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Category Archive: Orlando event management

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!

How to Be Proactive in Your Event Planning

It’s a peaceful Tuesday afternoon. *bing* An email from your boss. Hmm, strange… Oh no. You’ve forgotten about the big company event you’re supposed to be planning and it’s this weekend! Pause. Rewind. How can you be proactive in your event planning and not end up in this predicament? We’re here to help with all your Orlando event management needs!

Set a Schedule

With deadlines, timelines and an overarching plan, you’re less likely to miss a step. Get a planner specifically for your event and keep track of all details. Establish clear goals for your event. Are you raising money? You’ll need a way to keep track of ROI. Announcing award winners? You’ll need a flow of how the winners will be notified. By keeping track of the to-do, doing and done, you’re sure to hit every detail!

Assemble a Team

It’s cliche, but teamwork really does make the dream work. With more than one mind at work, your creativity will blossom and you can rest assured knowing not every detail is up to you. If a large event, ask for volunteers to form committees around your office. Your coworkers might have special skills you’re not aware of like crafting or decorating or they might know the perfect venues around town. By using resources already around you, you’ll cut your work and your stress.

If you don’t have the ability to ask for volunteers, maybe find an assistant to aid in executing your event properly. Or, if you have the budget available, hire an event planner to handle the vendor communication and day-of tasks.

Know Your Attendees

Each event is different. Goals, attire, theme; it all depends on what your particular event needs. How can you execute the perfect event? By knowing anything and everything about the audience you’re throwing the event for. If the event is for clients, a more professional event to show off your company in a positive light might be best. If the event is for your internal team, maybe a more laid back, fun environment would work better.

It’s important to identify who you’re gearing your event toward and craft the event for them. You’ll want to make sure you know what your attendees are expecting and provide that for them, whether that be a presentation, information, award knowledge, company information, a nice dinner or even a time to relax! Establishing your event focal point is key.

Spread the Word

What’s an event with no one attending? An important step in planning is making sure the event is known. Avoid tacky flyers and go for something like personalized event invitations or awesome video and photo content on social media to get the word out about your event. Not only do people need to know about it, they need to want to go. Make sure to promote your event as something they’ll definitely want to attend.

By following these tips, you definitely won’t end up throwing the company picnic or fundraiser together at the last minute. Don’t let your Orlando event management duties scare you. With your new knowledge, you’re ready to ‘wow’ your boss with your preparation and ensure your guests have the best possible time.  

How to Plan the Perfect Outdoor Party This Fall

Ahh… the breeze is picking up, the nights are chilly, and it’s the perfect time to plan a party. While the Florida fall weather can be a bit unpredictable, that doesn’t mean you can’t have an outdoor party! Check out these great Orlando event planning tips to make your fall wonderland come to life.

Situate Your Seating

Will your event be in your backyard? At a park? After deciding on a location, the first step is to gather seating for all of your guests. You’ll want to make sure guests can choose where to congregate and not worry about awkwardly standing around.

Cushioned seats around a fire or in clusters in a yard work very well for providing comfort. It’s best to have a focal point, such as a fire pit or table where groups can set plates or cups and even kick their feet up to relax. If during the day, umbrellas are a great addition to outdoor table seating, to keep Florida’s heat from beating down on your guests before dusk.

Assemble the Activities

A fall party is all about the theme. In addition to festive food and snacks, it’s important to assemble the perfect fall activities to entertain your guests and ensure they have a great time. A fire pit can double as entertainment, a dessert station, and seating! Guests will be able to relax next to the fire, keep warm if it’s chilly, and roast some marshmallows for the perfect s’more treat.

Yard games like cornhole, ladder toss, bocce ball, or even a potato sack relay are great for events with younger attendees (and even grown-ups!). For a fun twist on documenting your event, try a fall-inspired photo booth, complete with accessories and costume pieces, a cute backdrop and a tripod!

If planning a bigger event, there are tons of items you can rent to take your event to the next level! From inflatable movie screens and dunk tanks to cotton candy makers and popcorn machines, there’s anything you can imagine! Guests will love these added touches.

Set the Mood

Fall is a time to feel warm, cozy and relaxed. For your event, you want to make sure the lighting and music set the perfect mood to allow your guests to get into the fall mood! Find an acoustic, unplugged playlist to play throughout the background of your evening. If you have extra time, you can even create your own and throw in some guest favorites. Grab some cute lantern or Christmas lights and string them through trees, around seating areas and even on the floor to really set the ambiance. Larger lanterns, tea light candles, and even tiki torches are other great ways to light up your outdoor space.

Throwing a fall party doesn’t have to put your Orlando event planning skills to the test. With the perfect mood, great entertainment, and ample seating, your guests will feel relaxed cozy, and ready to kick back and enjoy the season with you.

 

Fun Planners: The One-Stop Shop For Event Planning

If you’re looking to plan the coolest, most immersive event this year, look no further. Fun Planners is here to save the day. Our most innovative entertainment activities include human-sized foosball or boxing, arcade games every kid at heart remembers, and even bounce castles for any small, or big, birthday party. As experts in Orlando event planning, we’re here to highlight some of the ways Fun Planners is unique and off the charts.

Entertainment
Here at Fun Planners, we pride ourselves on having the most fun, interactive games for all occasions. We offer inflatable rentals, arcade games, DJs, game show hosts, and more! We specialize in all types of events. Whether it’s corporate, private, wedding, or just a Saturday afternoon, we have all you’ll need.

Audio/Visual
Our client testimonials boast about the audio and visual elements we can bring to any event. Some of our fan favorites include digital photo booths, live streaming services, projections, custom gobos, sound systems, intelligent lighting programs. Not only can we bring the above additions to your event, but we can also help market your event. Using our videography skills, we make it easy for you to promote your event. Videos can also be a great way to commemorate past events and gear up for upcoming ones.

Decor
Alongside our entertainment and audio/visual activities, we also offer special promotional products. These can go far with your audience because they can be customizable to your event with your brand image. At Fun Planners, we love themed events just as much as our customers do. From black-tie to holiday parties, from the beach to Vegas, anything and everything is possible for our team to help your team.

We understand the steps to event planning can seem like a massive feat. Fun Planners is your one stop shop for everything you need for every corporate party, every birthday party, or every wedding. We are happy to serve our customers as experts in Orlando event planning and we are always ready to step up the bar when it comes to curating the perfect event for you and your team. Feel free to contact us today for a free quote, or read our blog for more tips and tricks!

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