3 Transportation Tips for Meeting Planners That Will Help Your Budget

Transportation is often included in meetings. Meeting planners often have the task of making sure that attendees are transferred to their hotel in an efficient yet cost-effective manner. While many delegates consider transportation to be only a small component of the overall meeting, in many cases the transportation budget can be fairly large. Today meeting planners have to find savings while executing a successful meeting. Rather than eliminate transportation as part of your program why not consider a few unique ways to provide transportation yet help save on your budget.

Tip #1 – Consolidate Your Transportation within a Set Period of Time

Delegates arriving for meetings often come from various places throughout the country. That means that meeting planners are dealing with many individual flights arriving at various times to the destination city. If transportation is left open-ended the costs can escalate quickly. Especially if you allow delegates to make changes directly with the transportation company.

As a way to save money, while still effectively providing transportation for the meeting delegates, considering offering transportation on set dates and set times. For example, you might consider offering transportation only on the day prior to the meeting and over a 10 hour period. This tells your delegates that you are still offering the service. Then it’s up to them to decide whether or not they want to take advantage of your offer and book their transportation during that time. Otherwise they know that they’ll be responsible for their own transportation costs.

Tip #2 – Group Multiple Arrivals and Departures on Larger Vehicles

In the world of transportation, sedan vehicle costs can get rather expensive. In the past when I worked with meeting planners who were doing transportation for their group I would often recommend that they use larger equipment (i.e. 10 passenger mini coaches, etc.) to transfer arrivals and departures within a certain timeframe. For example if they had six guests arriving from different cities but they were arriving within a 30 to 45 minute period – rather than schedule 6 separate sedans for the delegates, I would recommend to schedule one minibus. It’s a lot easier to schedule coaches for departures and stagger them a few hours apart for transferring delegates back to the airport. For meeting planners the savings could soon add up into the thousands on transportation alone.

Tip #3 – Assign an Individual to Coordinate Transportation

Rather than thinking that an additional person will increase your budget, consider the savings that meeting planners can achieve if all of the transportation changes are coordinated by one person. This is especially true if you are trying to implement Tip #1 and Tip #2 from above. Meeting planners can direct the transportation coordinator to make changes according to the transportation blocks that they have set aside. They’ll also be able to inform the delegates if this falls within the period that the meeting will pay for or whether or not they’ll have to pay for it on their own. Consider hiring a local expert to assist you with transportation needs if you’re in a city that you’re not familiar with. Local experts understand how things work at the airport (as each airport has their own set of rules and regulations regarding group arrivals and departures) and they also keep abreast of any road construction and traffic issues which may affect your group’s transportation. The cost of this person will more than pay for themselves in the long run.

Meeting planners that are on a tight budget do not necessarily have to rule out transportation for their delegates. There are ways that you can provide transportation for your group without blowing the budget.

 

 

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The Best Places to Find Event Planning Careers

As you probably already know, there are many outlets that promote themselves as the best place to find event planning careers. Just entering a search term in Google will show you that there are literally millions of URLs that promote event planning careers. However, I’ve often found that some insight from industry professionals helps narrow the field of where to look effectively.

Industry associations often promote event planning careers

The meetings and events industry is one of the largest industries in the country. While that can be taken as good news as far as potential employment opportunities go, it can also mean that there are many promoted avenues available for finding event planning careers. I use the word promoted on purpose in that last sentence. The problem with promoted is that while it may appear on the first few pages of a Google search, it doesn’t always mean that it is the best resource for you.

Of course the industry’s largest association, MPI (meeting professionals international) has a jobs and community section on its website. A quick glance will show you that association members are posting job opportunities here. And as the association has thousands of members, you can be comfortable knowing that the jobs and careers listed are reputable.

I’ve mentioned before that I always raise a caution flag when you see any job posting that is asking you to pay for something before they provide you with additional information. These sites (and there are many of them) are basically trying to sell you something rather than provide you with solid job opportunities.

Another meeting and event Association is ISES. ISES (International Special Events Society) is an association design to educate and communicate with event planners and suppliers alike. On the ISES website they also have a career center page where members can post their job openings. In addition, ISES also provides training for the CSEP designation (Certified Special Events Professional). This certificate recognizes meeting and event professionals who’ve successfully demonstrated knowledge, skill and ability that is essential for special event planning.

As I’ve mentioned many times before, joining meeting and event planning associations is one of the best ways to introduce and establish yourself in the event planning industry. These associations provide networking events, industry trade shows and educational programs all designed to improve the standards within the industry.

Job Websites for Event Planning Careers

of course visiting job websites do provide some information on the various jobs that are available for event planning careers. For example monster.com is very robust and can provide a job search for pretty much any location where you are looking. Just remember that when applying on these online job sites that you are competing with sometimes tens of thousands of applicants. As the old adage goes – you only have one chance to make a first impression. So make sure you promote yourself in a way that makes you stand out amongst the crowd.

There are many vehicles available to you when looking for event planning careers. The key for you is to focus on where to look as there are literally thousands if not millions of avenues available. Event planning associations are probably the best place to start your search. You don’t necessarily have to become a member of these associations but I strongly suggest that you consider doing so. This will give you an advantage over other people that might be looking for those same jobs – in that you will be putting your name out to the industry. Many local chapters have networking events on an ongoing basis. Take the time and attend as many of these events as you can. The more people get to see and know you the better your chances are of getting your dream event planning career.

 

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DIY Wedding Planning

Photo courtesy of Monazza Talha on flickr

In this day and age of fairy tale weddings, the royals, the Kardashians and the most recently Petra, the daughter of Formula One boss billionaire Bernie Ecclestone, makes us stop and think. Realistically, for most of us, of having a star studded affair like the rich and famous is not very likely. But hey, we can all dream a little dream.

Weddings are the happiest of times and are intended for the bride and groom to launch their life together. Once the question has been popped, and answered in the affirmative, the first thoughts go to wedding planning. Each couple has different visions of their special day. But whatever they may be, all couples aim to put their individual mark on the day and want to make their wedding dreams come true.

The first step with all wedding planning is determining the budget. Most people I know don’t have the budget of a princess or billionaire. Which brings us to the $64,000 question; how do we have the wedding of our dreams without the budget of our dreams? And the answer is….. A DIY Wedding.

DIY Wedding Planning – Huh?

Although often applied to home renovations, DIY means “do it yourself”. A  DIY wedding, in the most simplistic terms, is a do-it-yourself wedding. A wedding that involves a lot of time, energy, hard work and help from your family and friends. A DIY wedding offers every couple that doesn’t have a budget like the rich and famous, a fighting chance. A chance to have exactly what they’ve dreamed of. A chance to make their special day exactly that – a special day!

DIY weddings are definitely hard work and a plan must be laid out. When putting together the blueprint of the day, it is imperative to plan out every last detail of what needs to be done. This will ensure that no matter how small the details, the undertaking at hand can be accomplished.

DIY Wedding Planning – Some Tips….

There is a lot to think about and plan for with a DIY wedding. Here are a few tips to get you started.

Budget – First and foremost set a budget and stick to it. A budget is pointless if you have no intention of following it. So come up with a realistic and doable budget and follow it, obey it and cling to it. In the end you will be happy you did.

Invitations – This is a great area for DIY wedding couples to save money. There are countless websites that can help you create your perfect wedding invitation. There are all sorts of info available online to assist with the designing, creating and building of the picture perfect invitation. If the wedding is themed, invites are a great place to unveil your theme. Once you have determined the invitation layout, printing is a breeze. The DIY’ers can print the invitation themselves, or if the budget allows, get them professionally printed. Either way, you’re one step closer to the exact wedding you wanted.

Centerpieces – This is another perfect spot to save money. You can design floral or non-floral arrangements that can go from cool and laid-back to tasteful and classy, depending on your wants and choices. Don’t get stuck on a specific flower. Do your research, choose wisely and use what’s in bloom. Just doing that will save you a ton of money in the long run.

Wedding Favors – A wedding favor is a special way for the bride and groom to thank their guests for attending. The thought and creativeness that goes into selecting or making a wedding favor is what it’s all about. Guests will appreciate the DIY effort put forward by the bride and groom. A wedding favor can be edible or a take home memento. A reminder of the couple’s special day. An extremely popular wedding favor right now is handing out a package of seeds. Guests will always remember your extraordinary day just by glancing out at their garden. There are loads of websites out there that will help the crafty (or create the crafty) in you so you can make great DIY wedding favors without breaking the bank.

When planning a DIY wedding don’t forget to do your research. There are a lot of websites out there that can provide help at no charge. The first step, and possibly most important, is know your bottom line. Set your budget and stick to it! And ask for help. You can’t do it all by yourself and friends and family will be happy to help. So stop dreaming and start planning. So that your special day will be exactly that – special!

 

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An Event Coordinator Is One Busy Person

We’ve all been to events and have had a great time networking, enjoying a cocktail while nibbling on some great food. Well chances are that you didn’t even see the person who was responsible for making sure you had such a good time. That person would be the event coordinator. An event coordinator has a very demanding job – often a thankless job. There’s a saying in the meetings and events industry – “the only time you would see an event coordinator is usually when things go wrong”.

An Event Coordinator’s Job Begins Long before the Event Itself

It’s when the date and time has been decided for an event that the job of an event coordinator gets going. The initial job description for an event coordinator is to get all of the various suppliers going on their various tasks required. And getting suppliers all on the same track is no easy feat in itself. Quite often there are many suppliers involved with the one event. The venue itself, the caterer,  entertainment, AV people (audiovisual) and sometimes transportation companies are samples of the various suppliers that an event coordinator is responsible for. Each supplier may have a different task for the event itself. But it’s the event coordinators responsibility to make sure that each of those separate tasks are woven together to make one seamless event. And within each of those suppliers there are many items that they alone need to complete for their part of the event.

So it’s easy to understand why an event coordinator becomes very busy even in the planning stages of the event.

During the Event the Event Coordinator Acts like a Stage Director

If you think that the event coordinator can relax once the event begins, think again. As if their job wasn’t busy enough planning the event itself, it can be even more stressful for the event coordinator during the event. Think of a stage director’s responsibility for theater production during a live performance. They have to make sure everybody is on their mark behind the scene, or backstage, so that the performance on stage goes ahead seamlessly. That’s a very similar description to what an event coordinator is doing during the event. Their job is to make sure that all of the suppliers are on their mark and that the clients standards are being achieved if not exceed it. Just one small piece of the puzzle going bad can have a devastating effect on the event itself. What if the caterer ran out of food for example. Do you really think that the attendees would complement on the food that was there and how great it was? Not really. Pretty safe to say that most attendees will walk away from that event remembering that they ran out of food. That would not a good impression to say the least.

So the next time you’re at an event, take a moment to look at the people working. Chances are, if you look for them, you will see the event coordinator working diligently. Go up to them and let them know how you appreciate all the hard work they have done. You never know, the next event coordinator may just be yourself putting together your own event.

 

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Event Planning – What’s Missing…

Photo courtesy of ryanrocketship on flickr

Every planner wants to do that extra special something to ensure their event stands out. Amazing speaker…check! Tasty food and beverages…check! But what you’re missing is a fun event, a really fun event that’s memorable and provides lots of laughs. What to do, what to do? Then it hits you like a ton of bricks, a Scavenger Hunt. The perfect addition to your event!

A scavenger hunt is a combo of team-building, information sharing and serious fun. A scavenger hunt is a fantastic way to get your guests, attendees and staff to get to know each other better, work together in a cohesive way and actually have some fun. And at the same time sneaking in common-sense thinking, problem solving and communication. It is a win-win situation across the board.

Event Planning – Scavenger Hunt

The basic definition of a scavenger hunt is; searching for and finding particular items from a list provided by the organizer. Scavenger hunts are really cool and fun and can be organized anywhere. In the hotel, venue or, if you want to go really go big, utilize the city you are in. They can be planned using cars or by foot and with or without public transportation.

Event Planning – Let the Fun Begin!

There are a couple of ways to go when planning a scavenger hunt.

You can easily hire a professional company to provide all the scavenger hunt services required for your guests. Scavenger hunts can be created for any specific group and location. All the scavenger hunt companies I’ve dealt with will take the info provided by the client and tailor the entire program to each group’s particular needs and wants. The supplier will then come on site and oversee the entire thing, including the awards ceremony.

Another option (time permitting) is to use your own creativity and design the scavenger hunt you imagine. As part of a team organizing a conference in San Francisco for just under five thousand attendees one of my responsibilities was to plan and coordinate an off- site dinner for 100 guests. We planned a fun scavenger hunt prior to dinner ending at the restaurant…just in time to eat! I wanted to design and set up the scavenger hunt from scratch and put the whole thing together including the list of questions, various routes, a time-line and the awards ceremony. The scavenger hunt was definitely a hit with the guests. They all arrived at the restaurant amused, smiling, giggling and sure that their team had won.

To this day, I don’t know who had more fun, the participants or me! Putting the scavenger hunt together was a hoot and I learned a lot. I truly believe that if I learn something from an experience it is worthwhile. And I’m happy to say that I most certainly did!!

When planning an event don’t forget to schedule in some fun. Do your research and add some programs into your event that will force your attendees to bond while at the same time have a laugh or two.

 

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Say YES to Destination Management!

Photo courtesy of Cliff1066 on flickr

The definition of a Destination Management Company is “… a third party professional services company possessing extensive local knowledge”.

Working with a Destination Management Company (DMC) will not only add to the success of your event, but will help manage your stress and yes, it will add to your bottom line. At first glance you may think it will only increase your costs, but using a DMC will actually positively affect your bottom line.

Working with a company that specializes in the city you are planning to be in will only help you to provide the quality conference, meeting and/or event you desire.

Destination Management Company – The W’s!

Where –  Destination management companies truly are the city experts. A DMC brings a whole heap of knowledge, sources, resources and know-how to the table. Just think about everything you know about your home city. All the knowledge and experience you have accrued over the years. The local DMC is in that exact position, they have worked successfully in their city and will bring all that expertise, experience, savvy and hard work to design and create and execute the program to your liking.

Who – Your conference, meeting and/or event are of the utmost importance to you. And they should be. Therefore so should the service company you end up hiring and working with. When selecting any supplier it is imperative to look at a number of organizations. Compare the companies and the services they provide. Who are you are looking for? Who do you mesh with? And what services do they actually provide?

What – The services a DMC can and will provide run the gamut, including but not limited to ground transportation, tours and activities, spouse programs, children’s programs, gala dinners, entertainment, décor, speakers and execution of events. The list is endless and a DMC can provide a variety of services. The destination management company you ultimately choose to work with will do as much or as little as you want and instruct them to.

Destination Management Company – Save YOU Say!

Yes, when working with a DMC there are costs involved. Some DMC’s just add a management fee and others will mark up the other fees involved. In my role providing DMC services, and as a client of various DMC’s, I have worked both ways and I can tell you there really isn’t much of a cost difference.

So how does working with a destination management company save money? As previously mentioned, a DMC offers a great deal of experience and resources. I know when working in the DMC role, I recommend the best possible program under the direction of the client. The route to go, best possible logistics and of course, always, always, where they can cut back and where they can save money. So while there is a charge for destination management services, most DMC’s will provide the top of the line services and logistics, superior and faster options and the various ways (and there are many) to save money. Not only for the destination management jobs and services they have proposed and are providing but for the other services you are utilizing for the success of your conference, meeting or event.

Destination Management Company – Help!

Photo courtesy of 24oranges.nl

If you are indeed looking to plan and organize a conference, meeting or event and are in the need of an amazing destination management company to provide assistance, but you aren’t sure where to go. No need to agonize   ADME is here to help. They are a  non-profit association that provides destination management information to association and corporate meeting professionals. Visit ADME.org and  they will supply you with contact information so you  can easily find the right destination management company to work with.

Don’t be afraid to say yes to Destination Management when planning your conference, meeting or event in a city you are not familiar with. Be sure to do the leg work and choose the destination management company that best fits your organization, budget and YOU! You will be so happy you did!

 

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Event Planning Business: The Pros and Cons of Going It Alone

Today businesses have to be very careful of where each and every dollar is being spent. As we all know there’s a lot of chatter going on right now about the economy and whether or not were going to slip backwards or start moving forward. If only we had the answer to that nagging question. There are arguments from both sides on whether or not it’s a good time to start an event planning business. Often times during economic downturns there are more programs available that may help you get your business on its feet. And sometimes our own situation points us in the direction of starting our own business. For people starting their own event planning business a question on their minds is whether to go it alone or to hook up with the franchisor. In this article I’m going to explore some of the pros and cons of going it alone. It truly depends on the personality type of the individual as to whether or not it’s a good idea to go it alone.

The Pros of Going It Alone in the Event Planning Business

Of course the first thing that comes to mind when starting your own business is that you have complete flexibility and control over your operation. Some additional benefits of going into the event planning business on your own are;

  • you have complete control over your standards
  • you do not have to pay out any set marketing fees
  • there are no franchise fees to pay
  • as your own boss you have complete flexibility
  • set your own work hours
  • you are responsible only to yourself

One of the biggest areas of an independent business is the personality type of the owner. So that’s an area that only you can truly answer. Sometimes you do have to sit back and analyze your work ethic. What you’re basically trying to determine is whether or not you have what it takes to work on your own and for yourself.

The Benefits of a Franchise Model for Your Event Planning Business

Franchise business models are becoming very popular in a number of industries. The event planning industry has seen a significant increase in franchises available. Even in today’s economy I’m seeing the network marketing business model reaching newer industries and the event planning industry is certainly one of them. The benefits of associating your event planning business with the franchisor are;

  • a tried and tested marketing plan
  • lead generation – providing you with a stream of potential clients
  • cookie-cutter operational procedures that you can easily implement
  • advertising for your company that would otherwise be too expensive

People that have come from corporate world to start their own businesses often say one of the biggest issues they have to deal with is how alone they suddenly feel. And like most start up businesses they may be working from a home office. Understandably a lot of people have a hard time being productive in a home office. There are a lot of distractions and temptations that can take their mind off of work and the tasks at hand. And often times a franchise business model may help the business get on its feet quicker than if they were building their business from scratch. But there are certainly is a price to pay for aligning with the franchisor. It is something that you really need to research and do your due diligence before you make a decision.

 

 

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Birthday Party Ideas – It Themes to Me…

Photo courtesy of ladybugkt on flickr

Everyone loves a party…even those grinches who say they don’t. Food, fun, friends and maybe a beverage or two…what’s not to love? But anyone can have a party. You want to bring it up a notch, to take your party not just to the next level but the next stratosphere. And throwing a themed party is great way to guarantee that yours will be an affair to remember.

The Classic Carnival with an Adult Twist

Recently a colleague wrote a blog about volunteering at a carnival fund raiser aimed at an adult audience. What a great idea! Raise your hand if, at the last child’s birthday you went to, you wanted to boot the little ones out of the bouncy castle so you could have it all to yourself. Me too!

We all look back on the carnivals of our childhood with extreme fondness. They’re wonderful memories of rides, games and more junk food than you can remember (sno-kones). It’s actually pretty easy to recreate that with an adult twist. Rentals have changed the face of party planning. Bouncy castles, candy floss machines and carnival games are readily available for rent. And if you want the carnival fun with a smaller budget it’s easily done. Serve your guests bags of popcorn, create homemade games and for a twist on an old favorite…Margarita style slushies (they’re really just unblended margaritas).

Making out behind the rides is optional.

Vampires…Do They Really Suck?

Like ‘em or not, vampires are the biggest thing around right now. And they’re not just for horror geeks anymore. True Blood, Vampire Diaries and the Twilight series all feed into the current Vampire phase.

Think of the invitations you can create! An open mouth with fangs, a cape, you can do hard copy or e-vites and let your imagination fly! And the food and drink could easily match the theme with a little creativity and some red food coloring. (Bloody Mary’s anyone?)

Have everyone dress as their favorite vampire (or werewolf or witch). And although some people will never wear a costume, there’s something about it that gets everyone in a party mood and ready to participate and have fun.

Roll This Way…Bowling for Adults

Boy have bowling parties changed! I remember going to a bunch of bowling parties when I was around ten years old. And they were all pretty much the same thing. Fifteen kids crammed into three alleys with decibel levels somewhere around a thousand! And the repast offered…mmmm, steamed hot dogs with stale buns and cold fries. And warm, flat soda pop.

Try revisiting that without having to wear shoes that have been sweated in by about 300 people before you. Welcome to the Wii Bowling Party.

Invite your guests to wear their old bowling shirts and organize an at home bowling tournament. Be sure to draw the names from a hat and try to keep spouses and dates on separate teams (a little good natured competition never hurt anyone).

Themed parties aren’t just for kids anymore. Making your party stand out doesn’t take a lot of money. A little bit of creativity will help make yours an affair to remember!

 

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Should You Use a Wedding Planner?

In “olden times” – you know, way back in the ‘70’s – planning a wedding was very much a family affair with the bride, her bridal party and the two mothers all chipping in to hunt down the perfect venue, book the entertainment, bake the cake and even break out grandma’s famous and top secret cannoli recipe.  It fell to friends and family to organize and strategize and realize the happy couple’s perfect wedding.  Forty years on and things are a lot more complicated and a lot more competitive.  The average mortal needs help to navigate the bumpy waters of the wedding industry.

With so many decisions and so much to choose from brides – of all ages – are finding that the first, and perhaps the most important decision that they’ll make – once that ring goes on the finger- is to find the right wedding planner.  A good wedding planner will take much of the stress and worry out of your wedding allowing you to really relax and enjoy your big day.  A few things to keep in mind.

This is Your Wedding – NOT the Wedding Planner’s

It’s your wedding – but is it really? Let’s face it.  One, maybe two couples throughout history really got to do their wedding their way.  For many hiring a wedding planner is  a form of “protection” – a kind of buffer from the  well-intentioned family and friends who all throw their two-cents in about what they’d like to see, hear, eat and wear on your big day. Just realize, when selecting a wedding planner, that some can be guilty of doing exactly the same thing. If you’re not careful your wedding ‘expert’ may take your day and turn it into his/her day.  So when you’re researching wedding planners be sure to have a clear vision of the things that you HAVE to have to make the day a success for you.  These will be your non-negotiables.  And then expect your wedding planner to find interesting and creative and affordable ways to execute your vision.

A good wedding planner will listen to you.  He/she will get to know you so that the wedding is a reflection of your values and personality and not a reflection of his/her “relationship” with specific venues and suppliers.

For example, you and your partner want a small and unpretentious wedding with a nice, casual cocktail reception in a small, cozy restaurant.  Do your research.  Look at the planner’s website to see the type and variety of events that he/she has created in the past.  If every event featured on wedding planner’s site includes festive balloon arches in a plethora of colors – your pastels and your primaries – then just keep on looking.  Some planners tend to duplicate essentially the same event, but in different colors, over and over again. If the events highlighted on the wedding planner’s website and promotional literature have a similar look and that look is not what you’re after then move on.

After outlining your expectations and “must haves” with a potential wedding planner have him/her give you some suggestions – immediately. As in “right then and there”. How creative and resourceful is this person?  Does he/she have the resources and contacts to give you what you want…rather than giving you what they have?

You have a budget – find a wedding planner that will help you stick to that budget – not double it.

The wedding industry creates lasting memories for brides and grooms everywhere. The industry works hard to give every bride her “perfect day” whatever that may be.  However, some less scrupulous wedding planners will manipulate the emotions that come with getting married for their own financial benefit.  “Of course, if you really loved your daughter you’d upgrade to the stretch limo”…you get the picture.

Guilt is great selling tool when it comes to planning weddings and funerals (but that’s a topic for another day).   You’ve told your wedding planner that you want “small floral arrangements” on each table but he/she comes back with a suggestion of  “live glow-in-the-dark tropical fish swimming in Swarovski crystal bowls” as THE must have centre piece of the season – just say NO.  A good wedding planner will find a way to use unique or indigenous wild flowers for your “small floral arrangements” or incorporate creative vases to give you want you want.

And finally, do not be afraid to speak up.  Communicate your vision, your expectations and your budget very early on in the process.  And expect your wedding planner to stick to it. If your wedding planner is taking you to places where you do not want to go – then just don’t go there.

 

 

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Halloween Videos

Photo courtesy of Mialo on flickr

Well, the time is here. Sadly summer is on the way out and that means fall is on the way in. Almost every single person I talk with lately has that ever so depressing feeling that the casual fun and the warmth of summer is creeping out and will soon just be a memory of the past.

But really, for all the party planners out there, the fun is just starting and we have a lot to look forward to as cool fall is ushered in.

So if fall is here, then Halloween is just around the corner. Yippee! If you know me, you know I love, love, LOVE Halloween. It is a time of (mostly) good clean fun, lots of laughs, decorating and …candy! How can you not love this time of year!?

Another great thing that comes with Halloween are some good old, just for fun, pranks. So have a look at these funny Halloween pranks videos and enjoy the laughs. Boo!

 

 

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