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Category Archive: Orlando event management

Plan in Advance to Enjoy Your Own Event

We’ve all been guilty of waiting until the last minute to plan an event, and the stress of scrambling in a time crunch can cause unnecessary panic. When you organize your event in advance and get help from a skilled team, last-minute planning disasters will be a thing of the past.

If You Need A Venue, Caterer and Entertainment

Finding the right venue, cuisine, and entertainment can be overwhelming as the date of your event draws closer. The sooner you find a venue, the better! If your event is six months out, start venue hunting right away. Remember that October, November, and March are peak wedding months in Florida, so for those events in particular, availability can be limited if you don’t plan ahead.  

You’ll be ready to move on to catering within two to three weeks. Take someone with you when choosing a venue to make the decision easier and faster, and delegate that responsibility to them while you move on to researching entertainment. Your goal should be to have booked your entertainment and catering four or five months before the event. Then, you can use the remaining months to focus on details like decorations and party favors.

If You Need A Venue and Catering

If you’re planning a conference or similar event and won’t be needing a band or performers, give yourself five months to get fully organized. You’ll need to decide on the venue by the three month mark, and then you have a week or so to choose the caterer. All-inclusive venues that provide food for guests in-house can be an efficient, one-stop-shop approach to event planning that help to lighten your team’s workload.

If You Only Need Catering

Backyard bashes and family reunions make location a non-issue, but booking the caterer far in advance will allow you more time to complete all your other checklist items. Feedback on cuisine from your team takes some of the responsibility off your back. Your planning process may be short, but to avoid the chaos of finding a caterer just weeks before your event, be sure to choose one three months ahead of time.

Looking to make your Orlando event planning strategy quick and painless? We can help you make your event a success and avoid last-minute stress before the big day. Contact us today at 407-955-4949 to find out how!

Stick To Your Budget And Still Plan A Great Event

Organizing an Orlando corporate event is enough stress on its own, but making sure that you don’t go over budget is the real challenge. However, there’s no more need to worry about going over budget —with these tips, you can make your money go a long way and plan an amazing event!

Entertainment

The entertainment at an event is what people really remember. Some couples spend the most time choosing the band for their wedding because they understand the importance of the DJ; they can make or break the event! This step should be your top priority, so even if you need to shift around the budget, the high-quality entertainment will be worth it. Push a generous amount of funds toward live entertainment like performers, celebrity impersonators, or even cigar rollers to ensure that your corporate event buzzes with excitement!

Good Eats

When planning your corporate event, remember that great food is guaranteed to pair well with great entertainment. After all, your guests will be doing the majority of their conversing over the cuisine you’ve decided to serve. Delicious bites are not only the key to conversation but a great way to make sure your event flows without any dull or standstill moments. If people love your catering choice, they’re sure to stick around to chat and eat until the end of the event.

Decor

After choosing your theme or color scheme, leave enough room in your budget for the essential decorative touches that make your event pop, and cut any unnecessary decor. When you focus on decorative staples that stand out the most like centerpieces and balloons, you can go on a hefty shopping spree at a low-priced market like Dollar Tree and stock up on items at better prices than where you can get these items than at big party superstores. That way, you can stock up on more of the items that count the most, and avoid extra expenses.

Gift Bags

Gift bags are a symbol of good hostship and a warm way to send your guests off, but they’re commonly seen as excessive and unnecessary. For a classy finishing touch on a great evening, include one food item of your choice and a handwritten thank you note inside. A small, sweet snack is more practical than multiple presents that turn into a heavy hassle. The most cost-effective way to give your guests something they’ll actually enjoy is to add a wrapped macaroon, cookie, or chocolate bites to each gift bag!

An Orlando corporate event doesn’t have to break the bank; in fact, you can plan an exciting, memorable event and still stay within your budget. Contact us today to find out how we can help!

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!

6 Event Planning Tips to Stay on Budget

The planning for your next event is underway, and you can see it now: guests with glasses of champagne, laughing and enjoying exquisite appetizers, while elegant music and the rustle of twirling dresses fill the room. That’s your dream – but you’re on a tight budget. Is it possible? Check out these event planning tips for hosting an affordable event.

Go Digital
Send your invites through digital invite services, such as Greenvelop or Evite, or through email. It’s eco-friendly and saves money that would’ve gone to postage and printing. Guests are also less likely to lose an electronic invite than a paper copy and will be able to revisit your invites to check things like time, date, location, and dress code.

Pick a Theme
Choosing a theme helps narrow down choices for food, music, and venue decorations.

DIY Decoration
While it might be easier and less time-consuming to purchase everything you need, it is also costly. Get creative and gather things you already own or things that you can purchase at a lower cost. Gather a team of volunteers who are passionate about decor instead of paying additional team members or sacrificing valuable time to do it all yourself.

Apps and Sweets
For many events, it’s not necessary to serve a full meal. Appetizers and desserts are less expensive and allow your guests to mingle. They also don’t require people to sit and eat, which is also an effective way to save on tables, linens, and chairs.

Stick to the Plan
Once you have chosen your theme, stick to the plan. Don’t overspend on things you won’t need and save any ‘leftover dollars’ until the very end, because it’s always smart to prepare for plan B, emergencies, and surprises for your clients.

Don’t Do it Alone
Don’t be the only person in charge of your budget. Make sure someone else is holding you accountable because it will be easier to overspend on the wrong things if you feel like no one will know. Another person is a wonderful source of input, feedback, and creativity.

Looking for more tips and tricks for your Orlando event planning strategy? Contact us today at 407-955-4949. We can help with anything from entertainment, blow up rides and games, and more. Check out our blog page for more content!

Take Your Easter Event to the Next Level

Looking to throw the Easter Egg Hunt event of the year? Take a look at these unique suggestions for activities, snacks, and decorations that will help bring your Easter event to the next level.

Opening Ceremonies

Put together an area that acts as the center of festivities. Set up a small stage, blast fun, energetic music, and decorate with colorful streamers, crepe paper, and balloons. This is a great area to announce the beginning of the Easter egg hunt, the location of the food, any rules, and the winners.

Craft Station

A craft station is especially helpful for parents with little ones! Provide paper bunny ears for children to color and wear, or paper Easter eggs that can be doodled on and used as tree ornaments for the day. A craft station is also a great place for children to decorate their own Easter eggs. Offer a few unique additions to standard dyes such as white crayons, Kool-aid, Mod Podge, stickers or sparkles, and glue. You can also ask participants to bring old egg cartons for children to draw on.

Costume Contest

A contest doesn’t have to consist solely of ‘Best Easter Bunny Outfit.’ Incorporate a variety of categories, such as ‘Funniest Easter T-Shirt’ and ‘Best Face Paint.’ Don’t forget to supply a few fun props for those who didn’t dress up but still want to get in the spirit!

Easter-Themed Snacks

There’s a wide variety of Easter-inspired snacks. Try these Jell-O Easter eggs or these Rice Krispy Easter egg treats that have a hidden surprise. Throw in Cadbury Eggs with Muddy Buddies for a colorful twist on a classic snack, or cover strawberries in orange chocolate to make them look like little carrots.

Give a Variety of Prizes

This is a great opportunity to reiterate that the hunt is about fun, not about which child found the greatest number of eggs! Hide a few ‘golden eggs’ that hold special prizes, or even a clue to find a special prize that takes them on a treasure hunt. Reward the child who found the egg in the “sneakiest hiding spot,” and give a prize to the child who found the least amount of eggs as well. Encourage sharing and kindness by searching for a child who gave eggs to someone who didn’t find as many, and give them a special prize in private such as extra snacks or a chocolate bunny.

Looking for more tips and tricks about Orlando event management? We can help with anything from entertainment to catering to team building. Contact us today at 407-955-4949 to learn more!

 

Trick Yourself Into Being a Patient Planner

Picture waiting an extra half hour for your food at the restaurant; mornings where you’re running late and your keys are missing; getting stuck in traffic on your way to an appointment. Do you feel stressed and impatient yet?

Event planning is consistently ranked as one of the most stressful jobs. While these daily stressors are certainly unwelcome and unpleasant, event planners deal with even more – What do you do if the speakers blow? If the caterer forgets the vegetarian option? Or if your team arrives a half hour late?

The long answer: spend a lot of time developing your backup plan.

The short answer: be patient. It’s not easy to be patient, but if you take a look at these tips for tricking yourself into developing patience, you’ll find that you not only feel less stressed, but your events run more efficiently.

1. Understand your triggers. When you exercise self-awareness and reevaluate whether or not your response is justified, you can take steps toward rerouting that response. Practice self-control by forcing your brain to focus on something else.

2. Take an exercise break. Sometimes the best thing you can do for your body is to take a 10 minute running, walking, or biking break. This will burn off any accumulated stress hormones and clear your mind, making it easier for you to return to your task patient and anger-free.

3. Count to 10. This advice has been around for years and with good reason; this is a great chance for you to reset your mind and refocus. It also gives you 10 seconds of silence, and sometimes when you’re frustrated and impatient, it’s best to take that extra time before speaking.

4. Issue a warning. If you can feel yourself becoming impatient, tell the other person. Explain that you’re starting to get frustrated and explain why. If it’s because of something they’re doing, this gives them a chance to modify their behavior. The opposite could also happen; by saying it out loud, you could realize that your annoyance is misplaced and that you need some space.

5. Ask for help. Whenever you’re starting to feel overwhelmed, it’s easy to feel frazzled and impatient. Take time to review your to-do list and decide which tasks can be delegated to others on your team.

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.

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.

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.

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.

3 Ways to Make Party Planning Easy as Pie

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

The Crust

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

The Filling

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

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

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