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Category Archive: Florida Event Planning

You Know You’re an Event Planner When…

Coffee? Check. Clipboard? Check. More coffee? Check. An extra battery pack and your favorite black flats? Check. When it comes to being an event planner, these things are common, but there’s more to the job than coffee! These are the everyday signs that you’re definitely an event planner.

  1. When you wake up on event day and it’s sunny, you give a little cheer, regardless of whether your event is indoors or outdoors.
  2. Your wardrobe is basically all black.
  3. Your desk is drowning in past event swag.
  4. You dream in Excel.
  5. It’s impossible for you to attend an event as a guest and not make a million mental notes (or feel constant sympathy for the event organizer), and you have to resist the urge to lend a helping hand.
  6. You have notebooks in your car, by your bed, and at your desk.
  7. When you tell people your job title, you always cringe when they say, “That sounds fun!” Yes, it’s fun, they’re not wrong, but you’re not getting paid to party!
  8. Weekends? Holidays? What are those?
  9. A color-coded schedule gives you a thrill.
  10. Your friends and family gave up long ago on trying to surprise you with a spontaneous road trip.
  11. No one can multitask like you can.
  12. Growing up, you were always the party host.
  13. You have an emergency kit on hand at all times, and it contains everything from deodorant to nail polish remover to aspirin. Yes, it’s a random assortment, but every single item has saved the day at one point or another.
  14. The local coffee shop knows your name (and order) by heart.
  15. You’ve had a nightmare the night before an event.
  16. When you and your friends are going out for the night, everyone always looks to you for the plan and itinerary.
  17. You have a plan A, but that’s not all — you’re prepared all the way through plan Z.
  18. As a child, you always organized your toys.
  19. Once upon a time, when you were new to the industry, you wore your favorite heels to an event, but boy did you learn quickly. Now, you only wear shoes that can withstand at least 12 hours of constant walking (and let’s be honest, they’re black).
  20. You have about 50 to-do lists, and sometimes they end up all over the place.
  21. Your “vacation style” consists of detailed packing spreadsheets and a carefully planned itinerary.
  22. If someone tries to make plans with you, even if it’s months in advance, you have to check your calendar.
  23. You have a funny (and/or traumatizing) story about every venue within a 30-mile radius.
  24. It doesn’t matter what the mess is — you’re confident that you can fix it with duct tape.
  25. You’ve used past event swag as a last-minute gift.
  26. You feel naked without a clipboard and a headset.
  27. The week before an event, you check your weather app every five minutes.
  28. If anything goes wrong on vacation, everyone always looks to you for plan B.
  29. When your friends complain about their 9-5 work week, you resist the urge to point out how lucky they are to have a consistent schedule.
  30. You’ve developed a voice that sounds like you’re speaking into a megaphone, but you’re not; it’s your event voice.

Does this sound like you? If so, don’t stress about Orlando event management — we can help. Contact us today online or at 407-955-4949.

 

Select a Seating Style

How much do the seating arrangements for your next event matter? The answer is a lot more than you think. A successful event is led by a successful seating arrangement. It means that your guests have a clear view of the speaker; that they’re comfortable; that communication is streamlined and simple, both between your speaker and between attendees. Take a look at popular seating arrangements to see what will work for you:

Theatre Style
Pros: This common style, where chairs are organized in consecutive straight rows, works well for large events of over 150-200 people. Space is optimized, so you will likely be able to fit more guests than expected, and every seat is frontward facing to guarantee an easy view of the stage.

Cons: The audience is closed in, making it difficult for people to enter and exit rows. If you’re planning an event where you hope to incorporate audience interaction, this arrangement is not ideal, as it hinders communication amongst attendees. It will also be nearly impossible to serve any food or beverage.

Classroom Style
Pros: In this style, chairs and trestle tables are aligned in straight rows. Each table has about 1-3 participants, and you can group tables together. All of the seats are facing to the front of the room, meaning everyone gets a good view of the entertainment, and it’s easy to take notes or set up laptops. It’s also much simpler to both serve and consume any food or beverage!

Cons: Depending on how many attendees you’re expecting, this style could also close in your audience, making it difficult for people to enter or exit rows without causing a disruption. The tables will reduce your seating capacity, and the audience cannot comfortably interact with each other.

Banquet Style
Pros: This round, dinner table style of seating is ideal for events where you’re encouraging audience interaction and participation! All audience members are fully facing each other. This is a great option for dinners, awards, weddings, or more informal events.

Cons: Not everyone will be directly facing the front of the room. Where do you hope to direct the majority of your audience’s attention? Will there be a speaker or entertainment that they won’t be able to see as well, or will the speaker only command a small portion of the evening, with the rest left to small group discussion? Consider these things before choosing this style.

Cabaret Style
Pros: Similar to banquet style, cabaret-style has an open end at each roundtable. The audience is seated in an arc facing inwards, and no one’s back is to the front of the room. Presentations or various forms of entertainment are more easily absorbed and enjoyed. Food and beverage are easily consumed.

Cons: Consider the total number of attendees you’re expecting. This style is an inefficient use of floor space, as well as table space, since you’re not maximizing the number of chairs that could fit at each table.

Are you struggling to choose a seating arrangement for your next event? Maybe you’re debating which colors to use, meeting with potential venues to narrow down your choices, or just learning how to better manage your Orlando event planning stress. We can help! Give us a call at 407-955-4949.

 

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.

Drawing In the Crowds: How To Publicize Your Event!

Planning an event takes a lot of work; you’ve picked a venue, figured out all of the events and entertainment, and organized all the food you could ever need. Everything is going perfectly, and you’re certain your event will be a smash hit.

But what if nobody shows up?

Publicizing your event is just as important as planning the event itself. If nobody knows about it but you, who’s going to attend?

Luckily, getting the word out can be easy in today’s highly-connected world. Here are a few key steps to ensure that your event receives the maximum amount of exposure.

  • Solidify your event’s schedule and plan your publicity strategy around it.
  • Create publicity pieces like newsletter articles and/or ads, radio spots, or online articles. You might also consider getting local shops and companies to give out discounted deals or flyers.
  • Design and send out tangible invitations, programs, posters, and tickets to the local community. Make sure you send electronic invites and deals to people on your email list as well!
  • Create an event page on your website. If you don’t have a website, it’s time to create one, because people who see your ads or receive invites will likely search you out online.
  • Create a Facebook event page! This will enable people to find, follow, and share information on your event. It also makes it easy to make your guests aware of any last-minute changes.
  • If you don’t have a Twitter account for your business or organization, now’s the time to make one. Create hashtags to promote your event, and plan fun contests for your attendees to spread the word with!
  • Create a promotional video and post it on your social media accounts, as well as on YouTube, to give people an idea of what your event is going to be like so they won’t want to miss it!
  • Include links to all of your social media on your website, and vice versa. That way, people can find out more information and are more likely to share your event with others online.
  • Register your event on a variety of online event calendars. This is going to let people looking for an event find yours right away!

Now that you have a publicity plan, it’s time to make sure your event matches all the hype! Orlando event planning has never been easier — the experts at Fun Planner will ensure that your event goes perfectly.

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!

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!

3 Event Themes for Any Party

As everyone knows, themes are the cornerstone of the event planning process. From trends that are shaking up the industry to what society believes is what is cool and unique, it’s important for event planners to keep these theme ideas in mind. We’re here to give your Orlando event planning company the tips they’ll need to have the best-themed party on this side of town!

Top Secret Entry

A unique idea for a theme this year is to keep the event exclusive. If you keep locations discreet with hush-hush instructions, people are more likely to be interested in your event and will be telling all their friends about it! As a bonus, revealing your location a day or two before it’s set to happen will make event-goers antsier and will heighten interest in those looking to attend!

Gather Around a Campfire

For smaller businesses, something as simple as a campfire session for your employees can help team building. Find a night that works for employees and leadership and take turns telling stories around the fire. They can be related to the workplace or just interesting things about their life. This will encourage everyone to become closer and get to each other better, and what could make an employer happier than that?

Switch up the Mundane Lunchtime

Rather than heading to a local Orlando grill, try creating a space in your office to hold a small dance party. Serve spritzer and finger foods and have everyone take a moment from their busy days to relax and have fun. Not only will this boost overall morale of the team, you will also be known as the “cool office” in town.

If you’re looking for more tips and tricks for your Orlando event planning strategy, feel free to contact us today at 407-955-4949. We can help with anything from entertainment, blow up rides and games, and more. If you’re looking for more content, check out our blog page!

How to Make Your Event More Interactive

When it comes to Florida corporate events, Fun Planners has all the answers. From our stock of interactive games to custom branding, and tips on marketing your event, we’ve got it all. Check out these cool and unique ways to help make your corporate event and attendees more lively.

Consider Your Audience

Is your audience younger? Are they older? Is this for an intimate celebration or a bigger networking event? Is team-bonding one of the main goals of your event? These are all questions that event planners have to ask. These answers will give you a better idea of what props, what games, and what type of atmosphere you want to create.

Encourage Memories

No matter what individual goals are present for an organization’s event, they almost always have at least one common goal: to be memorable. One simple way to encourage your guests to make memories is with a photobooth. As one of our most popular rentals at Fun Planners, photo booths are a great way to get attendees to participate. As an added bonus, you can encourage them to share their memories and their photobooth pictures on social media using a common hashtag. This will not only make your event more interactive, but it doubles as a great marketing tool!

Throw a Raffle

Guests of all ages agree that one important way to garner interactivity at your corporate events is with a good, old-fashioned raffle. Many people believe that raffles and giveaway need to be huge, but that’s not always the case. In fact, raffles don’t always have to be a huge part of your budget. Gift cards, branded merch, or small things you can buy wholesale often work just as well.

When it comes to planning any Florida corporate event, it’s important to keep in mind that events should be fun and unique. Some small ways that you can create a positive atmosphere at any event is often by making it interactive. From team-building icebreakers to photobooths, and traditional carnival games, Fun Planners can help any organization put on the event of the year. If you need help, feel free to call us today at 407-955-4949.

3 Innovative Trends in Event Tech

It’s no surprise that the event planning industry has recently taken a dip in the technology field as well. When it comes to enhancing events and making them more memorable for event-goers, it’s important that Orlando event planners keep in mind these valuable trends that can take any event from drab to fab.

Eco-Friendly Deals

The best way to encourage a more “green” event is to incorporate more digital favors. Get rid of the swag, the glitter, and confetti that often clutter the venue floors. Instead, opt for great lighting techniques, e-gift card raffles, and more that way you’re still creating an immersive and positive experience for attendees, but you’re also diminishing your environmental impact!

Live Streaming is the New Thing

At this point, we’ve all dabbled in a little bit of live streaming. Did you know it could also be a great way to market your events too? Live streaming allows attendees to share real-time memories with their social media profiles. Not only can this garner people to share, comment, and like, it also is a great way to get more exposure for your company!

Crowdsourced Content

Putting like-minded people at the forefront of your event is something that many Orlando event planners forget. If you’re holding a conference or even a concert, incorporating user-generated content is a great way to be seen on social media and the Internet. Include a screen where people can ask questions or a live feed of tweets that use similar or relevant hashtags. Whether a big or small event, user-generated content is one of the simplest and most effective ways to get more brand exposure!

If you’re looking for more event tips and tricks, read our blog page. And if you need help planning your event, we are your one-stop shop for anything from rides, games, to entertainment and technology! Call us today at 407-955-4949 to learn more!