Monthly Archives: March 2016

Top Tips for Event Organisers in Birmingham

Planning an event in the UK’s second largest city isn’t an easy feat. According to an in-depth study of the views of more than 600 British event organisers by The 2010/11 BMEIS, Birmingham has been selected as the top UK events destination outside London. With over 200,000 conferences and 320 exhibitions being hosted in the city every year, it’s imperative that event planners Birmingham get it right. Here are a few tips to help you on your way.

  1. Travel To and From Birmingham – Birmingham is at the center of the national  motorway network and at the heart of the UK rail network. It also has direct air travel to 143 destinations worldwide. This makes it an ideal location for any event or meeting for your business. Event organisers Birmingham need to allow adequate time for delegates to travel to the point of meeting and ensure that direct transport links are accessible when choosing an event location.
  2. Make it Memorable – Diverse cultural influences are easy to spot in Birmingham. Different nationalities, religions, arts, interests and ideas all exist side-by-side, giving the city’s people and businesses the gutsy confidence to always try something different and to explore everything new. Make your event stand out and create a talking point by introducing multicultural food or music to your event. Be the city’s most unique event organiser Birmingham.
  3. Choose Your Venue Wisely – With over 150 meeting and conference centers in the city, event planners Birmingham have a tough decision to make. Ensure your venue provides suitable seating, accommodation, room layout and facilities to host your event.
  4. Make Parking a Priority – Delegates may require on site parking at the conference center. Hidden parking costs will disappoint attendees, so ensure that if the venue does not offer complementary parking, you advise them of the cost to park per day, or of the nearest car park to the venue.
  5. Call Conferences and Events UK for Event Planning and Management Services – From parties to conferences, staging to PA system hire Birmingham, Conferences and Events UK’s organiser experts have it covered. Take time-wasting and stress out of the equation and use our event planners to ensure everything runs smoothly on the day.

How to Keep Calm While Presenting – 5 Tips

Stop Presentation Nerves

Top Tips for a Calm Presentation

Even seasoned speakers get nerves before a presentation. Whilst they are completely normal, and can drive you to give your best, they can get in the way of a great presentation.

Being nervous isn’t a weakness. These tips will help you channel your nervous energy into something positive. They are small, concise tips. Feel free save to your phone or print out as a quick reminder.



This is a great and natural way to relax. It can also break the ice with the audience.


Drink Water

Nerves can give you a dry mouth. A sip of water will make your delivery clearer. It also buys you a precious moment or two if you need to pause of think



Knowing your subject and being prepared will give you confidence. If you can’t prepare the topic, research your audience which will help with rapport.


Slow Down and Pause

Just before starting, pause, make eye contact with the audience and smile. It’s a moment of peace. Remember to pause during the presentation to gather the audience’s attention. A slower pace will relax you.


Have Reliable AV Equipment

Make sure your AV Equipment works well. If it doesn’t, hire some decent audio visual equipment. Messing around with faulty or badly set up projectors will distract and frustrate your audience.










5 Tips to Set Up A Projector

How Do I Set Up a Projector?

Top Tips for Setting Up Presentation AV

Setting up presentations and data projectors can be an extra cause for pre-presentation nerves. Conferences and Events UK has years of experience in AV hire and event planning. Follow our simple connection guide to get your presentation off to a flying start.


Prepare your AV Equipment

Start by making sure the laptop and projector are both turned off before you start making any connections.


Preparing the Projector

Turn the projector on, make sure it is on the correct input (in this case ‘computer in’) and connect it to the laptop using a VGA cable. (It doesn’t matter which end you connect to either device.) Connect one end to the projector ‘Computer In’ port and connect the other end to the ‘Video’ (external monitor) port on the laptop.


Making an AV Connection

Turn the laptop on, it should automatically try and find an external display, ie, projector or monitor, and connect to the projector. If it doesn’t the Fn button on your laptop will activate the function keys. One of these will be the ‘monitor output’ button. Check your laptop help guide for advice on this. Some projectors, such as Panasonic, have an onscreen display feature, this will enable you to set up easily following the simple instructions. Please remember to make sure that the correct input on the projector is selected, you can find this out by pressing the input button on the projector. If it is not on the correct input it will not connect.


Getting your Project Audio Working

Attach the audio cable to the projector ‘Audio In’ port and the laptop ‘Audio out’ port. Make sure these connections are tight. As laptop sound is often poor, we recommend using a separate laptop speaker. If you have a bigger audience you should consider using a small PA system to ensure your presentation is heard by all attending. Your local AV hire company will be able to sort this for you.


Final Touches

Check all connections. Run through your presentation to make sure it looks the way you want and that sound (if used) is set to an acceptable level. Keep in mind the sound will need to be set much louder than it may appear to need when you are setting up on your own.

Other guides may advise you to do all connections before turning on your projector. We advise turning the projector on first to ensure the laptop picks up the signal immediately. It can save a lot of time and confusion!

Always do a run through of your presentation to check everything is working correctly before starting your meeting or event.

Use an external laptop speaker if you’re concerned your laptop won’t be loud enough. We always recommend a laptop speaker or small PA system if you have a larger audience.

Conferences and Events UK offers first class AV hire equipment in Coventry and throughout the West Midlands for meetings, conferences and events. They pride themselves on a fast, efficient service and over thirty local venues trust them to provide the AV hire equipment they need, when they need it, at a cost effective, competitive price. Conferences and Events UK also works with many major companies such as Jaguar Landrover, Siemens, Sky, Biffa and Arriva ensuring their conferences and events are a complete success. For further details email or call 0845 370 7310.

5 steps to set up a tripod screen

How Do I Set Up a Tripod Screen?

Top Tips for Setting Up Presentation AV

Setting up a tripod screen is quite simple but can add to the pressure of setting up in a tight time frame for your meeting or event. So it pays to know exactly what you’re doing in advance. Conferences and Events UK has years of experience in AV hire and event planning. Follow our simple guide to get your presentation off to a flying start.



Prepare your screen

Start by standing your screen in the vertical position.


Adjusting the stand

Pull out the tripod stand at the bottom to create a sturdy base.


Adjusting the pole

Pull the pole at the back upwards.


Turning the screen

Turn the screen horizontally and take a firm grasp on the wire.


Final Touches

Hook the wire over the top of the pole and finish off by pulling the back pole up to it’s full height. That’s it you’ve done it!

Get your projector set up next to ensure you have plenty of time for adjustments before your meeting starts.

Conferences and Events UK offers first class AV hire equipment in Coventry and throughout the West Midlands for meetings, conferences and events. They pride themselves on a fast, efficient service and over thirty local venues trust them to provide the AV hire equipment they need, when they need it, at a cost effective, competitive price. Conferences and Events UK also works with many major companies such as Jaguar Landrover, Siemens, Sky, Biffa and Arriva ensuring their conferences and events are a complete success. For further details email or call 0845 370 7310.

What Makes a Good Presentation

Delivering a presentation gives you the ideal opportunity to convey your message to audiences of any size. A presentation allows you to connect with your audience using text and images whilst you speak, therefore using both sight and sound to stimulate the human senses. When multiple senses are used, the experience becomes more memorable and therefore your listener is more likely to recall the information that they were given in the future. It is easy to deliver an ineffective presentation, so here are our top five tips to make sure of a successful delivery time after time.

  • Using the correct equipment and lighting- A common setback in delivering a presentation is often not the content, but using the incorrect equipment or staging. Poor lighting, blurred text or imaging and inaudible sound can impede your listeners ability to concentrate, and distract from the message that you are delivering. Making use of high quality laptops, projectors and screens as well as illuminating your stage correctly, all contribute to a smooth and enjoyable delivery. If you are unable to access these, affordable hire equipment is available.
  • Face your audience at all times gaining eye contact where possible- So that you know what your audience is viewing at any given time in the presentation, either have a computer screen on a desk in front of you showing the presentation or print off the slides and use the paper copies as a speaking aid. Making eye contact with a many of your listeners as possible adds a level of intimacy and comfort to your presentation.
  • Know your audience- Prepare presentations that address the target audience. Be sure you know who your audience is—what are their backgrounds and knowledge level of the material you are presenting and what they are hoping to get out of the presentation? Deliver what the audience wants to hear.
  • Practice and time your presentation- When you give the presentation, stick to what you practice. It is common to deviate, and even worse to start presenting material that you know less about than the audience does. The more you practice, the less likely you will be to go off on tangents. Visual cues help here. The delivery to your audience should not be the first time you have read the content aloud. It’s very difficult to ‘cut’ a presentation at the event itself, so it’s a great mistake to run out of time. Most presenters prepare too much material; but nobody ever complains that a presentation was too short (it always allows more time for questions).
  • Have a clear key message- ensure that everything in your presentation is both consistent with, and supportive of, that key message. A good rule of thumb would seem to be that if you ask a member of the audience a week later about your presentation, they should be able to remember three points. If these are the key points you were trying to get across, you have done a good job. If they can remember any three points, but not the key points, then your emphasis was wrong.

Creating An Effective Trade Show Booth

Trade shows are great to promote branding. Whether you’re a new business or one that’s has been established for years, there is always something more you can offer to customers or other businesses. At tradeshows you can showcase new innovations and exclusive materials. However no one attending will be interested in what you have to offer unless you follow these simple steps to building a successful trade show booth.

First Step –

Find a suitable trade show to attend.

A trade show is a location where people attending are looking to buy and wanting to learn about the latest and greatest that companies have to offer. As a result make sure you aren’t in over your head if you’re a small business. Find a tradeshow where the other businesses wont over shadow you and if there is that possibility makes sure you have a game plan to hold your own and draw attention to yourself. And of course make sure your products are relevant there.


Second Step –


Most tradeshows will have a plan of available stand locations. If you are willing to pay extra for a prime location look into it as soon as you can as these spots will quickly go. Having a prime location will mean you will be able to be located in the main footfall locations so that you get the most traffic and will have a higher chance of attracting the people that invest in your business in some way.

Third Step –


This might be obvious but plan how you can use bold colours and shapes to attract people into your booth. No one will want to go to a plain or basic booth. Try and incorporate exciting display and showcase brand colours to create a lasting image. This will also help you to distinguish your booth from the hundreds of others.

Make your message clear, so that you are attracting people that are either interested in exactly what you offer or are interested in learning about it. These types of visitors are the ones you want and will need to try and appeal to.

Fourth Step –

Make Your Booth Approachable

Make sure your booth is easy to move around when people do decide to stop. Make sure to have an open plan. Use tables and showcases to break up your booth into sections for people to stop and look and your services so that they have something to do if you are busy talking to another visitor.

Also people are interested in learning from different Medias. Have on hand flyers, pamphlets, and reading materials as well as screens and videos playing.

If your only have a small booth be sure to always wear a smile and know as much as you can about the products you offer. This will make visitors feel confident in what you offer. To make contacts, hand out business cards as well or even ask for a person’s to maintain contact.

trade show 2

Fifth Step –

Contests and promotions

Everyone loves to get involved and have a chance at winning something. Try and think of promotional offers or prizes relevant to you business and services to give away or offer at the trade show. This can help your business spread through word of mouth. Make sure your show special is posted and very clear.

Sixth Step –

Free Marketing

Use social media to efficiently advertise both the event and your booth/business. One way to use social media is to engage with people who have checked in at the venue or mentioned the trade show on social media. Also, join in on hashtags to make sure people following the event updates see you and are drawn to you. Also get people to use your hashtag to extend reach and boost interest.

Final Step –

Have fun and give away products

When you enjoy your products and services it reflects onto passersby, they will be more interested and will take in more information if you are passionate about what you do and how you do it.

Buy products. Little things like pens, bags, little gadgets, cups/mugs, badges and other little products. Most booths will offer small products to take but maybe think of something you can give away that is more recognisable and memorable.

Here at Conferences and Events UK we wish you luck at tradeshows and we can offer furniture rental to you perfect for creating an appealing booth. Click here to find out more.