How to Handle Refunds During a Pandemic

COVID-19 has canceled the party. We have all been hearing heartwarming stories about vendors and clients staying committed to their contracts. For instance, some brides and grooms are still accepting their wedding food so the caterer won’t go hungry. In some cases, though, people are being denied refunds when their weddings, bar and bat mitzvahs, sweet 16s, and other events clearly have to be canceled. As an event planner, demanding the collection of balancing payments is tricky. Issuing refunds can be even more complicated even outside of the new normal. Learn how to properly handle cancellations and refunds, all while securing your rapport with your clients and partners as well. 

Offer Options
Every organization is different and has a different set of guidelines in place. Who is your audience? What is your relationship with them? How can you navigate that relationship to what you want it to be? Ask yourself these questions, as there are a variety of factors to consider. To tackle that, it’s best to offer your client a set of options. Give them some control, and let them choose. This way, it’s on a case-to-case basis, rather than just issuing a universal refund to everyone. Creating a menu shows your client that you are flexible and care about their individual needs.

Aim for Rescheduling
If you can, shoot for rescheduling your events rather than completely canceling. Show everyone involved that this isn’t the end. Review your contracts to see what you can recover and what can be pushed. When planning for a reschedule, make sure you address all of the details, including the new date for the event and the refund policy. 

Timely Communication
Adjusting your refund and cancellation policies can be a process. Changes should be addressed with clients, registrants, and vendors as soon as possible. Avoid any confusion by being clear and thorough. Having these hard conversations now will help maintain that trust in the long run!

We know you’re itching for human-to-human contact. In time, we’ll all be able to get back to the party. When that time comes, call the Orlando event planning experts at Fun Planners at 407-955-4949, or contact us online. Our team is always here for you, near or far, and can help you take your event to the next level!

Using Social Media During the Pandemic

Social media strategy is a major component of planning and marketing your event. The event planning industry was built on socializing; therefore, effective communication is key. Things have changed a bit due to COVID-19. Therefore, we are providing best practices for using social media during the pandemic. 

Finding Fresh Content
Social media isn’t about selling products. Not every post needs to include a call to action asking your audience to take you up on your services. Social media is also a representation of your brand. You can still promote your products and services without using “buy now” gimmicks. Many people are hesitant to spend money right now. Repurpose old content and repost previously used images to keep yourself visible. Remind your audience that although being face-to-face is paused right, it gives them something to look forward to.

Give Credit
One of the best ways to be seen and get engagement on social media is tagging. Always give credit where it’s due. Tag the photographers, videographers, and any other vendors you work with. The extra love right now will mean a lot to businesses that are struggling. Giveaways are a great way to highlight small businesses. And every Thursday, try to do a #ThrowbackThursday post. Showing support now will be impactful in the long run.

Share Testimonials
If you’ve got glowing testimonials, flaunt them! Testimonials are powerful in gaining clients, especially on Facebook. They are publicly displayed on your page. Now that they may have some more free time, ask your audience to leave a five-star review, and be sure to share it!

Be an Expert
You’re an event pro and you need to position yourself as one during the current situation. Provide your audience with the resources and solutions they need to succeed. Be a leader, a go-to, that they can trust. When we get past this, they will think of you.

We know you’re itching for human-to-human contact. In time, we’ll all be able to get back to the party. When that time comes, call the Orlando event planning experts at Fun Planners at 407-955-4949, or contact us online. Our team is always here for you, near or far, and can help you take your event to the next level!

Plan a Golf Event with Simulators and Arcade Games

Golf fanatics, plan the event of your dreams. With modern technology, guests will feel like they are actually on the course hitting the ball. Fun Planners has a large assortment of game rooms and arcade equipment for any theme you are implementing. Use this information to get started on the planning process!

Golf Simulator
With golf simulators, players display their skills on the driving range, putting practice, or even play up to 18 holes on a virtual course!  Use a real club and hit real or practice balls into the screen and see as you ball flies through the virtual course. See immediate results on drive distance, swing angles, and speed projected on life size screen. A variety of clubs for left and right handed players are provided.

Golf Course
A good golf event should have golf courses, even miniature ones. Add a twist to standard golfing games! Guests can feel like they are on a golf course with equipment like these:

  • Miniature golf course Standard: The standard miniature golf course is a 9-hole course with obstacles, including miniature windmill, ramps, tunnels, and more. 
  • Miniature golf course LED: Our miniature LED golf course features none holes and black-light illumination with obstacles.
  • Miniature golf course Glow: The Glow edition of the miniature golf course is similar to the LED version, but includes neon clubs and balls.
  • Miniature cure ball course: The miniature cue ball course includes nine holes with obstacles, including miniature windmill, ramps, tunnels, and more. Players use pool cue sticks to hit golf balls through waist high course.

Aqua Chipping Challenge
The Aqua Chipping Challenge allows you to place a LED-lit floating golf green in the pool. It includes up to three chipping greens, 50 floating golf balls, and an assortment of clubs for left- and right-handed players. It’s a fun way to incorporate a good game of golf right in a pool!

Arcade Games
Arcade games are a great way to add fun into your event! Our golf-themes games include:

  • PGA Tour Golf is a game for four players that makes you feel right on the course!
  • Golden Tee Golf is a four-player arcade game with 42-inch monitors on a stick on truss. Choose from a variety of players, courses, and more. 

We know you’re itching for human-to-human contact. In time, we’ll all be able to get back to the party. When that time comes, call the Fun Planners experts at 407-955-4949, or contact us online. Our team is always here for you, near or far, and can help you take your event to the next level!

Tips for Live Streaming Events

While social distancing and rescheduling your events, we recommend you to take the time to do some research about event planning as we move towards digital functions. Many event planners are hopping on the internet to live stream their events. We’ve gathered some effective tips for live streaming your event.

Techy Tips
Start by making sure you have a good internet connection, duplicates of all of the cables, batteries, and connectors, and keep all of your devices charged at all times. If you don’t already have the equipment, you’ll need a good webcam, lighting, and microphone for a professional  sound and look.

Location
Think about where you want to live stream your event in advance. If it’s going to be outside, consider lighting and how sunny it will be. You’ll want a place with minimal background noise. Some microphones are built to help minimize any background noise. 

Marketing
Prior to the broadcast launch, get on social media and your website to promote your event. You’ll want enough time to build excitement and engagement before the big day comes. Advertising should start two weeks prior to the event all the way to the final moment you go live. Remember to record it so your audience can watch it later!

Livestream Platforms
Vimeo, Facebook, and Freeman offers platforms to livestream your events online. Additionally, LinkedIn just merged its livestreaming and event tools for all company pages’ virtual events. For tips on throwing virtual events, check out our most recent blogs, including a virtual Earth Day event and an online Star Wars party. Be creative with interactive methods, such as unveiling products, sharing announcements, playing trivia, and hosting a Q&A  segment. This keeps your audience engaged and likely to stay through the end.

We know you’re itching for human-to-human contact. In time, we’ll all be able to get back to the party. When that time comes, call the Fun Planners experts at 407-955-4949, or contact us online. Our team is always here for you, near or far, and can help you take your event to the next level!

How to Keep Your Guests Engaged From Home During COVID-19

As an event planner in the time of COVID-19, there is still plenty to do! Your audience is itching for interaction, and you should stay fresh in their mind. They will remember you for all the things you have done remotely. We’ve gathered some tips to help keep your network engaged during this time.

Get Your Voice Out There
You’re an expert, right? Experts share their wisdom. Your audience wants to hear your voice. Give a little light to the world right now with your words. If you don’t already have a blog or podcast, now is the time to get started. Feed their hunger with your knowledge, advice, and positivity. 

Host Virtual Events
With technology and the internet, we still have access to seeing people “face to face,” and have opportunities to host events virtually. Whether it’s a team-building event or a hangout for Star Wars lovers, the internet is the place to connect with each other these days and do all sorts of fun activities from afar.

Be Active on Social Media
This is a new process for all of us, so it may be hard to navigate, but we encourage you to keep showing up. Being active on social media shows your audience you’re not going anywhere and that you are there for them. There are so many benefits to being active on social media, which is a place where you can shine. For example, you can livesteam your virtual events right on social media! That way, your guests will feel nostalgic and be excited to attend again.

Keep Rockin’ and Rollin’
A part of being an event planner is the learning process. Use this time to research, attend virtual conferences, learn the do’s and don’ts of the industry, plan your event reschedules, and analyze data. All of the insight you accumulate now will help you in the long term when things pick back up.  

We know you’re itching for human-to-human contact. In time, we’ll all be able to get back to the party. When that time comes, call the Fun Planners experts at 407-955-4949, or contact us online. Our team is always here for you, near or far, and can help you take your event to the next level!

Virtual Team-Building

This year, event planning has taken a unique turn. But that doesn’t mean team-building events need to be put on hold. With Skype and Zoom, you can bond with your team remotely! If you want to get those “cool boss” points this time around, try these fun out-of-the-box activities. Building a good team is key to your company’s success, and it shouldn’t take a backseat right now due to social distancing. Take these Orlando event planning tips so you give your employees something to look forward to!

Trivia
Round up the team for a little competitive trivia! Choose someone to be the host, and split the rest of the group into teams. The questions can be themed or customized to fit your company’s identity. Cater food and alcohol for an even better time. For better engagement, we recommend going live on your company’s Facebook page!

Hula Hoop Contest
Grab a hula hoop, and let the games begin! Each player can take turns in front of their camera to see who can spin the best and quickest. If your employees have children, this is a good opportunity for them to join in on the fun, too!

Bingo
Bingo is a great way to bond with your team and an easy game to play over video. Design or download a Bingo sheet from the internet. Grab some alcoholic beverages, and make the game themed. The winner gets a prize!

At Fun Planners, we want to help you plan the perfect team-building event with our unbeatable Orlando event planning tips. We can match your activities to a theme for your event, and provide all gaming and hosting means so that you can just kick back and enjoy. Contact us online, or call us at 407-955-4949 to find out how we can help.

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!

Donations
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!

Don’ts
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.

Do’s
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!

Research
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!

Budget
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.

Team
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.

Goals
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. 

Organization
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.

Equipment
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.