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Budgeting your event the right way

With money always being a concern when it comes to events and producing something that’s expected to be fantastic and functional, you need to make sure you are spending the budget more on the experience and less on the marketing.

With a general rule that 33% of your total budget should be spent on food and beverages you would be surprised about how much you need and how little to have to get it. Some professionals believe it should be more like 55%. With a major chunk of your event spent on food and beverages, what does that leave for the rest? You still have other costs like:

  • Audiovisual
  • Entertainment
  • Speakers
  • Venue
  • Promotional items
  • Staff travel
  • Decorations
  • Marketing

Create an experience not just an event

Don’t give too much away but make them think they need to attend the event. Don’t just put together the most basic event that provides just enough to interest them.

If you do this then you will be forgotten within a week.

People won’t talk about you. Make sure you transport participants and the audience to somewhere new to them. Decorate, have a theme, just don’t go over boards because you can create the wrong first impression.


Where Experience Begins

It’s seen in your communications, your social media marketing, even your website or event landing page. The experience begins all before a person signs up to attend. It’s all about how the event is perceived.

Have a simple website with a clean layout. Easy to read information and sign up options through the site. Post regular updates about potential speakers and the aim of the event on social media.

These ideas get attendees excited long before they get to your event. People who are excited tell other people. And what does that mean? Less money you need to spend on marketing.

The Event Venue

Host at an amazing venue!

Now this doesn’t necessarily mean that you need to rent out the most amazing stately manor house or ballroom. All it means is that it needs to be able to fit your audience and have space for them to breathe. Make it quirky and memorable through the venue.  If you host your event somewhere out of the ordinary, you can bet people will be talking about it.

They more interesting the venue the more you are talked about and shared and the less you spend on marketing, see where we are going with this?

Have the top tech

Create the best audio and visual experience you can at your event. Get the best technology through renting and hiring which means you are now saving money in other areas of your Budget. Here at Conferences and Events UK we offer a huge variety of equipment to make your event pop, and stand out from the crowd.

Make sure you focus on the tech attendees will be using as well. They will be using their phones throughout the event so make sure you are a part of that. Set #’s for your event, even create a Geo-tag filter on Snapchat. Get them sharing on social and succeed.


In Conclusion

All in all there are some great ways to reduce your marketing spending. You can then spend the remaining budget on other areas, of the event, to create an amazing and immerseful experience. Word-of-mouth marketing is one of the most powerful tools an event planner has at his/her disposal, take advantage of this and produce the greatest event you can with the best equipment and a memorable venue.

You must give people the tools they need to provide easy reviews, hashtags, picture opportunities and other ways for them to share their experience. Take your time and take advantage of all free advertising opportunities even if it takes a little more planning it can save you money as well as make you more.

Find all of you AV equipment needs here at Conferences and Events UK. Take a tour of our site and get in touch if you have any queries.


Two trends for 2016 your should have been using


Knowing the trends for both you and for your event attendees can give you the leg up on the competition, and even if we are half way through the year, new scenarios continue to happen throughout the year that can make a difference to both an event and a business.

In this article we are exploring what has been huge at attracting people to interact and engage both in person and online. This is because you don’t want to waste your time following fads that never amount to much.

Crowd Streaming / Live Streaming

The most recent significant update for Facebook allowing both individuals and pages to live stream video, to all of their followers and friends. Live streaming has been greatly discussed between festivals and events in previous years and has been concerning, as many people believe live streaming events could reduce tickets and pass sales. However, this point over view has been outweighed by those who see the more prominent benefits of live streaming. Also after testing, it has showed a drastic improvement in reaching people and has increased online conversations through social media and it helps to create general awareness for the events.

  • Facebook Live

Facebook Live allows you to broadcast live on Facebook with just your Smartphone. You can broadcast for up to 90 minutes. After your broadcast ends, Facebook makes the video available in your stream and you can adjust viewing permissions.

  • Periscope

This is a sand alone app that can be used to live stream video application both available for android and IOS and offers support for GoPro. You are able to view these streams from any device connected to the internet. After only one year of being operational the app has had over 200 million broadcasts and has been named Apple’s app of the year for 2015.

Social Reach

Although social media has been used by event professionals, there are always new updates, news apps and new people to reach out too. With people using some form of social media throughout their day both in and out of work you have even more opportunity to reach those that could be or are interested in your event.

Social media ambassadors for your event could get your event filled. Social ambassadors are able to target people who are most likely to trust them and attend the events. More and more people are continuing to stats are showing the peer referral is the most effective way to increase registration for an event. Ambassadors will push and inform their followers about your events in a way that doesn’t seem paid this can ensure a more credible image from the ambassador and influences more people to trust their opinion. However, be sure to get the right person to promote your event as you want to make sure they have the right following that will actually have an interest in attending your event.

Even if you are putting on a successful event and you have been able to correctly promote your events so you have the perfect amount of attendees, you need to make the event itself is up to  scratch with the expectations you have pushed to the public. Do this by having the right equipment at your event and the right marketing during the event.

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.

Looking For A Projector

At Conferences and Events UK presentations we can provide you with ideal projectors and AV equipment. But if you are looking for a personal projector or want to know what makes a projector perfect for a certain scenario then take a look and learn about the basics here.

Why choose a Projector?

In many situations a TV is a great presentation tool as it is clear and bright during daylight and can be easy to connect to your presentation tool, such as a laptop. However TVs and monitors usually need to be mounted on a wall and have multiple wires that either dangle and cause unpleasant visuals or need to be hidden by rewiring a wall. This is a lot of effort, and on top of this TV’s are limited by size if you have detail and want to show images and video content then it could be difficult for everyone in a room to see.

Conversely projectors are small compact and relatively light depending of the model and brand you buy. This means that you can take your presentations with you and be prepared for anything. If you are looking for a permanent in place projector then they can be easily mounted on the ceiling and will provide you with a larger screen and as well as clearer image when conduction your killer presentation.

Looking for a projector

What makes a projector good?

There are three main areas you should consider when buying a projector; the brightness, the aspect ratio/resolution and usability/ features.

Let’s start with the brightness, all projectors brightness are measured based on a lumen scale. In simple terms the more lumens the brighter the image produced will be. For daytime viewing it is recommended that you look for projectors with a lumen rating of around or above 2500 ansi lumens. This would mean the projector will produce clear crisp and visible images during the daytime. Helping you deliver the best presentation you can.

The resolution you choose will be dependent on how often you will use the projector, what you will use the projector for and finally the budget you have for a projector. The most basic resolution is SVGA which is ideal for a budget conscience person as they are the cheapest option. However, they are good for displaying simple charts and slide shows and are not recommended for extended video watching. However there are plenty of other options. For a business looking for crisp detail and a more versatile machine then a projector with a XGA or WXGA resolution means you will get sharper and more detailed images produced, the WXGA will allow a wider image which will be similar to a laptops screen rectangular display. For a premium, high quality and more expensive projector WUXGA is the resolution that will provide you with the sharpest and most detailed picture, perfect for presentation and films.

Looking for a projector 2

Finally what sets a projector apart from the competition are the features that it has. Whether a projector has HDMI connectivity or wifi built-in for wireless playing. Make sure that you get a projector that has what you need. Some features to look into are:

  • Wireless capability
  • HDMI
  • Vertical and/or horizontal image correction
  • USB Plug ‘n Play


Conferences and Events UK presentations are AV specialist and provide both projector hire and sale, with technical support. This means we can set up and show you how to make the most out of your new projection unit. Search the rest of the site or call today to find out how we can help you become a professional presenter.

How to Use Content Marketing to Promote Your Event.

When Creating and organising an event, it’s important to make sure everyone attending your event is enriched or effected by it. Those who provide content feel they have delivered it confidently and effectively, those asking for content have their questions answered and finally those learning from the content learn relevant information.

Events can house a huge variety of enriching opportunities that can broaden your horizon, as well as expose you to information and fields that were completely new to you and others. These events are beneficial to both those attending and those presenting. It is important when attending events to make sure you know what is available to you and which events are going to engage and educate you. In this article we will look at how organisers or events can make sure that their event is known and they are accommodating to everyone attending.

Know your goals

When organising an event, it is important to take time before starting the actual plan, make sure you know what you want to achieve with the event and then work backwards. Once you know what you want to achieve to can then create the steps to reach that goal in the most efficient way.

Themes are very important when it comes to events, a theme can be used through-out an event to create a continuous professional atmosphere. The speakers can use themes and base their speeches around this, this could make sure people know which speakers they want to see and so they can plan their route and day for the event. By including Q&A sessions to the end of each speech or session people are able to ask their own questions which can expand their knowledge further, as well as inform the speakers what their presentation is missing and how they can improve what to include in addition to what they already have.


planning event
Planning Is Essential



People will be more likely to attend an event if they know information about it. Quite simply try to provide as much information about the event as you can. This includes names of speakers, what they are presenting (content), start and end times and how you can learn more about the event. This will make sure people will know how to plan their day so that they can see all the sessions that are relevant to want they want to learn or experience. Additionally, express how the attendees can get involved with the event, use social contests and special offers for products and services when they attend the event. This will encourage people to attend.

Encourage people to bring laptops, phones and notepads to allow the event to be shared through their media and push them to take notes so that your event is memorable and worth their time, because you want to advertise that this event and its content is worth remembering.

By creating hashtags based around your event and its theme you can engage with the attendees during breaks and through-out the time the event is on. The hashtags used will inform people of the event who aren’t attending and encourage them to attend event in the future.

Communication Is Key


Planning Ahead (and Before)

An event isn’t thrown together in a week or even in a month. It can take months of planning to just prepare a basic event. As an event planner you need to make sure everything at the event will flow smoothly and how it is planned. The only way to do this effectively is to plan and meet with everyone that will be involved in the event and working with them in the weeks running up to the event. Meets with your team, speakers and sponsors for the event so that you can discuss the theme and how you will be presenting everyone at the event. You need to make sure the speakers are relaying relevant information that coincides with both your event and its theme. To guarantee this meet with the speakers and go through their sessions with them to see what they have done well and where they could improve. Make sure when you set goals everyone is aware of this so that everyone can help work towards that goal as a group. Makes sure the keynote speaker is aware of the theme and uses it in their speech.


Through hard work and perseverance, you can create a very successful event that engages attendees and offers great opportunity to create new and unique content that only you can offer. However, this isn’t something that can be down over the course of a week. Planner will need to get together a team of individuals that share common goals and know what you want to achieve before, during and after the event.

Conferences and Events UK are here to meet your needs when it comes to the event planning and management. Speak to our professional team to learn more.