ifs,” and prevents you from being surprised with fees later on! Take a look at some questions you need to ask before committing to a venue.

Questions About Rates and Policies

  1. What does the rental rate include?
  2. How much is the security deposit, and how much of it is refundable?
  3. What is your cancellation policy?
  4. If there is a cancellation fee but the venue gets re-booked, will those payments be taken into account when calculating my fee?
  5. Does the venue have any restrictions?
  6. Does the venue require any additional insurance?
  7. Are there cleaning fees or overtime charges?
  8. What happens if fewer people attend than expected?
  9. When is the final guest count due?
  10. Are there any other functions going on during the day that could interrupt my event?
  11. Do you have a designated event supervisor on the day of? If not, who will be my contact person?

Questions About Set Up and Tear Down

  1. How long will I have to set up and tear down the event? If there are any associated fees, please include those in the proposal.
  2. What is the absolute earliest I can set up?
  3. When does the event need to be over by?

Questions About Suppliers

  1. Is there an on-site caterer? If so, what do they provide, and are there multiple packages available?
  2. How experienced is the chef?
  3. Are there food and drink minimums, and could we replace the rental fee with this cost?
  4. Can I bring outside suppliers? If so, is there a fee?
  5. Do you have a list of preferred suppliers/vendors?
  6. Do you have an exclusive vendor list?

Questions About Amenities

  1. Is WiFi provided? If so, what is the fee?
  2. Are technicians, cameras, microphones, and A/V equipment provided, or will they need to be rented?
  3. How many bathrooms are available for use?
  4. Does the venue have its own event staff?

Questions About Accessibility

  1. Is parking provided? If so, what is the fee, and how many spaces will be available? If there are not enough spaces for guests to park on-site, what is the next best option?
  2. What are the best ways for guests to get to and from the location?
  3. Is the venue accessible and comfortable for guests with limited mobility?

After you have communicated with the venue, it’s important that all verbal discussions are confirmed in emails or written contracts, that way there is recorded proof of all fees and policies. This will help guarantee that your Florida corporate event runs smoothly. If you have any questions or want to learn more about how we can help you plan your next event, contact us today!

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!

The Psychology of Color

Close your eyes. Picture a room full of oranges.

Visualize yourself in surrounded by the lush, green Amazon Rainforest, breathing in the smell of flowers and rain.

Imagine you’re relaxing in an indoor pool where everything is a cool blue.

Now picture yourself laughing and eating hors-d’oeuvres at a fancy, black-tie event, but it’s actually a yellow-tie event. It’s still sophisticated, classy, and formal, but the room is overflowing with yellow linens, yellow desserts, and business executives and celebrities clad in yellow. Does it feel weird?

That’s because color has a powerful psychological effect. A black-tie event is called that for a reason; take out the black, and it suddenly feels strange and unfamiliar. It’s important to choose the perfect color for every event. Take a look at how each color can greatly impact your event’s success and atmosphere!

Blue: Blue is soothing and tranquil. Lighter blues inspire calm and relaxation, whereas deeper blues bring depth and intensity. Consider using blue for a business conference, team training, government, or medical event.

Green: Green represents the beauty of the Earth. It is fresh, revitalizing, and inviting. Green is an excellent choice for an event that encourages growth and open conversation, such as a birthday party, a fundraiser for a wildlife nonprofit, or an eco-tourism event.

Yellow: This color is often associated with brightness, cheer, and positivity! Since yellow can be a bit harsh on the eyes, consider using it as an accent with an opposite color like purple or with muted, earthy tones. Yellow is an excellent option for a child’s birthday or a launch party for new technology.

Red: If you’re hosting an event where you’re hoping to encourage passion, strong emotions, or even someone’s appetite, red is a great choice! It also conveys drama and urgency. Choose red for entertainment, food, fashion, and real estate events.

Purple: Hosting an event that calls for people to get crafty and creative? Purple could be a great choice, as its balance between blue and red stimulates the brain and relieves tension and stress. Use purple for events focused on yoga or aromatherapy. Because it’s viewed as a symbol of luxury and royalty, guests will feel special and regal.

Orange: An event that’s warm and whimsical pairs nicely with orange! It’s often used as an attention-grabber and stimulates mental activity. When used as the dominant color in a color scheme, it may feel overwhelming, so consider including it as an accent color and pairing it with an opposite color, such as blue, or with warm browns and reds to help guests feel welcome and at home. Use for an event focused on sports or education.

The Orlando event planning experts at Fun Planners can help you choose the perfect color for your next event, stretch your budget, plan delicious catering, and more! Contact us today to find out how we can help you plan your dream event.

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.