Fall Festivals, Back to School Events, Fall Carnivals, Harvest Parties, Halloween and MORE!
As the fall season begins to approach the kids will be going back to school, soon the leaves will be turning colors, and dropping to the ground, and even sooner you will start seeing more and more sweaters, rain coats, and those familiar gray weather days that so many of us wait for here in the Portland area. PTA parents, School administrators and principals, Churches, cities and towns, parks departments, corporations, shopping centers, and other organizations all begin the preparations for the coming season’s events- whether it be just a one day extravaganza- or a festival spanning several days.
All these people planning another year of fun and festivities for the fall event- and each person planning, whether a seasoned professional or a first time planner is looking for something to set their event apart from the rest.
Here are our top 10 ideas and planning tips which we can offer fall festival and event planners:
1) Determine a Budget.
This is the number one thing to figure out before you start. Once you get the budget, try and get some more money to work with. Like anything a fall event is something which the more you spend, the more you get out of it. But do not be concerned if you have limited funds- you can still have a great party by planning it on an off night and being a little creative and careful with your spending.
2) Hold the event indoors
The coming season presents it’s challenges with being outdoors- so it is best at the least to have an indoor alternative event option. This will allow you to keep your guests comfortable and your attendance up. Another thing you may consider is simply renting a larger tent or some canopies to offer some shelter from the elements. At Events Unlimited, we can help with any of your special event needs.
3) Send out invitations and marketing early. Send out marketing and invitations again.
People these days are inundated with all kinds of marketing messages, so just because you send something once- do not assume it is stuck in their heads. We recommend sending regular reminders as much as possible to your guests to make sure that it is something they are aware of… Keep broadcasting the message and exciting the potential guests, this will ensure a larger turnout for your event.
4) Select Activities that are age appropriate
If you are planning a party where most all of your guests are 16 year olds, make sure you are choosing things that are of interest to them. The same thing goes for any age group. A group of 5 year old’s are not going to have much fun if you blow of your budget on alcohol service, and a 45 year old is not going to have a great time in the bounce house. So making age appropriate selections for entertainment and activities is imperative.
5) Make sure there is something for everyone.
If you create a nice selection of activities with individual items geared towards the different groups of people you have at an event, your are going to have a much happier crowd. Offering a variety of activities is the best way to have a successful gathering, regardless the age span or size of your group!
6) Food/Beverage and Snacks should be warm
It’s getting colder outside. Think Hot apple cider, hot cocoa, and the like. You can always be prepared to offer cool drinks should we get warmer weather than usual- but typically, especially if you have an outdoor event- people are looking for a way to get warm. This carries over into food service as well. This time of year we see an increase in food items like nachos, popcorn, and the warmer varieties. Our Snow Kone machines sit on the shelves for a few months…
7) Use extra decor elements to make things more exciting.
There are all kinds of decor options available to create a more visually exciting event entrance. People walking up to a decorated and visually stimulating activity are generally going to be more excited about what is to come- giving your event a better perception over all. We have all kinds of things from sky dancers, to inflatable arches, balloon decor, and more that will help you to create a fun atmosphere! Just ask for some help.
8) For prizes: Have both fun candies and healthy treat options
We can help you with all kinds of carnival prizes– and can likely save you a fortune with our wholesale accounts. But aside from the typical trinkets, offer both the candies that people regularly associate with fall and Halloween events- and be sure that you offer some healthy snack options for the crowd…
9) Host a Contest – Costume contest, Pumpkin Carving, or even a coloring contest.
A contest is a way to not only garner interest in your fall event or harvest festival, but it is also a way to build the excitement and offer an incentive to those who may be attending. Many people will plan their approach to the contest and think about it, look forward to it, and discuss the event with others in order to prepare. This will generate a buzz, increase attendance, and garner more involvement and effort from your guests!
10) Use a professional party planning and event rental company.
No matter what you do- make sure to use professionals when you order any entertainment, games, supplies, tents, or anything for your event. There is no worse way to do things than to shop based on price alone when it comes to your event. The best thing to do is to use a reliable source like Events Unlimited- be honest with us about your needs and if can do anything to help you- we will do it with a smile.
When you are planning – Step outside the box.
When it comes to planning a fall event, there are some of the old standby activities which are common at all kinds of fall festivals and parties. It is your challenge as a planner to think up something new and different. If you have an idea you think will work, call us and share it with us. We will do our best to help you!