Summer Event Planning: Tips and Tricks to Beat the Heat

Summer is quickly approaching, so it’s best to prepare for the heat now. A change of season can affect the elements of your event, bringing more demands and issues. Fun Planners, an Orlando event planning company, has all of the tips you’ll need to execute your summer event plans. Here are just a few things you don’t want to overlook.

Location, Location, Location
Choosing a location that works with your event is crucial. The heat is turning up, so outdoor activities at the beach or pool will keep your guests from boiling up. Plus, they provide beautiful summer views!

View Your Venue
It seems like a no-brainer, but get to know your venue way in advance. Do a walk-through and take note of spacing and water stations. Being surrounded by other people with no access to hydration is a miserable time — especially in the summer heat. Consider these factors sooner rather than later to resolve any issues that arise.

Keep It Cool
Keep your guests feeling cool. Prior to your event, be sure to talk to venue owners or building management about air conditioning (or lack thereof). This ensures your crowd is happy and not sweaty while networking and partying. This must be discussed beforehand, so add it to the top of your to-do list!

No-Sweat Setup
Events require a lot of production and setup. When setting up the event, look at weather and temperature for the area of your location. You’ll want to plan your labor around this. If it’s 100 degrees outside, it’s exhausting and dangerous for your staff to load and unload. Planning production should also be thought out when viewing your venue. This way, you know where to you can safely place equipment, cables, and the DJ booth or band.

Vibrancy is Key
Summertime is all about color. Incorporate bright, vibrant hues to match the style of the season. Trending colors include yellow, hot pink, purples, and oranges.

Lighten the Food
A good event entices all senses. Food is especially important and must match the aesthetic. People don’t want to eat hot soups or sip warm drinks in the heat. Summertime fare should be light, such as fresh fruit and vegetables, seafood, and gazpacho. Not only is it more palatable during this time, but it’s also less expensive too. And don’t forget the booze! Keep the menu icy with cold cocktails and frozen drinks.

Invite Soon
Summertime means vacation time. People plan their trips way in advance, and you could have them reconsider those dates with timely notification. Send your save-the-dates as soon as possible!

When you use these tips to beat the heat, Orlando event planning can be simple. If you need additional help, contact us online or call 407-955-4949.

Get to the Subject

For months, you’ve completely thrown yourself into planning an elaborate, time-consuming event. You’ve spent hours negotiating prices, invested days into researching the perfect catering company, and got put on hold more times than you care to count. Now that you’ve put so much time into planning your Florida corporate event, make sure that your email marketing campaign is up to snuff. Get inspired with some of our favorite email campaigns!

charity: water: Progress Emails
Most of the time, we donate to charities without a real knowledge of where exactly our money goes, and we’re never given specifics. However, once someone donates to a charity: water project, they’re put on a list where they receive automated emails about the journey their money has taken, how it’s being used, and the impact it’s made. They’re given a progress update, a project timeline, and updated pictures. This is great to keep in mind, particularly when you’re working with a nonprofit! If attendees made donations at the event, consider keeping them up-to-date on where their money goes.

Cook Smarts: Easy CTA
Cook Smarts makes the CTA of each email easy to find! In the upper right-hand corner, subscribers can always find a “Forward to a Friend” button. As you publicize your event, make it easy for potential guests to tell their friends about it!

HireVue: Unsubscribe, It’s Okay — Seriously
It’s smart to purge your subscription list of people who don’t open your emails — low open rates can affect email deliverability. Take a look at how HireVue opened the door for subscribers to go away.

“You haven’t been opening our emails in the last few months, and the last thing we want is to come across clingy. If you still want to stay connected, then just press ‘Don’t Let Me Go’ below, and we promise we won’t let you. Otherwise, we’ll take you off our business list in three days. No hard feelings.”

This is simple, humorous, and guilt-free messaging! If you have a list of subscribers interested in future events who don’t open their emails, consider approaching them this way.

Loft: Happy Inbox, Happy Life
Ann Taylor Loft acknowledged the cluttered, overwhelming feeling of the common inbox, suggesting to all of their subscribers they should embrace the “Happy Inbox, Happy Life” approach to email. This is a customer-focused email that asks recipients to update their email preferences because they’re going to be sending content they won’t want to miss. As your event gets closer, send out an email asking attendees to update their email preferences! They won’t want to miss out on any important updates.

Florida corporate events can greatly benefit from a solid email campaign. If you’re looking to strengthen your team or put on an amazing business event, make sure to reach out to us online or at 407-955-4949.

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.

Pick the Best Tech For Your Event

Figuring out what technology to use for your event can be tricky. You have to consider your event and organization goals, your demographic, and your budget. No matter what your needs are, we can help find a solution to your make your event a success!

Monkey See, Monkey Do
If you’re thinking to yourself, “My competitor is using this technology, so we should too,” or “I read somewhere that VR is the next big thing, we should try it,”  then don’t do it. It’s more important that you implement the right technology for your event rather than just doing it because someone else is.

Know Your Goal
Before deciding on what technology to use, it’s important to know how exactly you’ll use it. There should be something about it that grabs your attention; it should be an asset to your event. How does the technology connect with your goals? How can it benefit the needs of your customers and the organization? Look for technology that offers a competitive price and consider how it relates to your end goal.

Types of Tech to Implement

  1. Smart wearables
  2. Facial recognition software
  3. Live streaming
  4. RFID technology
  5. Event app
  6. Collaborate app
  7. Audience response app
  8. Social media campaigns
  9. Virtual/augmented reality
  10. Artificial intelligence

Understand Your Audience
It’s important to understand your audience. Although we live in a world of technology, not everyone has the same technical abilities! If your audience includes people of all professions and backgrounds, consider how this can influence the technology’s effectiveness. Take the time to get to know your audience. Take into account things like their age, profession, and even gender, and examine potential social media platforms, opportunities in virtual reality, and phone apps based on these demographics.

Understand Your Event
Consider how technology can be accessible to your target audience and employees. Use different social media platforms to generate publicity and to encourage more people to register. Create social campaigns through Twitter, Facebook, Instagram, and post videos from previous events to improve brand awareness. Establish partnerships with other companies to help increase revenue and your return on investment.

Stick to a Budget
If you want something to be successful, investment is crucial to your success. Before planning your event, it’s important to have a set budget that prioritizes your goal.

The Four Questions
As you’re considering technology, ask yourself: Does this technology add value to my event? Does it make things simpler? Does it solve problems? Do the pros outweigh the cons? If you answer yes to these questions, you should likely move forward.

If you’re struggling to find technology that meets your needs, reach out to the Orlando event planning experts at Fun Planners. We can guide you to the best choice! For more information on how we can make your next event great, call us at 407-955-4949.