Planning a Carnival

Is your dream to host a carnival? Carnivals are a fun way to community-build and raise money for good causes. Whether it’s for a school or church, you’ll need to make sure you plan ahead and have all the pieces to the puzzle. Fun Planners has the equipment and tips you need!

Research
The best way to learn about any event is to do your research. Visit a carnival before planning your own. Attending events executed by others will help you realize what you need for yours!

Budget
One of the most important parts of planning an event is determining a budget. You can’t even begin to think about anything else without a budget in mind. Appoint a treasurer to be responsible for all of the money that is going in and out of your event.

Team
A carnival is not a one-man job. You’ll need to recruit coordinators and volunteers way ahead of time. Set timelines and assign tasks. Organize areas of the event into sections, then assign a leader to coordinate that area.

Goals
You can’t jump right into hosting a carnival without mapping everything out first! Be sure to make clear and concise objectives. If you have goals set from the very start, you’re more likely to reach your goal. 

Organization
The most crucial part of planning an event is to be organized. Your goal is to have a successful event that will continue annually. Cut down on costs and time by going digital, including for ticket purchases.

Equipment
Set a theme for your event and start booking a company to provide your equipment! Carnival booths, games, and rides are all available at Fun Planners. From Mardi Gras to Medieval, the options for themes are endless!
Planning an event doesn’t have to be overwhelming, especially if you plan ahead. Need a little extra help on preparing the most fabulous event? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

Every Event Planner’s Resolution

As an event planner, you should be analyzing data from every event you plan and execute. When in the coordination process, you ask the same questions over and over again: 1) How do I get engagement? 2) How do my events bring revenue to my business? Your events are an investment, so you should be using the right tools to help you be successful. Big data analysis is a great way to optimize event preparation, understand how to engage your guests, and gain general insight.

Why Big Data Analytics is Important
Data-driven decision-making is crucial for your events. Data can help you understand why certain functions do well, help you focus on resources, and how you can get the most ROI. Additionally, you can expand your audience , which will help you learn how to advertise effectively. For example, big data assists in recognizing what day and time works best. Dilligently collect data after each event to help you with the next one. If you’re using ticket-selling online platforms, this data is already provided to you. All you need to do is analyze and log the results.

Insights Help You Perform Better
Promoting to the proper audience is a key component to any successful event. Don’t lose engagement by simply advertising to the wrong people. Analytics give you the opportunity to determine when your prospects are online, how they can be reached, and the type of messaging they respond best to. Track your target audience then use tactics to draw them in. 

Future Trends on Your Radar
Like any good event planner, you should be thinking and planning ahead. Future trends in the event planning industry should be on your radar. There is value in big data that can lead to predictive analytics. Once you collect it, you can make predictions about the future. Identify what will be trending in six months or even a year. Tools like Google Trends allow you to gauge data on what your potential guest list is looking for.  

Planning an event doesn’t have to be overwhelming, especially if you plan ahead. Need a little extra help on preparing the most fabulous event? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

Event Planning Conferences for the New Year

It’s no surprise the events industry put on great conferences and trade shows. It allows industry experts to display innovative ideas and concepts. Every event planner should be attending large seminars like this. Check out this list of conferences to attend in 2020!

PCMA Convening Leaders, Jan. 5–8, 2020, San Francisco, CA
PCMA Convening Leaders offers event professionals four days of event management education and networking; including presentations from influential voices, connections in your community, and on-site social impact projects. Attending can help build your career and extend your reach.

International Confex, Feb. 25–26, 2020, ExCel London
International Confex provides industry experts the opportunity to meet, speak, debate, and learn in London. The leading exhibition for event organizers, International Confex exists to help create an environment that supports, inspires, and drives the events industry forward. Join more than 300 market leading exhibitors, more than 100 thought leaders, and more than 7,700 event professionals. Event planners will discover insights and trends that will improve their future events.

The Special Event & Catersource, March 9–12, 2020, Mandalay Bay, Las Vegas, NV
The largest industry trade show and conference is The Special Event (TSE) who will be joining forces with Catersource to boost the value of catering and event management conferences. You’ll have the opportunity to network with thousands of your peers. Learn from more than 300 expert speakers, meet more than 500 decor and equipment supplies, and choose form 100 education sessions, all while earning continuing education credits toward a CMP Certification.

HITEC by HFTP, June 15–18, 2020, San Antonio, TX
If you are in the hospitality industry, we highly recommend you attend a productive and informative seminar at Hospitality Industry Technology Exposition and Conference (HITEC), which is produced by Hospitality Financial and Technology Professionals (HFTP). Get the insight at this expo which offers industry solutions and technology showcases.

Wedding MBA, Sept. 16–17, 2020, Las Vegas Convention Center, Las Vegas, NV
As a wedding industry professional, you’ll want to attend Wedding MBA, the largest conference for your industry. This expo includes more than 120 educational seminars, meetings with wedding specialists and vendors, connections to 5,500 attendees, and discover tech, marketing, and style trends for coordinating a wedding.

Planning an event doesn’t have to be overwhelming, especially if you plan ahead. Need a little extra help on preparing the most fabulous event? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

Checklist for Serving Alcohol

Alcohol can be an entertaining component of your event. However, it can be very risky if you don’t abide by the proper laws and guidelines for serving. Including liquor in your menu can start a whole list of liabilities we know you want to avoid. With the proper precautions, you can make this a night your guests will enjoy!

Be Sure You’re Licensed to Serve
Don’t assume you can just have bottles at the bar without any licensing first. In addition to creating a huge liability for yourself and your attendees, without the properly licensed is a serious offense. First things first, contact the liquor control board in your area. Understand the appropriate criteria and that the license can only be used once. The easiest thing to do is hire a company that is already licensed. Certain bars, caterers, and venues are likely to be already licensed and insured, so be sure to ask!

Get Insured
Licenses are not enough; they go hand in hand with insurance. Ask your insurance company if you have liquor liability coverage. Remember: A full-service caterer probably already has the policy to serve alcohol, and you could be covered under it. 

Hire Trained Staff
Limit your liability by hiring highly-trained staff with a background in bartending. Avoid volunteer staff as they may not be qualified or educated. Make sure your staff has the required training to serve responsibly. Even if you’re hiring a caterer, confirm their staff is trained. Depending on your state, there is a minimum age requirement. 

Additional Tips
To prevent facing legal action or people getting into accidents, consider:

  1. Limit number of drinks per guest: Open bars can lead to danger. Consider limiting how many drinks attendees can have to prevent serious accidents. Give drink tickets and a set number of drinks per ticket, or have a shorter happy hour. 
  2. Serve food: A good event always has food, but in the case where there is alcohol being served, this is especially important. If they eat while drinking, they won’t get excessively intoxicated.
  3. Prevent drunk driving: Prevent drunk driving by having an understanding of how your attendees are arriving and leaving your event. You could provide car services and access to public transportation, such as Ubers, buses, or taxis. Uber and Lyft sometimes offer promotional codes that comp your bill if you need a designated driver.
  4. Offer non-alcoholic beverages: Some attendees don’t drink or want to slow it down. To avoid overconsumption, it’s important to offer beverages without alcohol, such as soft drinks and water, or mocktails.

Throwing a company party doesn’t have to be overwhelming, especially if you plan ahead. Need a little extra help on preparing the most fabulous party? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

2020 Event Planning Trends

You did it! You have successfully executed so many great events this year, and just like that, it’s over. 2019 was a hit for event planning, but now it’s time to prepare for the upcoming year. Here are event planning trends to look out for in 2020. 

Meetings and Conferences
If you aren’t already attending event planning meetings and conferences, you better start in 2020! There is already quite a large rise in demand for these meetings, and that rise is continuing in the new year. CWT Meetings & Travel predicts a five to 10 percent growth. With this comes an increase in hotel rates. As always, event planners should adjust their budgets for higher rates and book event spaces as early as they can. Remember: The longer you take to book, the more you’ll end up paying. Book fast!

Book Performances
With the increased demand for more meetings and conferences, these sort of events are becoming as popular as music festivals. Add performances to your agenda, and you’ll see a high rate of engaged attendees. For larger events, drive revenue by securing a variety of spaces, including resorts, outdoor spaces, and convention centers. 

Health and Wellness
People are becoming more conscious about what they eat and the healthy activities they participate in. Many consumers under the age of 49 eat a plant-based diet, and more than double of that are older than 50. Vegan and vegetarian lifestyles are as popular as ever, so event planners need to adjust their menus to be more allergen-friendly and all-inclusive. Speak the millennial food language with specific catering styles, such as food trucks, street venues, communal portions, and station servings. Don’t forget to include mindful activities as well! Incorporate tech-free areas for your attendees to unplug — yoga sessions, 5Ks, guided meditation, and messages should be part of your plan. If your guests are happy and healthy, they are likely to be more engaged!

Face-to-Face Interactions
In a time when we’re all about putting our faces to a screen, it may be hard to believe that attendees actually crave more face-to-face opportunities. But that’s just it — we spend so much time on our phones, computers, tablets, etc., we’re constantly missing human interaction. Continue creating more opportunities for face-to-face networking and interactions. Skip typical venues, and think outside of the box. Popular venues these days are those with a minimalist aesthetic and a crafty bar. A blank canvas means dressing up the decor to match your theme! Whether you want to board a pirate’s ship or play in a Pacman paradise, you have options for the look and theme of your event. More demand for face-to-face interactions means you’ll need more and more event planning tips!

Get in the now with these popular trends growing in 2020! Need more tips on how to throw a great event? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

Throwing the Ultimate Company Christmas Party

Coming up with the perfect Christmas party for your company can be a headache, especially if you throw one every year. We all want to avoid reusing ideas from the previous years, but what new ideas are there to use? From creative holiday decorations to some gourmet goodies, Fun Planners, the experts in Orlando event planning, has the best tips for you to make your party fabulous and a night to remember.

A Captivating Design
The quickest way to grab the attention of your guests is to add lights, colors, and textures. Get rid of the outdated red and green Christmas color scheme, and aim for a bold red and white throughout the party. Combining matte and glossy surfaces, like feathers and glass ornaments, is a simple yet elegant way to liven up the party room. Be aware, however, too much of anything is never a good thing. While providing contrast is good, make sure to keep it uniform throughout the room as it can easily become a mess.

A Creative Invitation
Stop with the boring white rectangle cards that you send out each holiday season. Instead, create a handmade card to impress your guests! To do so, print your cards with red ink on high-quality card stock and glue it to a slightly larger red card. Take it further by gluing that to an even larger white card. Decorate the card by adding red crystals to the border. When placing into envelopes, adding a small sweet will be a nice surprise for the receiver.

A Tasty Menu
When it comes to desserts, there are endless kinds of sweets you can offer. From fruity to creamy desserts, it’s best to serve a variety of types to ensure each guest’s sweet tooth is satisfied. Furthermore, offering a range of cocktails and drinks is a must. Of course have your usual red and white wines, but consider adding champagne, ice-cold vodka martinis, and hot ciders to offer your guests a variety of choices. If you really want to stand out, try coming up with your own cocktail recipe.

Throwing a company holiday party doesn’t have to be overwhelming, especially if you plan ahead. Always try to be bold — literally — and you’ll be sure to impress your guests. Remember, a candy-striped Christmas theme will capture the crowd’s attention a lot more than a plain, white room. Need a little extra help on preparing the most fabulous party? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

How to Promote Your Event

Are you wondering when the best time to promote your event is? Fun Planners, the experts in Orlando event planning, has your step-by-step guidelines and tips to help you promote your upcoming event. Don’t stress — we’ll help you!

Smart SEO
Search Engine Optimization will push your event further up on Google search results. Your potential guests are weeding through the internet to find specific events happening all around them. Your blog post, press release, and event page all need SEO keywords. Research what words people are searching for, and optimize your content with those words.

Special Ticketing
Don’t be basic — boost your sales by giving your guests special ticket prices. It sounds cliche, but you have to give a little to get a return. Mix it up with these ideas:

  • Group Tickets: You want your guests to bring their friends to your event. The more the merrier! Entice your audience by discounting tickets bought as a group. They will feel more motivated to purchase and attend.
  • Early Bird Tickets: Act fast and you’ll be rewarded with a cheaper ticket! Set a limited amount to start so it’s a race. Early birds save money and give early promo to the event.
  • VIP Tickets: People love feeling like they are VIP. Typically, these types of tickets cost more than the general admission ones. However, these guests receive special privileges and extra perks, such as better seating, quick access, and free gifts.
  • Ticket Bundles: Get creative and think about ticket bundles, which give your audience a special treat. For instance, a free drink with your ticket. This will help you keep track of the number of guests, and also encourage them to attend.

Social Media
Social media is your best friend when it comes to event marketing. Most people get their information from Facebook, Twitter, LinkedIn, Instagram, and others. Go where your audience is. Don’t hop on every channel; choose your platform wisely so you don’t spread yourself thin. Build momentum for your event by running contests and giveaways. Competitions help boost engagement and attendance. Consider partnering with a company that will provide their products as a prize. Where is your audience?

When to Promote
It’s important to set a timeline on when to start promoting your event. Consider these tips when promoting:

  • Three weeks before the event, submit your event to listings.
  • Two weeks before the event, send out emails to your subscribers.
  • One week before the event, publish and promote the event on social with your branded hashtags.
  • Deliver a reminder email four days before your event.

Want help planning your next show-stopping event? Call the Orlando event planning experts at Fun Planners today at 407-955-4949.

Pics or It Didn’t Happen

You’ve heard the expression “pics or didn’t happen.” People want to live through the images you share of your event. Whether you want to be transported to distant lands or put your head on an animated boogie-body, Fun Planners has all the event photography equipment, technology, and elements necessary. Photography is an extremely important marketing tool in your Orlando event planning. Traditional photography still exists, but now unconventional forms of capturing memories are also available to further enhance your experience. Here’s why you should always be taking pictures at your event.

Brand Collateral
Using the photographs the photographer takes during your corporate event is great collateral for branding materials, such as photos for your website, brochure, social media, or white paper. The more images you share, the more your audience is excited and likely to attend next time.

Press 
Pictures and videos allow you to use the information in press releases for exposure and coverage of your events. Online press release submissions typically allow for photos that can be used to plan for the coming year as well, or for local publication.

Capturing Key Moments

If you have a keynote speaker or performance at your corporate event, a photographer and videographer will help you capture those key moments. Sharing to social media and tagging the speaker reaches more audiences. The hope is the speaker will share to their followers and those followers become aware of your own brand.

Create Historical Moments
If you have a specific event that happens annually, you can use the photos and videos to help jog your memory of speakers, guests, set-up, and additional information. You’ll want memories that last.

New Technology
With the evolution of film and digital photography, capturing the essence of an event has become much more enjoyable for both the photographers and their subjects. Event photography is still adapting and evolving. Here are a few unique ways to highlight your event experience with some cutting-edge event photography techniques:

  • Green Screen Photography: Green screen photos use digitally enhanced backgrounds that allow you to travel the world without leaving your city. Photographers can superimpose guests onto backgrounds matching the theme of the event.
  • Digital Photo Booths: While traditional portraits are still an option, digital photo booths come with a variety of unique printing options. You can choose to have your photos printed on a 3-D cube or graphic photo stips.
  • Boogie Heads: This new form of dance video uses chroma-key (green screen) technology that takes your head and puts it on an animated boogie-body. Dance, sing, and laugh while your co-workers, family, friends or even a perfect stranger lip-sync and boogie to the greatest pop songs of yesterday and today.

Orlando-based event planning companies like Fun Planners offer a collaboration of photography and videography to create memories. We specialize in special events, corporate events, fundraisers and much more. If you want help planning your next show-stopping event, call the Orlando event planning experts at Fun Planners today at  407-955-4949.

Live Stream Your Event on Social Media

As an event planner, you want to create an enjoyable experience for as many people as possible with your event. After all, no one likes having FOMO — otherwise known as the “fear of missing out” — when they aren’t able to make it to that awesome fundraiser or gala. With the power of technology, you can allow all your followers to experience your event, even if they can’t be there in person. The Orlando event planning team at Fun Planners want you to know how to get the most out of your next event by live streaming it on social media.

Start the Countdown
When you decide to live stream your next event, you’ve got to shout it from the rooftops! Integrate promotion of the live stream into your social media and marketing strategy. On sites like Facebook and Twitter, you can count down to the stream by staggering posts a month out, a week out, the day before, and the day of your event. Promoting the live stream well ahead of the event as well as just before it will help maximize the engagement from your social following and get as many eyes on that stream as possible!

Setting Up
In addition to setting up the food, entertainment, games, and other parts of your event, you’ll need to get your live stream set up when you get to your venue. For the technologically challenged, live streaming might sound complicated, but the technical side of it is really simple. If you have a smartphone with a decent quality camera, you can stream directly onto the internet through a number of apps, like Facebook Live or Periscope. For a more formal stream, you can use a digital camcorder, but you will have to connect the camera to a computer that can access the internet in order to live stream.

Engage and Interact
The day has come — your stream is set up and all your followers are tuned in to watch your awesome event! Now what? During your stream, make the most of your live audience by engaging and interacting with your viewers. What’s great about live streams is the ability to react to engagement from followers in real time and make them feel like they are really there with you. So, acknowledge your audience and find ways to make them feel like they’re a part of the event. You can answer questions live, start a poll, or take viewers behind the scenes of your event. Interacting with your audience is key to keeping them engaged and entertained.

Want help planning your next show-stopping event? Call the Orlando event planning experts at Fun Planners today at  407-955-4949.

Contests and Giveaways to Promote Event

If you are looking for creative ways to boost momentum around your event, consider promotional contests and giveaways on your social platforms! Social media is extremely important to your Orlando event planning. Contests are perfect for building your social media presence and increasing awareness about your event. Event-goers want a reason to attend and something tangible they can walk away with.

Boost Engagement and Attendance
The best place to host giveaways is on social media. Contests and giveaways can increase both online engagement and in-person attendance. You want to share content that is relevant to your users. What can they get out of following you and attending your event? Your brand will elevate as more people comment, like, and tag friends on your post. Then, your followers increase and you extend your reach. Your event will be in the faces of potential attendees. 

Products to Giveaway
Items you can giveaway include free tickets, sponsors’ products, and VIP upgrades. Your competitors are probably doing contests too, so you want to provide your audience with something truly amazing. Involve partners and sponsors for a unique prize that won’t eat your budget.

Ideas for Incentivization

  • Retweet: Your followers can retweet your posts to enter the contest. Be sure to tell your audience that they need to be following you (and the sponsor/partner, if applicable).
  • Hashtag: Created a branded hashtag, and ask your followers to post photographs to either Instagram or Twitter using it. 
  • Tag a Friend: Increase your reach by asking your followers to tag a friend they would like to bring to the event if they won the tickets. That friend will likely follow you, too, and be encouraged to attend!
  • Survey: Ask your potential guests to fill out a short survey, then randomly pick a winner!

Stand out from the crowd. Build momentum and boost your followers through contests and giveaways. To find out even more ways to maximize your event’s potential, call the Orlando event planning experts at Fun Planners at 407-955-4949.