Successful event planning might be needed for a child’s birthday party, a company picnic, a child care centre celebration, a school fun day, a sports presentation or a major corporate event. Whatever it is, the same event planning principles will apply.
Bubbling With Energy have been assisting event planners such as parents, volunteers, social club secretaries, professional corporate event planners etc to plan all kinds of events for over 27 years.
Here are some event planning tips to make your next event successful.
What’s your plan?
The earlier you begin planning the better. In fact, from our experience the very best annual events are those where planning starts immediately after the last event.
Planning includes deciding on the event budget, purpose, who’s the audience, and marketing. It also covers what memorable activities will be booked, sponsorship, catering, and the venue.
The planning committee?
Don’t do it all yourself! Even for a family birthday or anniversary celebration you can delegate catering, greeting or cleaning duties to other family members. In fact, some people get annoyed when they are not asked!
Therefore, for larger events you need to develop and manage an enthusiastic committee of finance, marketing, volunteer coordinators, activity bookers, sponsor minders, etc.
Successful Event Planning includes great activities. The memorable activities you book will depend on the purpose of the event, your audience, and whether it is an indoor or outdoor venue.
For instance, your purpose might be a fundraiser, a community fun day, a product or service brand activation or launch. It might also be a commemorative celebration, a themed activity, an exhibition, or even team building.
For indoor events consider entertainmentsuch as roaming clowns, temporary tattoo artists (yes, they do wash off) or face painters.
Alternatively, if you are having a sports theme, Bubbling with Energy can also supply interactive games. These include the inflatable basketball or soccer shootouts, football passing or the mini golf challenge.
For large corporate events and festivals and fetes, consider having carnival rides or a bank of dry or water slides and spectacular obstacles courses. Some of the latter include the Ninja Warrior Challenge (as seen on TV’s The Footy Show), the Extreme Fun Run, the Inflatable Maze, and the Toxic Shock Wipeout Challenge. These exciting names featured in your event advertising will attract visitors. They also add to the memorable experience every successful event planner seeks.
If you really want to go big try the Stunt Jump (yes, it’s a stunt pillow just like those used in high action TV shows or movies).
For school fun days, fundraisers, fetes and festivals consider hiring the famous Dunk Tank or Cash Grabber.
For smaller events, themed kids jumping castles such as Superhero and Disney inflatables are all the rage. They have theme names like World of Disney, Fairy Tale, Teenage Ninja Mutant Turtles, and Justice League.
For adult parties hire the Inflatable Pub, or one of our mechanical bucking bull type devices. The latter are particularly popular at hens and bucks parties and anniversaries.
Planning a Successful Event – Marketing Tips
Use every media possible including FaceBook, Instagram, Pinterest, Newsletters, school/parent notices. Ask a sample of potential event visitors how they like to hear about events and follow that advice?
Media releases should feature the purpose of the event. For example, if you are raising funds for “Koalas burned in recent bushfires”, feature that in your copy. News outlets will grab emotional content like that.
Ask your suppliers, sponsors, and the venue, to feature your event on their websites.
Provide copy (including pics) for the “What’s on in XXXX” type websites. Can you imagine how attractive a photo of the Stunt Jump, or one of our large inflatables, will be on those websites.
You marketing should continue right up until the event starts. If it is an annual activity, the marketing should continue beyond the event to advertise next year’s activity.
After the event seek feedback so that you can honestly congratulate your event planning assistants, and also improve it next time.
Automate all the event information so that you don’t have to reinvent the wheel when looking for successful event activities in the future.
Successful Event Planning with Bubbling With Energy
Finally, you’ve heard the expression “We are here to help!” Well, we are!
Above all, we have the experience, the professional staff, and the widest range of exciting activities to add to the success of your next event. So, contact us now and be safe in the knowledge that we can make your event planning an easier experience.
Bubbling With Energy Entertainmenthave been in operation for over 27 years.
Contact us for more Successful Event Planning Ideas:
Need ideas for your school fete or carnival? Choose from these crowd-pleasing activities, marketing strategies and ideas!
All Day Ride Tickets
This one ranks highly among the More Brilliant Fete Ideas category. We have seen this done at many school fetes with great success.
Promote the Fete at least a month before the Fete date, and sell advance “All Day Ride” tickets for say $25. This allows ticket holders to ride any fete activity without paying more on the day. For a small fee, Bubbling With Energy can supply wrist bands for the All Day Ticket riders. This will ensure you have some advance funds prior to the event, and also ensures people turn up on the day.
On Fete Day, people can purchase the All Day Ride ticket for a higher price of say, $30.
You will need to set up a Ticket Booth for the event. Set up your own or we can supply it. Note – pre sales also ensure shorter lines at the ticket booth on Fete Day.
Food Glorious Food
Food is a great way to extend your fund raising. We have carnival foodavailable such as Fairy Floss, Sno Cones and even a Popcorn machine.
Depending on the demographic of your school population, you can get parents to make (for sale) non messy foods such as spring rolls, samosas, or fish cakes etc, or the traditional sausage on a roll. Sell cans of drinks to go with the food.
Roster volunteers to stand at the entrance/exits of the Fete with a donation bucket to collect extra gold coins.
Here’s another brilliant fete stall idea. Invite a local dance group(s) to perform at the event and maybe set up a stall to advertise their dance group. This ensures more parents and family members come along. It’s also great for your pre Fete advertising.
Inflatable and Obstacle Course Sponsors
Invite say, a local Fitness Club to sponsor an inflatable jumping castleor obstacle course. We can attach their velcro backed signage to the amusement device they are sponsoring. As an added bonus, you can offer that they can do a fitness demonstration at the event.
Do ensure that any sponsors are acknowledged in event publicity.
Local Community Groups
Invite the local Scouts or Guides, Surf Lifesaving, and St Johns Ambulance to set up Recruitment Stalls at the Fete. They can do demonstrations of their particular activities e.g the St Johns or Surf Lifesaving volunteers can demonstrate how to use a defibrillator. Maybe the Scouts and Guides can teach dads and mums how to do a truckies hitch (a brilliant knot for tying loose materials to the family trailer).
All these extra people add to the excitement and fund raising opportunities of the event.
Amaze with the Maze
This is another brilliant fete idea. During Halloween a local school set up our Inflatable Maze as a Halloween Maze. You can guess what scary scenes were depicted in the maze dead end zones (excuse the pun). Depending on your event theme, it could be set up as an Australiana Maze, a Christmas in July Maze, a Learning Maze etc. It’s only restricted by your schools imagination.
Sports Skills Arena
Also under the more brilliant fete ideas category is a Sports Skills Arena. Children in your school undoubtedly play soccer, rugby league, basketball or even golf. Check out these Sports Inflatables which test the skills and stamina of your budding world champion players.
For the older event visitors, charge them to rodeo ride the mechanical bull, or any of our other “Mechanical” devices. All of these rides can have sponsors signage featured on them.
Sydney Water Stall
Invite Sydney Water to set up a stall to promote better water usage such as 4 minute showers. Maybe they will provide free water bottles.
What would a Fete be without a Lucky Dip? If you don’t want to make up your own, companies like Blueberry Express can supply Lucky Dip prizes. Set a reasonable fee for a dip in the Lucky Dip. Ensure you have a few larger prizes in there e.g a movie pass, a meat tray sponsored by a local butcher, a bottle of wine sponsored by the local bottle shop.
Want to dunk the teacher? How about the principal? A dunk tank is a great way to raise money and it’s fun for everyone (perhaps not the teachers).
Treats are exciting for all ages. Hire two of our operators to operate all three machines and keep everyone happy. Or, you can hire the machines and all ingredients and have volunteers operate the stalls yourself. Fairy Floss has been a carnival stall staple for decades. Sno Cones are great for all months except for winter so hire one of our Sno Cone machines. Place the Sno Cones as close as you can to the rides so those thirsty patrons have quick access. Popcorn is a great winter seller. We recommend our Popcorn warmer as you will get through so much more popcorn by us supplying pre-popped popcorn, and you simply warm it up. If you are seeking some colour to your stalls, hire our inflatable carnival food stall.
Multi Games Video Arcade
This unit features 48 games from the 80s and 90s to play with current technology. Bring a nostalgic feel to your event with a Video Arcade stall! Play Galaga, Pacman, Donkey Kong and Space Invaders again! This quintessential Video Arcade machine is going to be one of the favorites.
Petting farms are very popular with young children and a great stall for fetes, and larger events. Our staff will bring a variety of small, soft, cuddly animals suitable for children to feed and pat.
Allocate an area for people to blow bubbles. Bubbles can become addictive and intriguing while entertaining to watch. Why not hire our colored lasers and party lights? This will create a spectacular contestant driven show.
A Chocolate Wheel is always popular! You can gather local businesses to donate prizes. You may sell 100 tickets at $1 each. You can always raise good money from this sideshow. Check your state regulations about raffles.
Coffee & Tea Stall
Approach your local café to set up a coffee machine. Sell coffee and quality tea flavors. You could also sell slices of cake and scones to make a drink and cake package. This stall is also great to keep the spirits of your stall volunteers up by providing them a free drink. Or, you can of course also ask a Coffee cart to attend and charge them a fee to be there. Locals love a coffee so make sure they offer a great coffee. Limit what other items they can sell to ensure you are getting the most from the operation.
We have face painters! They can do anything that the kids want. Our face painters can come dressed as a clown, fairy or pirate or as themselves. Face paintings make for an exciting photograph for the kids and families. And, consider temporary tattoos for the older kids.
You can buy bunches of flowers from your local flower market the day before. Or, contact your local florist well in advance to make your bulk order. Flower stalls are a great idea if your event or fete is on the Mother’s Day weekend, or around Valentines Day, as they make a divine gift.
Think of having a farmers market at your fete to attract extra visitors. Locals love a farmers market and will spend on other items as well.
Hot Food Stalls
People get hungry. This will definitely be the most profitable stall. The favorites are also some of the cheapest to make. Think of hot dogs, hamburgers, hot chips, meat pies and sausage rolls. If there are some international mum’s at your school, they can make a curry or stir fry from their family recipe. Ensure that you follow your local council’s food regulations.
Look within your school community for ethnic groups. Find a Greek, Indian, Asian or Italian and encourage them to contribute their traditional foods.
Drinks are a must-have at any event- especially when selling food. Buy cartons of cans and plenty of bottled water. Also approach Bells Pure Ice for a donation. They will usually offer free ice if you pick it up from their plant based in Prospect.
Hair Color Stall
Extremely popular! By the end of the day, most people will have colored hair. So it is imperative that you stock up. Seems like hair color sprays are a great alternative to face painting for older kids.
Who doesn’t want a temporary tattoo? Even the school principal will want one. You can raise a lot of money from temporary tattoos. Want to ramp it up a bit? Then hire our glitter tattoos.
DJ Party Area
Hire a DJ to play music for all the kids and parents. Music is key to a great celebratory environment. It is important to have an area that will project the sound across the event. Hence, having a DJ that will create a party atmosphere is a great idea for events that continue into the night.
Also, gather promotional vouchers. You may add items from local businesses to put into bags that everyone will receive during the event. This is a great way to help the community collaborate together, and to raise money for your school or event.
Ponies are always a favorite with the smaller kids. Our ponies are well kept and rewarded for their work. Ponies are a guaranteed hit if there are a lot of people at your event! Expect a long line every time. Most of all, ensure that you are hiring from an established business with appropriate insurances. It is important as parents will not have public liability insurance.
Tombola is a type of raffle that is popular in Europe. It involves raffle tickets drawn from a large revolving drum. See this Tombola link for more information. In addition, a great prize idea is a meat tray donated from the local butcher.
Players must score all their colored balls in the allotted time. It’s the only way to win with our Inflatable Basketball Shootout. The ball comes out from your opponent’s side when you score, so the one with the most balls left loses.
Bungee Fun Run
Bungee Run has two inflatable laneways. Participants are strapped to Bungee ropes to see how far up the lane they can go! The Bungee Fun Run is exciting and challenging.
Roaming Clown, Magician, Circus
In addition, we have Roaming Clowns that can add colour and excitement. Trained magicians are able to produce many great tricks and illusions! You’ll spend the day in a state of constant wonder.
Getting the locals to support your fete
Invite the local dance studios to showcase what they do
This adds huge value to your school fete. Local dance studios love showing off what they can do, provides loads of entertainment for everyone and also drags the dance member’s Mums and Dads, brothers and sisters and grandparents along. Now many of these families will have no link to the school but will spend big on food, chocolate wheel and other items sold.
Ask every class to do something for the fete
Kids love showcasing what they have done in class. It attracts the whole family to the school and as a result the family will spend money while they are there.
Sell ride tickets at a discount prior to the day
You want to entice members of the public and people connected to the school to actually turn up on the day. So, offer discounted ride tickets a few weeks out from the fete or festival date. This will lock people in and they will attend even if the weather isn’t that great. On the day the price should be higher. Bubbling With Energy can offer “Ride at your own risk” wristbands for a small fee.
Confused why? By setting the rides in a U shape you will have patrons gather in the middle. Easy for Mum or Dads to watch their kids on different rides while catching up on the local goss but also creates a fun atmosphere as the locals like to mingle.
To profit share or not to profit share
Whilst the idea of profit share provides you a guaranteed revenue albeit small, if you promote your fete properly you will raise a lot more by taking on the risk yourself and simply seeking a package deal from an amusement hire company. Most profit share arrangements offer an 80/20 split but that does not leave a lot of income for your school. Back yourself and your committee for the event to be successful and it usually is.
Marketing is everything in making your fete successful
Get those huge signs out the front a month before the event. Perhaps hit the local print shop for a free banner. Also, hit the social media sites, and local online garage sale Facebook pages. Additionally, ask the parents to promote the day to all their friends, and put posters in windows of local businesses. Small businesses love promoting something in their local area as it attracts people to their shop.
These activities will actively engage kids are the heart of a school fete. These are the tried-and-true carnival games and activities that schools rely on year after year!
Give Bubbling With Energy Entertainment a try
So, if you are in Sydney why don’t you give us a try. We have loads of amusement rides and carnival foods that will make your fete or event successful. Email us at [email protected] for a quote.