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Fundraising in the Fall

Fall is the time of pumpkins, gratitude, and celebrations. With the busiest point of the year approaching, deciding to host an event for charity can be tricky. With a little creativity from an Orlando event planning company, you can create fun, fall-themed events to give back and unite the community.

Halloween
Many people love the spirit of Halloween and take the chance to engage in many events related to it. There are many charity events to plan for all ages.

Haunted House: Create a haunted house with slimy walls, hanging cobwebs, and zombie effects. A vampire mansion or abandoned ghost town might be more your style. Perhaps you simply want to set up some flashing lights paired with fake blood to mirror an old Halloween movie. Charge for admission, and have extra offerings to buy, such as candy bags.

Costume Contests: Halloween is one of the few chances during the year to dress as something spooky or creative. Hosting costume events can be a great incentive for donations as friendly competition can create interesting costume ideas for adults and kids alike! Don’t just stop at costume contests! Incorporate other games like bobbing for apples, toilet paper mummification, and pumpkin bowling. Think carnival games, too!

Jack-O-Lantern Jamboree: Carving pumpkins is a Halloween classic. Provide a prize for the best pumpkin with votes from the participants or have a panel of judges. Charging for entry fees is the way to collect donations.

Trivia Night
Love showcasing fun facts about holidays? Count everyone you know in. Host a fall-themed trivia night to help raise funds for your favorite charity. Pick any venue that will fit your employees, as well as themes for an autumn ambiance. You can include fun facts about the season or pumpkins. With Jeopardy-style interactive game systems available you’ll be sure to observe some scary, cool facts.

Food Festival
People love food, especially during the fall when the food becomes richer and more delicious. Celebrate the season with a catered event. Whether you want to have a five-course meal, buffet tables, or enough pie for a pie-eating contest, the options are limitless. Be sure to charge for entry, which should cover the cost of food. Work with the catering company on fall-themed foods to have classics, such as pumpkin pie, stuffing, cranberry sauce, and apple cider.

When it comes to fundraising, all it takes is a little effort and creativity. For more ideas on Orlando event planning or to get a quote, contact us online or call 407-955-4949.

Game Show Mania

Did you grow up watching “Family Feud”, trying to guess the best answers before the participating families? Or maybe you watched “Wheel of Fortune”, where you had the right vowels every time. Whatever stroke of luck you had during those nights spent watching game shows could become a reality with your Florida corporate events.

Collaboration
Do you have an office branch you like to battle in friendly competitions? Game shows are a perfect way to bring separate offices together. A “Family Feud” style game would be a great addition to any corporate event. You can see what talent your employees have to offer through their ability to answer the most popular survey question. Plus, it can be questions related to the business!

Alex Trebek Would Be Thrilled
Ever been interested in hosting trivia nights? We all love showing some hidden knowledge we have about unique facts. A perfect way to complement all of that useful information would be a “Jeopardy”-style interactive game. Maybe you can learn a thing or two as well. You’ll finally see what some people really know and it might surprise you!

The Price Is Alright
Get into the spirit of game shows with price guessing. A price is right style game would be very exciting, especially if you have some fun prizes to offer. If your business sells products — even better! You could put your own products as items to see who knows the business like the back of their hand.

Do It Yourself
Maybe you have an idea that isn’t quite like a popular game show. That’s OK! The use of digital scoring, projector screens, and lockout buzzers provides your idea some backup. Create your own unique game show, and relate it to something your business believes in. It will go well with the culture of your employees and coworkers.

Any game show you select will be sure to bring joy to everyone’s experience. Some friendly competition in a popular game show is an effective way to get away from office life. For more ideas on Florida corporate events or to get a quote, contact us online or call 407-955-4949.

Light Up Any Event

Looking to light up your Florida corporate events? You want your company event to have a great atmosphere to set an exciting mood. Find out how to navigate through the dark to discover what lighting and surround system possibilities we offer.

Montages
Have some office videos and pictures collected throughout the year you can’t wait to show everyone? Imagine using projectors along with projector screens, to laugh and cry with all of your employees while reminiscing about those captured moments. Or maybe you’re looking for an office movie night. With DVD players you can take a poll of everyone’s favorite movie, and play that movie your employees have been raving about the past few weeks.  

Music Mania
Music is always an essential element of any fun party. Whether you’re planning a dance party where a loud concert setting is desired or a networking event where noise shouldn’t get louder than coffee shop jazz. Music keeps spirits high even if it’s just used as background noise. It provides a fun outlet to listen to when the corporate world can seem dull.

Lighting
No need to bring your own disco ball! Trying to recreate space, the ocean, or perhaps the Alaska northern lights? Our lighting services can provide any type of theme your heart desires. Certain lights create a different mood which can relax employees and get them having fun. We can accommodate a variety of ideas, so don’t let your event be dim.

Drapery Dilemma
Searching for something more formal? Our pipe and drape options leave countless ideas for your next event. Curtains to define a spectacular retirement party to part ways with your favorite employee. If you are on the more adventurous side, we provide backdrops for photos, improv, theatre, and more! We are glad to help create lasting memories.

When it comes to finding the best lighting or sound for your Florida corporate events it can be difficult, but Fun Planners is prepared to help you navigate through the event with ease. Contact us online, or call 407-955-4949 to see how we can best assist you.

Tips and Tricks for Your Themed Event

So you’re taking a step into the world of Orlando event planning! Whether you’re planning sorority bid day or an office celebration, you want your party to be memorable, exciting, and most importantly — on the theme! Hosting an unforgettable experience is easy when you pick (and stick) to a creative theme. Fun Planners has some tips on how to give your guests a night to remember.

Picking the Perfect Theme
This is the most important step. You want your theme to be original and entertaining. General themes like western and decades are fun, but don’t be afraid to get specific! How about a night under the sea in a mermaid-filled coral reef? Or a glow-tastic blacklight shindig? You could even throw a sweet Candyland birthday bash!  Whatever you choose, make sure everything that follows is consistent.

Party Decor
When setting up for your big blowout, details matter. You don’t have to be a big spender to create an immersive environment. Party decor can be inexpensive and should fit the theme. You can get anything from futuristic events with color-changing tables to wild west sets with a western stunt show.

It’s All About the Food
A guest can tell if it was a good party by how happy their belly is when they leave. Making sure that your guests have enough to eat will ensure a successful affair.  Food is another opportunity for you to showcase your theming expertise, too! Try making “cannonball” meatballs for a pirate crew, or have a steady supply of Sun Chips and Milky Ways for your intergalactic adventure. Cupcakes are also an easy canvas to make an impressively themed dessert.

Make a Big Purchase
You don’t need to blow your budget in order to have a good time, but consider splurging on a main attraction. Casino night? Have some card tables set up. Carnival? Hire a juggler, face painter, or even a fortune teller. Rent an inflatable to amp up the hype, or a photo booth for your guests to keep a reminder of the greatest party of all time.

Whatever theme you settle on, if you let your creativity shine, your party is sure to succeed.  For more ideas on Orlando event planning or to get a quote, contact us online or call 407-955-4949.

Local Venues for the Summer

As temperatures rise, make sure you consider summer-friendly venues for the new season. Fun Planners, an Orlando event planning company, has a list of venues we recommend for summertime events.

Central Florida Fairgrounds
The Central Florida Fairgrounds and Exposition Park is the go-to space for concerts and carnivals. The amphitheater is perfect for bands to perform in front of large crowds at a music festival, while the grassy field is large enough to accommodate an entire fair equipped with Ferris wheels and other amusement park rides. The main building is convenient if you need a break from the summertime temperatures to bask in air conditioning.

Aero
Located in the heart of downtown, this glitzy rooftop club includes a dancefloor, private cabanas, and quality bottle service. The lounge terrace gives you a view of downtown Orlando in a South Beach-style atmosphere, where the DJ spins dance hits under the starry skies. Think summertime attire and neon lights for the ultimate dance party or rave.

Orchid Garden
For formal, upscale events, the Orchid Garden at Church Street Station is your place. From its wrought-iron rafters and sweeping staircases to overhead balconies and outdoor courtyard, this banquet ballroom is for the grandest and sophisticated celebrations. The venue is a recreation of a Victorian palace, with its elegant and romantic architecture, chandeliers, and furniture (including Chiavari chairs).

Winter Park Farmers’ Market
Located on New England Avenue in Winter Park, this old train depot has been restored into a historical landmark. With its original brick walls and sliding wood doors, this antique building gives farmhouse feels that are great for weddings or other celebratory events. This 2,800-square-foot facility seats 180 guests and is air-conditioned for those hot summer days. It’s equipped with commercial refrigeration and an ice machine. Your rental would include tables and chairs. All you need is your guests and food, then you’re good to go!

East End Market
Located in the Audubon Park Garden District, East End Market is an indoor marketplace that supports small and local businesses, with an emphasis on the culinary. It houses food and retail businesses, such as a full alcoholic bar, a farm-to-table chef-service cuisine, a craft coffee roaster, inspired floral shop. Get comfy in their courtyard while sitting under string lights and among a collection of cacti. The venue is perfect for indie events markets that can showcase local food trucks, vendors, artists, authors, musicians, and more.

When you use these tips to increase registration, Orlando event planning can be simple. Contact us online today to find out how we can help.

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.

How to Boost Event Registration

Are you struggling to boost event registration? We’ve all been there. But people love a good deal, and if you plan ahead, you can easily incentivize people to sign up for your event — and even upgrade their experience. Find out how.

Early Bird Specials
This is a perfect promotion for last year’s attendees who haven’t signed up to come back. Offer them a discounted rate, provided they sign up by a specific date. You could even take this a step further and throw in an extra deal, such as free event swag, or an early deal on signing up for the same event next year.

Partner Promotion
Rather than going in and pitching cold to your target audience, utilize your sponsorships to your advantage! Approach your partner and ask if they can reach out to their customers and endorse you.

Flash Sale
Use a discount code to boost ticket sales during typically low buying times. (The holiday season is also a great opportunity for a flash sale as people are buying gifts for loved ones; for example, you can run a “Christmas special” in December.) Things automatically become more attractive and enticing when they’re limited, so utilize this opportunity to create some urgency.

VIP Offers
These offers are all about limited access; these codes don’t apply to just anyone. Make your VIPs feel extra special by sending them a private code that unlocks an invisible VIP ticket on the checkout page, or follow up with select attendees after they’ve purchased a ticket with VIP offers. These can include backstage passes, discounts on event swag, or an option to buy an after-party ticket.

Giveaways
Start a giveaway to encourage people to sign up for your event! A simple giveaway can be between the first 500 people who sign up, but you can also utilize social media to include even the latest sign-ups. For instance, for every social media platform that attendees use your event hashtag on, they’re entered into the drawing; another option is that each attendee receives a referral code, and each time a friend uses their code to sign up, they’re entered into the giveaway drawing. (Or, you could reward attendees with money back from their ticket purchase.)

When you use these tips to increase registration, Orlando event planning can be simple. Once you have your early bird attendees, are you fully prepared with decor, catering, and entertainment? Contact us online today to find out how we can help.

How to Retain Your Sponsors

You put in a lot of work to attract high-quality event sponsors, but now that you have them — how do you keep them? Learn how you can maintain your relationships with sponsors and encourage them to sign on to next year’s event.

Overdeliver
Include a complimentary sponsorship to another event! Create a lower-tier sponsorship that you can leverage as an add-on for future events. This way, you keep your sponsor for a longer period of time, and you can also use that when you pitch to potential sponsors and demonstrate that your spots are in high demand and already filling up.

Hold Back
In the negotiation process, hold back on something that you’re willing to give, but don’t mention it to the sponsor. Then, you can surprise them with a “bonus.” Maybe this bonus is a special announcement highlighting their contribution, 20 extra social media mentions, or a booth at the event. This shows your sponsors that you’re committed to helping them achieve their goals and that you’re willing to go above and beyond.

Extras for the Staff
The day of the event, make sure that you treat the staff to an extra gift or bonus. Send them all free coffees, a welcome pack, or just advice on places to go and see in the host city.

Let’s Talk ROI
After the event, share hard ROI data. Choose three main metrics to measure your overall event ROI and three for your sponsorship ROI. These can be headcount, unique website visitors, attendee satisfaction, press coverage, or more. This is your chance to prove your value. If possible, give this presentation in person so you’re immediately available to address any questions.

Send a Thank You
Follow up immediately and send a thank you the day after the event. This helps to build upon the relationship you’ve already established, and it increases the chances that they’ll partner with you again in the future. Send a copy of the event report and ask if there’s anything else you can do to support them.

Get Social
Tag your sponsor in social media posts, and include pictures of signage or collateral featuring their logos; especially if you have pictures of attendees interacting with them. Thank them online and include them in any press releases.

When it comes to retaining your Orlando event planning sponsors, all it takes is careful planning and flexibility to build bridges and form relationships. Contact us today at 407-955-4949 to find out how you can wow your sponsors and take your event to the next level.

Please Sponsor My Event

It can feel awkward asking a business to sponsor your event — or it can just be a challenge to find a business you feel confident approaching. But it’s crucial that you give yourself and your events the best chance to attract the right sponsors. Find out how to deliver the value your sponsors are searching for!

The Proposition
Your selling proposition should be unique and concise. It should outline your event’s mission or cause, what you offer that is of value to sponsors, what sets your event apart, what defines your event’s audience, and how the sponsor will benefit. Make sure this isn’t more than a few sentences!

Be Personal
The sponsor will be able to tell if you’re sending them the same email you just sent to 10 other companies, and it’ll cause any interest to fade away. Make your email personal and explain why you chose to reach out to them specifically.

Be Honest
Don’t overhype your event or the audience you’re expecting. Your sponsor wants to connect with the target audience, and if you’re hoping to attract and retain partnerships, you need to be honest about what your event will look like. Send out a quick questionnaire to attendees after they register to learn about their industry and influence.

Get Marketing
Be transparent about your marketing efforts too; the last thing sponsors want to do is get attached to an event with no support. Talk about your advertising and marketing campaigns, and attach a dollar amount to every item. Convince the sponsor of your value.

Investigate Yourself
The first thing a potential sponsor is going to do is verify your legitimacy via Google. If your website is outdated, filled with broken links, or headlined with your old logo, they won’t be proud to align their brand with yours, and you can say goodbye to that sponsor. Spend time on your site and social media to guarantee that you deliver a polished, professional first impression.

Don’t Do It
You might have read the above paragraph and thought, “I’ll just call them instead of emailing them; that way I have some extra time to do finalize my site.” Don’t do that! Sponsors prefer the first contact to be via email or social media so they have time to vet you and conduct appropriate research before making a decision.

“What Can You Offer Me?”
You want to make sure they understand that you care about supporting their key objectives and giving them what they need to be successful. Highlight what you offer that’s valuable to them. Do you have speaking opportunities, opportunities for logo placements, social media mentions, or any type of VIP passes? Customize each sponsorship to the sponsor’s needs and be flexible.

Getting sponsors for Orlando event planning doesn’t have to be a terrifying challenge. With these steps, you’ll be on your way to effective partnerships in no time! Talk to Fun Planners about how we can help you plan every aspect of your next event so you can wow your sponsors. Contact us today at 407-955-4949.

Stay Stress Free

Event planning can get a little crazy when it comes to being on top of every aspect of your event. By learning how to manage your productivity throughout the planning process and into the event day, you can eliminate unnecessary stress and focus on the exciting parts of event management.

Advance Preparation
Set up your goals and strategies. Map out a realistic timeline for everything that needs to be done. Make sure not to leave anything out, as that can be a huge cause of stress later on. Come up with strategies to complete each thing on your timeline; by doing this, you will know exactly what needs to be done and when.

Communicate deadlines. Make sure all vendors, sponsors, caterers, and speakers are aware of their deadlines and time of service. Send periodic follow-ups reminding them about these timelines.

Trust your talent. Hire an event team you know you can trust and rely on. Having confidence in this team will allow you to focus on other aspects of the event.

Event Management
Use lists. Create a master to-do list based on your timeline. Break down big to-do’s into smaller lists to avoid feeling overwhelmed and move through the list faster. Lastly, arrange your list in the order of when things need to be completed, as well as how much energy they will require from you.

Constantly check in. Check in with everyone involved in the event at least 3 days beforehand, and again the day right before. Make sure all of your requests are being met and everything is moving along smoothly.

Venue walkthrough. Ensure everything is rightly set up, and make any final corrections if need be. Assign these corrections to your event team so you can focus on everything else on your list.

Practice Self-Care
Rest up. Get a good night’s rest the night before the event! You want to be well-rested and energized so the day you worked so hard on runs as smoothly as possible.

Dress comfortably. Wearing heels that give you blisters or pants you can’t breathe in will distract you and decrease your productivity. Wear something you know you can last the entire night in, but also make sure you feel confident in it. Feeling good in what you choose to wear will help you take on the event effortlessly.

Give praise. Take a few minutes to look around and acknowledge the work you and your team have done. Remember that completed tasks trump perfect tasks; give yourself some slack. Congratulate yourself for putting on an awesome event for your attendees, thank your team for their hard work, and remember to have some fun yourself.

Orlando event management can be hard, but having Fun Planners by your side will help keep you stress-free and make the event a success. Contact us online or at 407-955-4949 today!