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Category Archive: Orlando event management

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.

 

A Picture’s Worth a 1,000 Guests

As of August 2018, Instagram has 1 billion active users and is thought by 60% of influencers to be the best overall platform for engagement. So how can you use it to promote your event — both before and after it happens? Learn more with the tips below.

Share Your Story
With Instagram’s Story feature, you can offer your audience relevant, organic updates as they happen. You can post on your story at a much more frequent rate than is socially acceptable on your feed, making it easier to share “the little things” that create hype. Before you share something with your audience, always ask yourself: does this work best as a post or on my story?

Attendee Interaction
Your story is also a great place to prioritize audience interaction. You can ask open-ended questions, take a poll, add relevant music, let your followers ask questions, or ask them to rank something. Because of these interactions, followers feel invested in your event and will keep an eye on your story knowing that you’ll be asking for their input.

Sneak Peaks
As you begin to set up your venue, show your audience “exclusive sneak peeks” by sharing videos on your story or photos on your feed. Give guests an idea of what the final table setting might look like, brag on a table full of incredible raffle gifts, or share the name of the winning venue. While you don’t want to show everything that you have planned, showing small things creates suspense for your event.

#TBT
This is only relevant if this is not the first time this event is happening! Share photos and videos from previous years to generate excitement — and even nostalgia — for those who attended in the past. If you have followers who have never come and are on the fence about purchasing a ticket, these throwback posts are the perfect way to show them how much fun they could have if they come.

Contests
Leading up to the event, hold contests to give out free tickets. All you need to do is ask your followers to comment on a post and tag a few friends, and then out of the people who comment, you can draw a name for someone (or a few someones) to win a handful of tickets. When your followers tag their friends, their friends will check out your post and maybe tag their friends as well.

Screen of Pictures
The night of the event, consider projecting social media pictures and Tweets up on a big screen for everyone to see — but only project the pictures and posts that use your event hashtag. People will want to see their picture on the big screen, and this will encourage them to post using your hashtag.

Photo Booth
A photo booth is a great way to get your event online. You can hold a contest for the best photo when participants post their picture using your event hashtag, or you can reward attendees for tagging your account or using the location by offering them a small prize or freebie.

With these few strategies, it’s easy to use Instagram to promote Orlando event planning. Give us a call today to find out how we can partner with you to take your event to the next level!

Planning Style Quiz: Parks and Recreation

Thanks to streaming services like Netflix, the show “Parks and Recreation” continues to gain loyal followers. However, the real question is — which character has your event planning style? Take the quiz and find out!

1. How did you get started in event management?

A) You’ve always been passionate about celebrating special events and bringing joy to those around you. Event planning was a natural choice!
B) You discovered your hidden talent after working a variety of odd jobs.
C) Ever since you were little, it’s been your dream to work as an event planner.
D) You can’t remember what initially drove you to the world of event management. Although your friends were initially surprised by your choice, it didn’t take long for them to see your talent.
E) You started as someone’s assistant. While you weren’t very interested at first, it became your passion, and you made it your career.

2. Centerpieces have been delivered, but they look nothing like what your client requested. What do you do?

A) You’re extremely optimistic and easily calm down your client. Your partner handles the problem while you handle the client.
B) No worries! Remind your client that their elegant event is perfectly memorable without the centerpieces; maybe they would have taken away from the other decorations.
C) After a very brief moment of panic and frustration, you pull out your homemade backup centerpieces, which are actually more perfect than the originals.
D) Although you calm your client and explain that you have everything under control, the little voice inside of you keeps whispering, “But who really needs centerpieces, anyway?”
E) You’re beyond resourceful and assure your client that you can save the day just by running to the store down the road — you can recreate those centerpieces for an even better price.

3. You’re pitching a fundraiser idea to a new client. What’s your plan?

A) You know that your enthusiasm for the project will drive the presentation.
B) You like things that are flashy and glamorous, and you incorporate the latest technology into your presentation.
C) You thrive when speaking in front of people, and can’t wait to demonstrate why your plan is the best option. You are fully prepared to answer any and all questions they throw your way.
D) Your presentation is short and concise, and your confidence shines through.
E) You keep your presentation simple, logical, and down to Earth.

4. Your client asks for a caterer recommendation. What do you suggest?

A) A healthy, delicious banquet is never a bad choice.
B) Always up on the trends, you suggest following the latest foodie trends, which you guarantee will catch the eye of every blogger and celebrity in attendance.
C) You can’t help it — your instinct is to recommend breakfast food. You describe a lovely, sophisticated brunch.
D) You believe strongly in offering guests the highest quality of food, and you start by suggesting an exemplary butcher.
E) Every event should have a unique quality! You tell your client that they can make their event memorable through food, such as fondue or a themed, interactive display.

5. What do you like to do in your free time?

A) Anything active and athletic!
B) You’re all about your side hustle. You might have an Etsy, work at the local coffee house, or work as an Uber driver.
C) Honestly, you love your job, and it’s hard to stop working in your free time. But you always like to spend time with your close friends!
D) You love nature, and you’ll do anything that gets you outside. (You also enjoy puzzles.)
E) You love animals. On the weekends, you can often be found volunteering at the local animal shelter.

Mostly As: You’re Chris! You’re cheerful and optimistic, and you have a gift for bringing peace and calm to chaos.

Mostly Bs: You’re Tom! You love to keep up with trends in the event world, and you have a talent for planning luxurious, elegant affairs.

Mostly Cs: You’re Leslie! You’re deeply passionate about what you do and fiercely loyal to your team.

Mostly Ds: You’re Ron! You’re a private person and have high standards for your events. While many may mistake you as stern and stoic, you have a fun-loving side to you that comes out at your job.

Mostly Es: You’re April! You’re resourceful and have a dry sense of humor. When you work on a project that you’re passionate about, you’re unstoppable.

No matter which Parks and Recreation character you’re like, Orlando event management 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!

The AV Glossary

The jargon and fine details of the AV industry can be overwhelming, especially as you’re planning your next event and realize — you don’t know what anything means! Don’t struggle through your AV quote without grabbing this handy cheat sheet!

The Gear
Rigging Points: These are specific spots in the ceiling where things can be safely hung.

Rig Plot: This diagram shows where the rigging points are located. Ask your venue for this if it was not provided!

Truss: This is the framework of the structure. Motors are connected to the rigging points and the truss, as are the lighting, projectors, and speakers.

Motors: Attached to the rigging point and truss, the motor allows the truss to be brought down so you can attach any equipment.

The Microphones
Handheld: These are great for speeches, Q&A sessions, or presentations. Opt for a handheld mic when your entertainment is stationary and won’t get tangled in a cord!

Wireless: Wireless mics are popular with public speakers, interviewers, and stage performances. You’ll also see these referred to as lav mics, lavalier, or lapel mics.

DPA — Headset: Choose these when you prioritize superior voice reproduction, comfort, and easy setup over concealment.

Combo Kit: Your AV company might allow you to utilize both handheld and wireless mics!

The Lighting
Gobo: A pattern you can insert into a light to project that pattern through the light. These can be used to add texture effects on walls and scenery, or projected through haze as an aerial effect.

Spot Fixtures: These hard-edged lighting fixtures are versatile and flexible. They can project color, spinning lights, or gobos, and are great for spotlighting people or objects while leaving the rest of the stage in darkness.

LED: LEDs are significantly more energy efficient than other bulbs. They can transform a space by color washing walls or decorative elements with multi-colored light, and since they don’t require any warm-up time, they can be quickly turned on and off for different effects.

Beam: While these moving lights may look like lasers, they are actually just very tight beams of light! You often see this kind of light at big concerts.

The Projectors
Rear Projection: While this is a great option because there are no rigging costs — since the projector is on the ground — you need to make sure you’ll have enough space for the equipment and projectors behind the screen.

Front Projection: Placed in front of the audience, these take up floor space unless you choose to have it rigged (although it will cost you to do so). Consider if any people or objects will obstruct the projector at any time.

It’s vital that you sit down with your AV company and ask them to walk you through the contract, explaining each piece and answering all your questions. For more information on Orlando event management, give us a call at 407-955-4949.

Prepping for Autumn Event Planning Trends

Fall is approaching, which means pumpkin spice and autumn aesthetics will soon take over storefront displays and living rooms, and Orlando event planning will be in high demand. Although Florida’s leaves might not change color, event planning opportunities blossom with the changing of the seasons. Be prepared for what autumn may bring with these upcoming event planning trends!

Fundraising in Fall
As summer comes to a close, organizations want to kick off fall strong and raise funds before winter. Fall fundraising is a great chance to welcome people with delicious cuisine and fun activities that encourage engagement. To help your next fundraising event stand out from the rest, add a new and exciting form of entertainment, such as a magician or a caricature artist for guests to enjoy while mingling and purchasing raffle tickets.

Team Building in Fall
September often marks a return to normalcy after sporadic work schedules and summer traveling, so businesses are looking to rein in the autumn quarter with team building. It’s prime time for teams to gather for company picnics and bond before the hectic rush of the winter holidays. Make these events feel fresh and different by adding a in some yummy snacks, a few games of cornhole, or even a mechanical bull to bring everyone together. Make sure you capture your team’s best moments with our videography and photography!

Venues for Fall
Entertainment and team building activities are great accents to fall events, but to make your event stand out, you need a great venue. Take advantage of Orlando’s warm fall season to select an outdoor venue with a view. If you’re planning an evening event where things may get a bit chill, consider an indoor venue. Planning events before the chill of winter will give you more options and the chance to make the right selection for your event.

Fun Planners wants to help you make the most of the Orlando event planning opportunities the new season brings. Contact us today to find out how we can take your event to the next level!

 

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!