Virtual Earth Day Event

Don’t put your Earth Day celebration on hold, even while social distancing! Fun Planners recommend you host a virtual charity — right from where you are! With the right tools, Orlando event planning can still be just as fun and entertaining. After the function, all the proceeds will go to an Earth-friendly charity of your choice — it’s a win-win situation for everyone involved! Keep in mind, a virtual event requires all the same planning, organization, and care as face-to-face functions. Use this guide to prepare!

Remote Entertainment
These days, Zoom and Skype calls are the main forms of communication. Even with technology, you can round up great entertainment and put on an engaging event. People are putting on all sorts of shows from the webcams. Bring on a singer, a stilt walker, a comic, and more! They would simply record from their homes. Include games like poker or Pac-Man that can be played online or remotely. Plus, support a local restaurant by having them deliver meals to each of the attendee’s homes, so they can eat while watching all the fun! To cherish the memories and keep your brand alive, encourage your guests to take selfies and pictures to post on social media using a branded event hashtag.

Spread the Word
A virtual event requires just as much promotion — if not more. Use sites like Facebook and Eventbrite to spread the word. Blast emails, and boost posts. Have your vendors, sponsors, and attendees share with their friends! You may need to up the communication to get the attention of a prospect. This shows your audience you still mean business, and they will remember you for it!

Because the event is remote, you don’t want to charge too much in ticket prices or sponsorships, but you still want to raise enough to donate. Luckily, because it’s a charity, people are more willing to provide their services, such as food or entertainment. If you decide to do a poker competition, a good gamble can benefit your charity of choice. Each time a person enters a game or tournament within your event, they can simply pay a small fee that will be donated. By doing this, people will be encouraged to keep playing for their money that will go to a good cause. 

This event is more than just fun and games; it’s about helping each other and making the world a better place. When it comes to Orlando event planning, don’t be afraid to think outside the box. While people are home, they are craving humanization and entertainment. Call the experts at Fun Planners today at 407-955-4949 for event planning tips.

Do’s and Don’ts of Event Planning

Orlando event planning can feel like a nightmare. But here at Fun Planners we have all the tips and tricks to make that nightmare become a dream come true. We help you plan the fun, and will show how incredible planning an event can be. With these do’s and don’ts, don’t be afraid to plan ahead!

Planning is more than getting all the fun things in one location for your company to enjoy. You need to think about your budget, the proper location, time, catering, services, and amenities. Although it’s a lot to do, Fun Planners can help you in this process and ensure that the event is an ultimate success. When event planning, it is imperative that you don’t commit any of the following actions:

  • Don’t do it alone. Don’t try to plan everything out by yourself. If you have a team, delegate as much as you can. This helps complete all of the tasks efficiently.
  • Find the right venue. Don’t choose a venue that can’t accommodate all your needs.
  • Don’t skip the venue walkthrough. If you don’t see it in person, you won’t be able to ensure that the venue provides everything it promises. By seeing it ahead of time, you can imagine all the pieces of the party puzzle put together.
  • Don’t underestimate the size of the event. Make sure that the venue you picked is the right size and won’t feel crowded for the attendees. Nothing is worse than being crammed beside so many people at an event.

Planning is more than getting fun things in one location for your company to enjoy. You need to think about your budget, the proper location, time, catering, services and amenities. Although it’s a lot to do, Fun Planners can help you in this process and ensure that the event is an ultimate success.

When it comes to planning, it’s important that you know what to do, what to plan for, and what to expect. For a successful event, don’t forget to do the following:

  • Create a budget. It’s better to know ahead of time before event planning out a location what your budget is like. It will keep all ideas realistic and cost effective.
  • Plan early. Planning early is one of the key aspects that creates a successful event. By planning early, you are able to have more control over your event, and have less chaos at the last minute.
  • Take a risk assessment. Before the event, it’s good to know what could possibly go wrong. If you know all the possible things that could derail your event, you will be able to prevent it or mitigate the situation and ensure your event goes as planned.
  • Think like an attendee. Thinking like an attendee will allow you to see any flaws or blunders that you might have made. ou will be able to fix any issues and successfully plan your event.

If you have successfully managed to follow all of our tips, your event is on the way to become a major success. With our tips, this time your Orlando event planning will run smoothly and effortlessly. Planning an event doesn’t have to be overwhelming, especially if you plan ahead. Need a little extra help on preparing the next corporate event? Call the experts at Fun Planners today at 407-955-4949.

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!

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!

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.

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.

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. 

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.

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.

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.