Corporate Family Day Planner.

The Carnival Fun ExpertsCarnival event production · Orange County & Riverside · since 2007

866-838-4786info@mylittlecarnival.comhttps://www.thecarnivalfunexperts.com

Corporate Family Day Planner — 12-Week Countdown

1. 🎯

   10-12 weeks out

   0 / 5

   Get the win internally — budget, exec sign-off, venue locked.

   • Define the event purpose + KPIsEmployee morale? Recruiting? Holiday? Each shifts the scope.
   • Build the budget + get exec approvalCorporate carnivals typically run $5K-$25K depending on headcount + production level.
   • Project final headcount (employees + families)Most companies see 60-80% turnout vs RSVP. Plan for 70%.
   • Lock the venue (HQ parking lot, park, or off-site)Indoor backup is critical — corporate budgets can't absorb a rainout.
   • Request a quote from usSend your date, headcount target, venue, and a budget range.
2. 📨

   8 weeks out

   0 / 5

   Vendor + comms infrastructure.

   • Sign our event contract + pay depositTypically 50% to lock the date.
   • Get COI on file with your facilities teamMost corporate venues require it. We send it on contract signing.
   • Set up the RSVP systemInternal tool, Eventbrite, or a custom signup form — anything that gives a real count.
   • First all-employee announcementSave-the-date with the theme + RSVP link. Send from a leader, not HR ops.
   • Plan event photography / videoInternal team, or contract a photographer separately. Photos drive next year's attendance.
3. 🎨

   6 weeks out

   0 / 5

   Scope the experience.

   • Confirm the theme + branded décorMost corporate events: Gala Carnival, Classic, or Hawaiian/Tropical. Tell us if you want company branding added.
   • Confirm centerpiece attractionsFerris wheel, photo booth, climbing wall, dunk tank — pick 1-3 anchors.
   • Decide on food scopeCarnival concessions only, food trucks added, or full catering? We coordinate concession booths.
   • Define the kid zoneBounce houses + face painters + balloon artists is typical. We staff all of it.
   • Order any branded swagHats, tees, water bottles — orders need 3-4 weeks lead time.
4. 📋

   4 weeks out

   0 / 5

   Lock the schedule + RSVP push.

   • Second comms push + RSVP reminderBest response from a personal email from a VP, not a forwarded HR blast.
   • Build the day-of run sheetDoors open / kid zone opens / food starts / centerpiece moment / strike.
   • Assign an emcee or hostEven informal — someone to welcome people, make announcements, hold the schedule.
   • Confirm permits if outdoor / public spaceCity parks usually need a special-use permit. We can advise.
   • Coordinate other vendorsFood trucks, photographer, security, AV — share the run sheet with all of them.
5. ✅

   2 weeks out

   0 / 4

   Final headcount + logistics.

   • Lock the final headcount with usWe scale staffing + supplies on this number. ±10% is OK; ±25% needs a re-quote.
   • Final all-employee emailSchedule, what to bring, parking, kid-friendly note, weather contingency.
   • Confirm the rain plan with usWe need 48 hours notice to move equipment indoors or reschedule.
   • Brief your internal event teamWho's on greeting, photo, exec hosting, cleanup, kid-zone walkthroughs.
6. 🔔

   Week of

   0 / 4

   Walk through, confirm everything.

   • Confirm site logistics with us (remote)Share photos + a Google Maps pin so we can pre-plan truck access, power outlet locations, and the kid-zone footprint. No on-site visit needed.
   • Pay the balanceFinal payment typically due 2-7 days before event.
   • Internal team day-of briefRoles, contacts, escalation chain if something goes wrong.
   • Watch the weather forecast dailyPull the trigger on rain plan early — late calls cost more.
7. 🎪

   Day of

   0 / 5

   Lead with calm. We've got the operational side.

   • Meet our setup lead at arrivalWe typically arrive 2-3 hours before doors. Walk the space together.
   • Internal team arrives 60 min beforeGreeting, photo, exec hosting, kid-zone walkthroughs.
   • Run the planned photo momentsGroup photo, exec at booths, kid-zone shots — get them early before food crowds form.
   • Welcome from leadership5 minutes max. Welcome, theme, schedule, then let people loose.
   • Walk our team through pickup at strikeWe pack out; you just confirm the venue is back to clean.
8. 💌

   Week after

   0 / 4

   Capture the win.

   • Share photo recap to all employeesAlbum link or short reel. Drives next year's attendance.
   • Send a 3-question employee surveyWhat was your favorite part? What would you change? Should we do this again next year?
   • Internal team debriefWhat worked, what didn't, what to repeat or skip.
   • Book us for next year if it went wellRepeat corporate clients get priority dates.