What Every Successful Event Planner Should Be Doing

We’ve taught you the steps to becoming an official event planner. However, once you get your credentials, the process doesn’t end there. In order to be a successful event planner, we’ve got some tips for you!

Communicate
When the party’s over, make sure you are still communicating with your guests and vendors. Event follow-ups are key to leaving a lasting impression. Thank all of your participants publicly and privately. Show them that their attendance is appreciated. Talk to them on various platforms, including social media, newsletters, blogs, and other media platforms. Be open to criticism and feedback, and let them know you will consider it for the next event. Don’t forget to invite them to the next one! Everything may not be finalized, but let them know you are already thinking ahead to the next one, so it stays fresh in their minds. Nurturing these relationships is a great opportunity to retain sponsors.

Research
Any industry expert needs to regularly research trends. Between COVID-19 and non-COVID-19 factors, event planner matters are constantly changing. Be in the know by staying up to date on the facts. Keep track of new products, services, and updated technology. Your eyes should be on what your competitors are doing. Show your network that you are an expert leader in all things event planning. Just a few minutes a day reading articles and blogs can go a long way.

Analyze
Every event sets the standard for the next one. With participant feedback in mind, it’s also important to analyze the metrics. How many people attended? How much did the event make? Reports will give you your costs and savings, your guests’ geographical location, promotional code usage, and much more. Measuring, collecting, and analyzing performance data will enable a great strategy for next time and encourage improved results. 

Flexibility
These are trying times for everybody. Be a little more understanding and flexible with scheduling or contractual situations. Stand firm in value, but be open to discussions about rescheduling and refunding for things that are out of any of our control. You want to make sure the participant is being heard, and that you are willing to communicate.

Fun Planners are industry experts in all things Orlando event planning. We have the insider knowledge on executing the best fundraisers. When it comes time to plan an in-person event, visit our catalog for entertainment rentals. Give us a call at 407-955-4949, or contact us online, or more information. Our team is always here for you, near or far, and can help you take your event to the next level!

How to Become an Event Planner

A good event satisfies all of the senses — sight, smell, taste, touch, and hearing. If you love all of the little details and components of making an event happen, then perhaps a career in event planning is for you. Learn what it takes to get started in this industry!

Education
This profession typically requires you to earn a bachelor’s degree in event management, public relations, or hospitality. You’ll enroll in courses like financial accounting, relationship management, and event sales and sponsorships. The program will give you the ins and outs of working as an event planner, from the financial factors to developing interpersonal relationships. Get hands-on experience by applying for internships in the field. Put that classroom curriculum to the test at an event management company. Who knows — maybe you’ll end up with a full-time job! Don’t rely solely on your degree and internships, though; there are plenty of workshops or seminars that can add to your education. Industry experts give insight into the industry, and by attending, you’ll gain expert knowledge on what it’s like.

Volunteer
Aspiring event planners can also get a feel of the day-to-day by volunteering at local events. Your neighborhood organizations, churches, or schools always need more hands to execute small or large events. Look into festivals, concerts, sporting events, and more to gain experience. Even if it’s just a few hours a week or month, they will appreciate it and you can add it to your resume!

Specialization
What kind of event planner would you like to be? This vast industry has diverse options to choose from. Identify your personal preferences and personality type that best match with a niche market. Do you want to work for a nonprofit organization, or do you want to be a corporate planner?

Portfolio
Once you receive formal training, it’s time to put together a portfolio. Creating a strong portfolio will lead to more work and clients. Show off your skills by collecting data, press coverage, testimonials, marketing materials, and images from every event you’ve ever participated in, and add them to your portfolio. Be sure to include any roadblocks that you overcame, including budget restraints. 

When it comes to Orlando event planning, Fun Planners are industry experts. Give us a call at 407-955-4949, or contact us online, if you are planning an event. Our team is always here for you, near or far, and can help you take your event to the next level!

Outdoor Events in the Fall

Because the weather cools down and the leaves turn gold, the autumn season is an ideal time to have an outdoor event. Fall is the season of pumpkin picking and bobbing for apples. Whatever the occasion, we can help you plan the best outdoor events in the fall! Use these Orlando event planning tips to get started!

Pumpkin Party
Celebrate autumn with the staple food of the season: the pumpkin. A pumpkin patch theme will draw guests in because it’s an activity all ages can enjoy. After your guests have picked their pumpkins, it’s time for a pumpkin-carving contest, as well as a pie-eating contest. Award winners with a special prize! Party guests love leaving with something they can take home. 

Yard Games for All
With the cooled-down weather, outdoor games aren’t as hot and exhausting. Show your guests a good time with lawn games, such as corn hole, potato sack relay, ladder toss, tug-of-war, and more. Not only will you catch your younger attendees’ attention, but the grown-ups, too. Our catalog has entertainment for all ages!

Fall-Theme Photo Booth
Document all of the fun at your event with a fall-themed photo booth! The photo booth comes with fall accessories, costume props, backdrops, and a tripod. Guests will be able to remember the day with a keepsake printout customized with fall designs.  

Seasonal Flavors
Because farmers are harvesting crops during summer’s end, fall is all about farm-to-table fare. Imagine hall tables decorated with gourds, autumn leaves, and fresh pies! Consider seasonal ingredients and flavors, such as cinnamon, pumpkin spice, cider, sweet potato, and squash. Consider spicing things up with a cider-tasting. Your attendees are guaranteed to fall in love with your autumn cuisine! Enjoy your meal picnic-style, with food trucks, or a potluck! Light things up with a bonfire where guests can make their own food, from cooking hot dogs to roasting marshmallows.

Oktoberfest Feast
Oktoberfest celebrations are a major part of Bavarian culture. Honor the German culture with an Oktoberfest feast that includes a variety of Germans beers and staple foods, such as Würstl, sauerkraut, and pretzels. Have your guests dress up in dirndls to truly authenticate German culture!

Fundraisers
Turn your soiree into a charitable event with a fundraiser. Consider charging an entry fee, or coordinate a competition like a chili cook-off. Potential guests will be enticed by the good deed and likely sign up to support!

When it’s time for a party, 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!

Coordinating a Memorable Small Event

Small events can sometimes be seen as less work and having less of a purpose than larger events. This is far from the truth; small events require just as much focus and organization as any other event. Your event’s success depends on all of the little details. Use these tips to make your small event a memorable one!

Understand the Purpose
When you start the planning process, ask yourself: What is the purpose of this event? What is the goal, and why are you trying to get there? Are you raising awareness for a cause, or are you trying to team build? Are you trying to sell a product or service? Once you determine why you are putting on this event, you’ll know your audience and everything else will fall into place. 

Identify Your Audience
One of the most important steps in any type of marketing campaign or event planning is identifying who your audience will be. This will be the foundation that you will build from. Are they your employees? What are the demographics, such as age range? Once you answer these questions, you’ll be able to align the rest of the details to satisfy your audience.

Calculate Your Budget
Every part of your event depends on the numbers you’re working with. A budget should be detailed down to the smallest piece of the pie. Know where your money will be coming from so you know how to pay for everything. Seek sponsorships, partnerships, and in-kind donations that can help fund the event. Review your list of expenses and determine which areas can be paid for by a sponsor. Consider crowdfunding and presale tickets to get a feel of interest. Before you sign any contracts or book a venue, be sure your funding is aligned and that your event has generated enough interest.

Determine Dates and Times
Coordinate the dates, times, and schedule for your event so you can plan ahead. Consider if this event will be indoors or outdoors, or if you are seeking a particular season or type of weather. When determining the theme of your event, the location details will come together. Check local calendars to see if your desired date and time conflict with other events in your area or holiday times. If everything has aligned properly, secure your venue as soon as possible. From here, it should be smooth sailing!

When it’s time for a party, 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!

Back-to-School Bash

It’s back-to-school season and it’s just another reason to throw a party. Celebrate the new school year with the ultimate back-to-school bash. Fun Planners has all everything you need to plan your event. This guide will help get your guests pumped for the new year!

Carnival
Children love carnivals, and with Fun Planners, you can bring the carnival to you! Carnivals are a great way to build community and they incorporate a variety of entertainment in one place. From medieval times to jungles, you can choose your equipment theme across carnival booths, games, bounce houses, rock walls, rides, and more. Don’t forget to serve the classic carnival food like funnel cake and cotton candy!

Picnic
Take advantage of the nice weather by moving your event to the outdoors. Start by choosing your theme. Take your guests through Alice in Wonderland’s looking glass with a mad hatter tea party. Or give your event a virtual feel with virtual reality simulator games and space-themed treats like astronaut ice cream.  Picnic fare can be anything from a barbecue to a Mexican fiesta. Diversify the serving methods with street-style feeding, food truck dining, and communal portions. Make sure the food and drinks are refreshing and hydrating for the summer heat!

Sports Theme
Show children the value and importance of teamwork with sporty shenanigans! Pretend you’re on the golf course or batter up with virtual reality simulators. Track the best scores in these high-quality, fully interactive games. Award prizes to the team or players that show the most enthusiasm and teamwork! Win the crowd over by serving up sports game staples like hot dogs, hamburgers, soft pretzels, and nachos!

Photo Booths
Say cheese! Capture all of the special moments by renting photo booths for your event. Images can be printed, emailed, or shared and customized with graphics that match your event’s theme. From retro beauty magic mirror to a mosaic interactive photo experience, photo booths have come a long way. Your guests will cherish these keepsakes throughout the whole school year!

When it’s time for a party, 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!

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!