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Category Archive: Party Planning

How to Create a Budget

If you’re new to the world of Orlando event management, planning a budget can be intimidating. But it doesn’t have to be! With these suggestions, you can stay relaxed, on deadline, and under budget.

Don’t Procrastinate
Finances aren’t fun, and you might feel tempted to put off creating a budget. But it needs to be one of the very first things that you do! It determines every step forward.

Spreadsheets Are Your Friend
Spreadsheets are the way to go when it comes to creating and tracking your budget. Consider Google Sheets; it can be accessed from anywhere, multiple people can be in the document at once, and it displays live updates. Make sure you:

  • Record the budgeted expense versus the actual expense.
  • Identify deadlines for payments.
  • Break down every single item in your budget; don’t lump items together. While certain categories might make sense to group together now, it could get complicated later on if you need to make changes.

Details, Details, Details
The more details you record, the more accurate your budget is. If anything goes wrong, it’ll be easier to explain with details, and it’ll be easier to recycle your budget for similar events! A single surprise item can make the difference between being over and under budget. Add a column to your spreadsheet where you can write down any miscellaneous information, especially if your budget needs to be approved by someone who isn’t directly involved in the process and doesn’t understand why certain items are budgeted for.

Estimated Cost Versus Actual Cost
Look into similar events to understand the finances. Historical data will help get your estimated costs closer to your actual costs.

Don’t Underprice
While your budget might look nicer if you underprice an item, it will only lead to losing money in the long run.

Ask Vendors
Many vendors are happy to provide estimates. Offer as many details about your event as possible, and make sure that the vendor gives you a comprehensive breakdown so you know the price of gratuities, service fees, or tax.

Research
While it’s time-consuming to research a variety of venues, caterers, photographers, videographers, and AV companies, this can save a significant amount of money. Compare every option thoroughly before deciding.

The Rainy Day Fund
Build in 15-20% of your budget for plan B. Think about the worst case scenarios for your event — everything from a complete cancellation to a change in the weather — and plan accordingly. Resist the temptation to use this financial cushion to add luxury; only use it for emergencies.

When you work in Orlando event management, you spend a lot of time working with your budget. With these tips, you can plan and follow budgets with confidence! To find out how we can help make your next event memorable, contact us at 407-955-4949.

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.

 

Don’t Have a Boo-ring Halloween Event

It’s tempting to celebrate Halloween at work by just putting out a bowl of candy. But why do that when you can plan an exciting and spooky Florida corporate event that gets your employees in the holiday mood? Get inspired by the ideas below!

Pumpkin Carving Party
Ask each guest to bring their own pumpkin, and tell them that you’ll be providing all of the pumpkin cutting tools. While it’s tempting to break out larger steak knives, your best options are the little knives that come in pumpkin carving kits. You can also offer some more unusual carving options, such as keyhole saws, hole cutters, power drills, melon ballers, chisels, awls, and cookie cutters.

When it’s time to set up, make sure you purchase several carving kits, lay down some newspaper for guests to carve on, and have printed design templates. Set out bowls to place “pumpkin guts” and seeds into, and offer hand sanitizer to wipe off gooey hands. It’s also smart to provide markers and pencils for your artsy guests to sketch out their designs before carving. Plan to host this party outdoors for easy cleanup, and don’t forget to serve warm cups of cider!

Murder Mystery Dinner
Don’t worry, you don’t have to come up with the murder mystery — that’s why you buy a kit! After researching and finding the story that’s perfect for your business, send out invitations that include costume suggestions, character descriptions, and character backgrounds. This is a great choice for a company who enjoys being theatrical, or whose employees are especially comfortable with one another. The key to a great murder mystery is great actors! Encourage your guests to get dramatic, dress outrageously, and interact with each other throughout the evening. It’s crucial that each one of your guests RSVPs; all characters must be played, and it will be a challenging dinner if the murderer is a no-show.

Ghost Tours
Do some research, and find out what ghost tours are available near you! Tours are available in a variety of themes and price points. If you have employees who are squeamish about participating in a ghost tour, encourage them by explaining that the tours are not just a thrilling way to spend the Halloween season, but they’re also an excellent way to learn about your town! You get to tour buildings you may have otherwise never stepped foot in, and you’ll learn things that won’t come up in a history book. It’s an exciting way to discover your city!

Fun Planners can help you plan the perfect Florida corporate event this Halloween. To find out how, give us a call at 407-955-4949.

Post-Event Survey Questions

The leftover food is put away, the tables are wiped down, and the chairs are stacked; the event has come to an end. However, one of the most important parts of an event happens afterward — it’s time to get feedback from the attendees. Based on the type of event you planned, choose 5-10 relevant questions from the lists below, and you’re sure to get your guests coming back year after year!

Open-Ended Questions

  1. What did you like most about the event?
  2. What did you like least about the event?
  3. What were your favorite sessions?
  4. How did you hear about this event?
  5. How will this conference improve your skills and work?
  6. Do you have any topic or speaker suggestions for future events?
  7. Do you have any additional suggestions or comments to help us improve our future events?
  8. If you would like to provide a quote for promotional use, please include here with your title and occupation. (Name/company optional.)

Yes Or No Questions

  1. Was this the first time you attended one of our events?
  2. Was the staff polite and helpful?
  3. Was the speaker engaging?
  4. Did the conference meet your expectations?
  5. Did you feel prepared coming into this event?
  6. Was there enough time for discussion? (if applicable)
  7. Did you have enough time to get in between sessions? (if applicable)
  8. Did you have an opportunity to ask questions during the event? (if applicable)

Likert Questions

  1. Please rate the following: the date, the catering, the speakers, the location, and the vendors.
  2. How would you rate the value of this event/conference?
  3. How would you rate our communication leading up to this event?
  4. How would you rate the on-site arrival and registration process?
  5. Based on your experience, how likely are you to attend future events?
  6. How likely are you to recommend our events to a friend/colleague?
  7. How would you rate the quality of the keynote speaker? (if applicable)
  8. How would you rate the length of sessions versus the length of break sessions? (if applicable)
  9. In your opinion, did the event meet its objective?
  10. Overall, how would you rate the event?

It’s important to keep your survey short and sweet! This helps guarantee responses. Once you’ve discovered how to make your event even better next year, contact the Orlando event planning experts at Fun Planners to find out how we can help.

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 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!

3 Ways to Make Your Event More Interactive

Creating the best event for your audience is sometimes a big feat. With varying people, personalities, and ages, events can sometimes be a daunting task. There are a few essential tips that help an event go from drab to fab although, and this means for all participants. The Orlando event planning experts at Fun Planners know exactly what every attendee wants and needs, here are a few tips to curating an event that’s worthwhile.

Encourage Creativity
Deciding what activities will be the most entertaining and interactive is the most important, and most fun part of the job. Begin by picturing what kind of event you want in your mind. Does your event include bouncy castles? Does it include karaoke? What is one way to make your attendees never want to leave? These questions will put you in a great position to curate the perfect event. Remember, it’s important to keep in mind that the key to every successful event, is a little bit of a creativity.

Focus on Memories
What’s going to be even better than being at the event, is remembering it for the years to come. Creating something worthwhile for your attendees is the biggest challenge when event planning. You want something that will stay in their mind. Sometimes, this includes the biggest and the showiest events. On the other hand, sometimes it can even include really beneficial team bonding with coworkers. The path you take is up to you in the end, and by keeping in mind your audience and the setting, you will be sure to create the best path for your future event!

Souvenirs
Although it’s important to make lasting memories, tangible souvenirs never hurt either. Think of what your audience will enjoy the most. Whether it’s a gift bag for everyone at the end full of candies, gift cards, and more or even a photobooth at your event for everyone to try out and print their pictures to keep forever. Choosing what lasting gifts your audience will receive mostly depends on the type of event you’re throwing.

Here at Fun Planners, we always reinforce the idea that knowing your audience is a critical step in creating the best and the biggest event. From creativity to memories, and souvenirs, our tips and tricks are sure to help your journey through Orlando event planning. If you want to learn more tips, feel free to read our blog. Are you planning an event this year? Contact us today for a free quote!

Things to Remember When Throwing Your Next Florida Casino Night

For the past three years, Las Vegas has worn the crown as the most popular travel destination for American adventurists in the United States. Glitzy shows, blackjack tables, lavish hotels and the promise of unforgettable night life are enough to lure in any traveler. However, in today’s busy world, finding the time and the funds to travel to Las Vegas to try your luck on the card tables can be extremely difficult or outright impossible.

So, what do you do if you can’t go to the Las Vegas casino? Bring the casino to you! Casino parties have become a national party theme phenomena. For hosts who want to divert from the ordinary and push for the extraordinary, throw a Las Vegas casino-themed party. When planning your next Florida casino night, don’t be a minimalist, do it right! Here are some important things to remember when planning your next casino party.

  • Staff your party with the real deal. Hire experienced dealers to run the tables. The last thing any Las Vegas casino enthusiast wants to deal with is an inexperienced or clueless dealer. While some guests may find it amusing to play dealer, the event will be much more authentic if you hire an event company or professional dealers.

  • Go big or go home. If you’re going to commit to the real Vegas experience at your Florida casino night, make sure you have all the appropriate equipment, such as craps tables and roulette wheels. Give your guests some options and try to offer a minimum of three or four different games to chose from.

  • Experiment with themes. To authenticate the experience, consider theming your party to match popular themed Las Vegas casinos. You have the option to establish one central theme or to divide your gambling rooms into separate theme zones. When choosing a theme, make sure to go all out with staff wardrobe and decor.

  • Help your community. A Florida casino night is a great way to raise money for a good cause. Partner with a local charity and help make a difference within your community. Charge admission and allot each guest a certain amount of gaming chips, or allow free entrance but make guests buy in to get their chips. Rather than taking home the big pot at the end of the night, the ultimate winner will get bragging rights and the knowledge that their winnings went to a good cause. You could also offer prizes for certain winners so they have something tangible to compete for.

  • Set a strict budget. With the amount of detail and glamour they bring, Florida casino parties are not cheap. Deciding what you are willing to spend while in the planning stages will save on unexpected rental bills. Prioritize what your party needs and what can be excluded.

 Hosting a Florida casino night will help Las Vegas lovers get a taste of the real deal.  Leave the planning to the experts–partner with Fun Planners for all you see above and more! We have the experienced staff, the games and the ability to theme your event to fit even your wildest dreams. Contact us, your Florida casino party experts, at 1-866-511-4FUN, or visit our website today for a free quote.

 

The Evolution of Event Photography

Photography became possible because of the daguerreotype process, invented by Louis Daguerre and Joseph Niepce. Joseph Niepce did not live to see the completion of his project. He died in 1833, and 6 long years later Louis Daguerre perfected the daguerreotype process.

Once the daguerreotype was created, the first form of event photography–wedding photography–began. Due to the necessity of a prolonged exposure time, the process of capturing wedding memories was strenuous. Couples were required to stand perfectly still for 5 – 10 minutes to ensure one good picture. Many people attribute the serious looks on people’s faces in their wedding photos as a reflection of society’s mindset, when in actuality, holding a smile for a photograph was extremely uncomfortable.

With the evolutions of film and then digital photography, capturing the essence of an event became much more enjoyable for both the photographers and their subjects. Event photography is still adapting and evolving. Orlando-based event planning companies like Fun Planners offer a collaboration of photography and videography to create memorable and fun souvenirs for event attendees. 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 Orlando.  Event planning specialists and photographers can superimpose event guests into backgrounds matching the theme of the event.

  • Digital Photo Booths – Who doesn’t love a photo booth? Traditional portraits are still an option but now these digital photo booths come with a variety of unique printing options. You can choose to have your photos printed on a 3D 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.

Traditional photography and videography are an important detail to remember for Orlando event planning specialists, but now unconventional forms of capturing memories are also available to further enhance your experience. 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 elements necessary. Fun Planners specializes in special events, corporate events, fundraisers and much more. We guarantee your guests will be 100% satisfied with our services. To learn more about what Fun Planners can offer you, call us today at 1-866-511-4FUN or visit our website at: http://www.funplanners.com/