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Category Archive: Florida Corporate Event

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.

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!

2018 Corporate Event Trends

Looking to spruce up your 2018 Florida corporate events in 2018? Look no further, here are our best tips and tricks to starting the New Year off on the right foot.

It’s All About Venue

Nowadays, people look for the venue to be the shining star of any corporate event. It’s time to say goodbye to the days of renting a tent in your company yard. Whether you want to go big or small, it’s important to have a unique venue in mind. Pick one that stands apart from the crowd. It can be inside, outside, it just has to also be Instagram-worthy!

You Can’t Forget the Food

Another make it or break it deal for event-goers is the food. In 2018, everyone is a considered a foodie! It’s time to stash away the chicken nuggets and the french fries, attendees have a different palette this time around. Keep in mind food trends mentioned in our previous blog. It’s important to keep in mind that with the vegan community growing every day, you’ll want food that fits every diet! People are also more willing to eat locally at corporate events, so make sure you have a stockpile of local vendors that you love.

Be Different

Something that shaped 2017 was a disruption in the status quo. Amazon was disrupting the retail industry, Uber was taking over taxis, and the list continues! You want to make sure you put on the best event you can, so keep this in mind when planning for 2018. The bigger the better, and this doesn’t necessarily mean price wise. Simply, think about what attendees are used to at events and amp it up a bit. Make sure it’s different, it’s unique, and it’s something everyone will love!

If you’re looking to host a Florida corporate event, look no further. Fun Planners can help you dive into the New Year with our rides, entertainment, and innovative technology. Feel free to contact us anytime at 407-955-4949.

How Live Streaming Can Boost Your Events

If you’re looking for ways to spice up your Florida corporate events, look no further. We have your answer and it’s live streaming. Yes, as we transition into a completely technologically-advanced day in age, we must adapt our events in order to stay ahead. Here are some tips on how to make the most of these new technological advancements for your upcoming events

So Long Television, Hello Livestream

Recent research says that the majority of users in the United States, about 56 percent, watch live-streamed content at least once a month. With 48 percent of those users watching live streams weekly. Unlike television, live streaming seems to make users feel more like active participants. With many expressing a new sense of keeping up-to-date and informed.

Internet users are now demanding for their content to be available anytime they want, on whatever device they are on. Rather than the idea of sitting down at a specific time in order to watch something on live TV. From Facebook to Twitter, and now Instagram, videos and “stories” are finding their way to the heart of any event-goer.

One Stream vs. Many Streams

When it comes to the new age of technology and event planning, it’s important to know where your audience is, when marketing your event and also when hosting your event. Knowing their social media habits can also benefit how you reach that audience and in what ways you will attract attendees. Instead of sticking to one social media platform, take into consideration using multiple platforms. From Snapchat, Instagram, and Facebook stories, to Twitter moments and live streaming capabilities, your options are endless!

Although live streaming is changing the way people attend and even market events, it’s still all about atmosphere and adapting to your audience. As your Florida corporate event experts, we’re here to give you some insight as to how to make the best of any event. If you have more questions or need a one-stop shop for all your event needs, feel free to contact us today at 407-955-4949!