FunPlanners
Book your next event today
407-955-4949

Prioritizing Security and Safety

When it comes to event planning, things like catering, venue location, and entertainment tend to take precedence over security. But safety is just as crucial to the attendee experience as anything else! By investing in quality security, your events and staff can be prepared for everything.

Document Everything

Everything needs to be properly documented in order to keep your insurance premium in check and keep your staff informed. This is especially true in the event of a medical emergency. Just remember, if something happens and you wonder, “Should I write this down?” — the answer is yes. It’s better to be safe than sorry!  

Enlist a Medical Team

Prepare for medical emergencies by hiring an approachable, knowledgeable medical team. It’s vital that you have professionals available on-site who can handle everything from providing a band-aid to administering CPR.

Lock Down Event WiFi

Your WiFi should always be password protected and only shared on a need-to-know basis. Make sure a venue’s network is secured by WPA and equipped with AP-isolation; this blocks other users from accessing devices logged into the network.

Create an Emergency Response Plan

Find out your venue’s procedures for active shooter situations and mass evacuations, and mark evacuation routes clearly on the day of the event. Map the closest route to the hospital. Decide what your security team will do with any unidentified bags or boxes, ensure the venue is equipped to handle all traffic, and know how to lock down the facility — just in case. It’s also crucial to establish a chain of command so that every staff member knows exactly what their role entails.

In addition, your emergency response should detail a crisis communications plan. While we can never be sure what the next crisis will look like, you can plan how you would communicate with attendees, employees, and the general public. Put together a crisis communications team and identify your communication channels ahead of time.

Get a Screening Strategy

It’s important to develop a screening strategy for both attendees and employees. Make sure to equally utilize technology and your security team! Metal detectors and magnetometers are great tools, but if they aren’t an option, don’t turn your nose up at a solid bag check.

Hire a credible security firm that’s supplemented with off-duty policemen, who are licensed to carry a firearm at events, and then meet together before the event kicks off. Communicate your layout and any areas of concern, and provide two-way radios and a detailed site map that shows emergency exits, bathrooms, stages, and concession stands. Many police departments post off-hours opportunities on their internal websites, so that’s a great place to start.

At Fun Planners, we believe that investing in high-quality security greatly benefits you, your staff, your attendees, and your event. Don’t hesitate to contact us with any Orlando event planning questions! For more information on how we can help you and your next event, give us a call at 407-955-4949.

Winning Negotiation Strategies

Finding the perfect venue is critical, but it can be a challenge — and a major expense. It’s important to approach venues with the mindset that everything is negotiable as long as you know what you’re doing; after all, it doesn’t hurt to ask, right?

Don’t Share Your Budget Right Away

Rather than divulging your budget, say, “We’re still working on our budget, so just give me your standard rates for now.” The venue will likely share their top pricing, and you can negotiate from there. (This changes if you’ve used the venue before; if you have a good relationship, sharing your budget at the beginning could help you get more for your money.)

Be Flexible

A venue’s goal is to be booked all the time. If you have a few dates you’re willing to consider, you may get discounted pricing for a day they’re having difficulty filling. However, if all of your dates are around the same time and the venue is fairly full, there’s a chance they won’t be as flexible with pricing! Do some research and find out when the “off season” is to save money.

Don’t Overestimate Attendees

If you’re working with a hotel and you give them your dream attendance number — rather than a more practical one — you’re locking yourself into a higher minimum pay for food, beverage, and reserved rooms, meaning there’s a chance you’ll have to pay a penalty if you don’t meet those minimums.

Prove Your Value

If you’ve held similar events in the past, it can be helpful to show the venue that you’re known for meeting your food, beverage, and guest minimums. They need to see that you’re a reliable source of revenue. If so, they’re more likely to negotiate with you.

Maximize Your Comped Ratio

Many hotels offer a standard deal where they comp one room’s fee for every 50 booked. Depending on the overall spend of your event, you can try and negotiate this for an even better deal.

Don’t Be Fooled

“We have another interested party for this same day and time, so I’d act fast if I were you.” “This pricing is only available for the next 24 hours!” These statements may or may not be true, but you have no way of knowing for sure, and you shouldn’t feel pressured to make a hasty decision based on a predictable sales tactic. At the end of the day, if a venue wants your business, they’ll work with you — and if they don’t, that’s one less candidate for you to worry about.

Free Meeting Spaces

If you’re meeting your minimum spend, the venue is likely willing to work with you! Ask if they can provide a complimentary meeting space or hospitality room.

Required Vendors

If your venue refuses to let you use an outside vendor, get quotes from outside vendors to negotiate with the venue on the prices of their approved vendors. A venue would rather work with their vendor to lower the price than lose your business!

For tips on tricks on negotiations, publicizing your event, writing a winning proposal, and more, check out our blog! If you have any questions, feel free to reach out to the Orlando event planning experts at Fun Planners 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!

 

Throw The Best Back-To-School Bash

The rush of back-to-school excitement each August becomes a busy blur of packed schedules as students stock up on supplies, finish summer homework, and prepare to return to school. Take a break to celebrate the end of a great vacation!  These Orlando event planning tips can help you throw the back-to-school bash of the summer.

Cool Down Bash

August is one of Florida’s hottest months, which can make people retreat indoors to the comfort of their air conditioner. To add an icy twist to a traditional pool party, bring in a snow cone machine, a water tag maze, or a surf machine and invite guests to cool off together.

Pre-Sports Season Bash

Before the hectic hustle of daily sports practice and games becomes the daily routine, get young athletes excited for another year with sports-themed games. The inflatable basketball challenge or soccer kick game is a great way to have fun and help teammates bond before the season officially begins.

Night-Time Bash

To avoid the Florida heat and opt for a more relaxing party activity, host a movie night under the night sky with an inflatable projector screen. Guests can sit on picnic blankets and laugh together over a throwback film or new release while munching on classic snacks like popcorn or snow cones

For The Parents

The fun of back-to-school isn’t just for kids — have parents gather for mingling and Hors D’oeurves, or to chat about the upcoming year over drinks and darts. After a long summer, everyone deserves a night out to catch up and get ready for the new school year.

Fun Planners has more Orlando event planning tips and creative ideas for any occasion. Contact us to find out how we can help your next event be the best it can be!

 

Work Together With Team Building Exercises

It’s important for a team to know how to work together, communicate, and collaborate during times of stress or high pressure. A great way to encourage this is to plan or host team-building exercises or team-based events outside of work.

We offer several team-building exercises, all of which provide some fun and exciting opportunities for your team to develop experience working together! There are three main activity categories:

Physical Challenges

These events are great for sports teams or fitness enthusiasts. From obstacle courses to gladiator jousting, Fun Planners offers several physical challenges, including but not limited to:

Silly Olympics

Fun, silly exercises are perfect for kids and youth teams, but adults can get in on the action too! The Silly Olympics also include less physical activities, such as puzzles or trivia games, so those who are less fitness-inclined can enjoy themselves. Among other events, this option includes:

  • Got-To-Go Racers
  • Bigfoot Relay
  • Giant Tricycles
  • Oversized Puzzles
  • Riddles & Trivia

Game Shows

We are proud to introduce our exciting new event, Game Show Mania. Game Show Mania features similar versions of your favorite game shows, and includes podiums with lockout buzzers and gooseneck microphones, projection screens, technicians, and more. You can even have a professional host narrate the game if you want to participate as a contestant! Games you can choose to play include:

  • Jeopardy
  • Wheel of Fortune
  • Family Feud
  • Who Wants to be a Millionaire!

We offer amazing Orlando team building exercises for any group. These activities can be used for any type of event or entertainment— or even if you just want to have some fun with friends! Call us today at 866-511-4FUN or click here to receive an online quote.

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!

Inside or Outside? Event Venue Pros and Cons

Planning an event in Orlando can be difficult, especially when it comes to picking a venue. Florida weather can be temperamental, but Orlando also has some of the best outdoor venues to be found. Although the perfect venue depends on your event, here are some things to consider when deciding whether you want an indoor or outdoor venue.

OUTDOOR PROS

Atmosphere
When the weather is good, guests will enjoy being outside for festivities. Outdoor venues provide a great ambiance and beautiful, natural views, and there’s less need to worry about decoration.

Budget
Outdoor venues will generally be less expensive than indoor options, and may even be free to use! If you’re planning an event during a good weather season, this is a huge financial boon.

Space
With an outdoor venue, you don’t have to worry about running out of space or guests feeling cramped. More people can come to your event, and you’ll have more room for activities and themed decor!

OUTDOOR CONS

Weather
Weather can change in a snap, and if your event is planned in a rainy season, you might want to avoid an outdoor venue. Rain can ruin an event, and if it’s too hot, guests likely won’t appreciate being outside. You also run the risk of losing decorations and signs to the wind.

Facilities
It’s important to have easily available bathrooms at your event, and with an outdoor venue that can be tricky. If the facilities are too far away, it could prove a big hassle.

Insects/Pests
Having an outdoor event has the added challenge of dealing with pests like mosquitos, wasps, and ants. Food can quickly attract flies and other unwanted diners.

INDOOR PROS

Weather
With an indoor event, you have complete control over the weather and temperature! Even if the weather outside is harsh, an event can easily be enjoyed from inside.

Power Supply
You don’t have to worry about where or how you’re going to power any electrical devices because indoor venues typically come equipped with power. They also offer controlled lighting, so your event can continue well into the night.

Flexible Decor
Barring fire hazards, there’s no limit to your idea of the perfect decorations for your event. No weather will interfere with your setup, and you can let your vision run wild.

INDOOR CONS

Space
With an indoor venue, you run the risk of running out of space! Indoor venues tend to get cramped fast, and that can slow down an event like nothing else.

Budget
Indoor venues can be expensive and hard to book at the right times. If you’re planning to have a long event or are scheduling on a short notice, this might not be the best option.

Winter
It can be almost impossible to find an indoor venue in the winter because the weather will force indoor venues to be in high demand. If you’re planning a winter event, be sure to book your venue well in advance of the season.

Venues can make or break an event! Our experts can help you with any Orlando event planning needs, from the best venue to the best entertainment. To learn more about how to plan a perfect event, check out our blog!

Why Themed Events Are Your New Best Friend

Think themed parties are just for kids? Think again. Themes are a rising trend, changing the game for Orlando event planning and helping people plan better than ever before. Think back to Halloweens when you were younger — there’s no denying that the best parties were the ones where you could dress as fancy, funny, or spooky as you wished. Choosing a theme gives your guests a chance to get excited about your event and prepare for it with a costume, making it magical and memorable for all who attend.

Conversation Pieces

We’ve all been to that event where the crowd stands awkwardly still for hours, making painful small talk until the party’s over. Themes are the perfect excuse for people to strike up conversations, whether it’s by giving a compliment or laughing about each other’s costumes. Themes open the forum for new conversations and instantly make bonding between guests easier.

Beyond The Costume

Dress-up themes are great, but coordinating them with themed activities makes for a truly exciting event! For some friendly competition, you can host a Survivor themed event and assign team colors for guests to wear while being challenged to inflatable race courses or carnival games. For a more mysterious theme, you can host a Masquerade Casino where guests are encouraged to tap into their creativity and sport their most extravagant masks and apparel. Whichever form of entertainment you choose, there’s always a great theme to go with it.

Did We Mention The Photo-Ops?

Do you want people to keep chatting about how great your event was, even long after it’s over? Games, activities, and food are always highlights of an event, but the photos your guests capture will really make the memories stick. Before you know it, guests will be snapping and sharing all of their favorite pictures from the night, which is a great way to use social media to your advantage and get your brand and event out there.

Whether you have a birthday, company picnic, or other occasion coming up, be sure to use these tips to make your next Orlando event planning experience one to remember.

Drawing In the Crowds: How To Publicize Your Event!

Planning an event takes a lot of work; you’ve picked a venue, figured out all of the events and entertainment, and organized all the food you could ever need. Everything is going perfectly, and you’re certain your event will be a smash hit.

But what if nobody shows up?

Publicizing your event is just as important as planning the event itself. If nobody knows about it but you, who’s going to attend?

Luckily, getting the word out can be easy in today’s highly-connected world. Here are a few key steps to ensure that your event receives the maximum amount of exposure.

  • Solidify your event’s schedule and plan your publicity strategy around it.
  • Create publicity pieces like newsletter articles and/or ads, radio spots, or online articles. You might also consider getting local shops and companies to give out discounted deals or flyers.
  • Design and send out tangible invitations, programs, posters, and tickets to the local community. Make sure you send electronic invites and deals to people on your email list as well!
  • Create an event page on your website. If you don’t have a website, it’s time to create one, because people who see your ads or receive invites will likely search you out online.
  • Create a Facebook event page! This will enable people to find, follow, and share information on your event. It also makes it easy to make your guests aware of any last-minute changes.
  • If you don’t have a Twitter account for your business or organization, now’s the time to make one. Create hashtags to promote your event, and plan fun contests for your attendees to spread the word with!
  • Create a promotional video and post it on your social media accounts, as well as on YouTube, to give people an idea of what your event is going to be like so they won’t want to miss it!
  • Include links to all of your social media on your website, and vice versa. That way, people can find out more information and are more likely to share your event with others online.
  • Register your event on a variety of online event calendars. This is going to let people looking for an event find yours right away!

Now that you have a publicity plan, it’s time to make sure your event matches all the hype! Orlando event planning has never been easier — the experts at Fun Planner will ensure that your event goes perfectly.