Fluent Events

You’ve found us! We’re experts at providing bespoke event solutions that take the stress out of getting your show on the road – be it a series of touring events or roadshows, a one-off exhibition, or a prestigious launch event.

Fluent Events exists to make your life easier and your business more productive, enabling you to communicate effectively with your chosen audience.

We understand the importance – and the unrivalled potential – of face-to-face events and come-to-us marketing. Nothing beats the personal touch: the welcome, the presentation, the demonstration, the handshake, the deal. Whether you’re looking for new business, visiting old clients, launching new products internally or externally, training new hands or refreshing old, meeting, greeting, influencing or selling – we will help you maximise that potential. Painlessly.

Planning events can seem daunting at first, but both newcomers and events veterans will benefit from our expertise, attention to detail and support – from initial consultation right the way through planning and logistics to successful delivery, at an affordable cost.

We have helped our clients successfully generate business and influence from trade associations, political conferences, special interest groups, SME organisations, corporate affiliations and the good old general public in a diverse range of venues from top hotels to football stadiums, exhibition halls to muddy fields, beaches to corporate headquarters, train stations to high streets in the UK and throughout Europe.

We look forward to hearing from you to set up an initial meeting with one of our experienced consultants, and demonstrating how we will apply our expertise to your project.

About us

We’ve been around the block a few times.

The directors of Fluent Events have over 30 years combined events experience in all manner of events, from the graduate recruitment milk round to the Ideal Home Show. We have experience of business to business and consumer events for blue chip, IT and financial clients. And we’ll oversee your project personally.

We run a close knit team of project managers, event managers, consultants, administrators, demonstrators, logistics experts, technicians, programmers and stand builders. We contract skills directly on long-term and project basis. Most of our team have worked with us for over 10 years, and we believe that by maintaining such long-term relationships, we are able to ensure our clients receive the best industry practice from the best people, at the best price.

Selecting suppliers in this current climate can be a risky business. As members of the Event Supplier & Services Association, and with ISO9001 quality management system, Fluent Events can assure you of a proven quality service, fully insured and guaranteed.

What we do

Project Management

Put simply, we'll take your project plan and make it happen.

Our clients appreciate the hands-on approach we take. Our inclusive methods mean we will undertake as much or as little of the project management of your events as you require. This frees you up to concentrate on the strategic objectives of your business, whilst we manage the mundane - the practical and logistical elements essential to a successful event. And because we do this sort of thing all day everyday, we will ensure that nothing is overlooked: from hotel bookings to health and safety - and everything (and we mean everything) in between.

We work to budget: you define it - we stick to it. It’s simple really, yet it’s surprising how many other agencies get it wrong. We’ll be honest and upfront about what you can achieve with what you have. We’ll point out opportunities to save money, as well as enhancements for additional spend. We’ll put the facts on the table for you to decide - and we understand that only you can make that decision. And once we’ve agreed a brief and budget we’ll deliver. Enough said.

Technical Event Management

We recognise that our clients are not always technical experts. Fortunately, we are! We will support you by translating what you want to achieve into a technical brief and providing the equipment you need to achieve your aims.

This may be a state-of-the-art audio visual production for your conference; wireless internet access for journalists at your news conference; PCs, laptops and plasma screens for you to demonstrate your products at an exhibition. You get the idea…

We will work with your team to ensure your technical needs are fully anticipated and met on the day of your event. Flawlessly.

Event Support Services

Sometimes, it’s the small details that can make all the difference in executing a successful event.

We can store and manage event support material everything from literature stocks and banners, right up to modular stands, demo pods, promotional trailers etc. With our logistical expertise we will ensure it is in the right place at the right time, regularly maintained, checked, cleaned and ready.

We have a dedicated team of events professionals you can draw on including technicians, demonstrators and event managers. We can professionally represent you and demonstrate your products and services to your customers, taking leads and providing all the feedback you require.

iLead – Fulfilment System

Fluent Events have developed the iLead system to provide a comprehensive and powerful lead management tool for event environments – helping you to make the most of the leads you generate, in a simple and efficient manner. iLead has a multifunctional role: providing feedback on leads from your event, and servicing customer requests in real time.

iLead Fulfilment System

What will you take to your next exhibition or event?
Brochures; prices lists; product sheets; technical sheets?

More importantly, what will you bring back from your next exhibition? A pocket full of business cards? A ream of lead sheets? A vague memory of a conversation?

Will you know just who has taken your prices lists or technical sheets? Or how you will trace them, track them and convert them into sales?

iLead has been specifically designed by Fluent Events to make this process painless and effective.

Created to meet the requirements of the salesperson, but equipped with the reporting facilities to satisfy the most demanding of sales managers, iLead provides a professional and efficient first impression for your prospects.

Runs on a PC or Mac
Simple-to –use, with a familiar Web Interface
Requires no additional equipment or software
No scanners, no card readers, no fancy gizmos
Integrates seamlessly with your existing marketing material
Works with all electronic media - Adobe PDFs, Word, PowerPoint presentations etc
Provides real-time literature fulfilment
Strike immediately - get the relevant information on your prospects desktop instantly
Allows detailed lead analysis - as it happens
Leads can be tracked in real time either at your event, back in the office or on the move
Eco-friendly - no paper - no boxes
Reduces your carbon footprint as well as your overheads
Backed up and secure
No lost leads – everything’s duplicated and backed up on our servers
Affordable and scalable
A reasonable initial investment, with no capital depreciation - yet easily expandable
Integrates fully with your existing CRM systems
Data provided in industry standard format for full automated integration

Maximise the return on your event investment: ask us for a free demo of iLead today!

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Case studies

Business Experience 2009
An annual business-to-business state-of-the-art demonstration experience
View case study »

BT Inclusion Events
A variety of special interest consumer focused events
View case study »

BT Trailer
The management of a bespoke promotional vehicle at all types of outdoor events
View case study »

Talking Business Events
A nationwide roadshow delivering presentations and demonstrations to local customers
View case study »

MD Forum Annual Conference
An annual conference including presentations, break-out sessions, formal meal and awards ceremony
View case study »

Business Experience 2009

An annual business-to-business state-of-the-art demonstration experience

Business Experience is a unique annual event for businesses of all shapes and sizes to assess and evaluate their IT and Telecoms requirements.

Usually held in Central London, Business Experience takes over a unique and unusual premises or venue - a Georgian basement or a Victorian warehouse - and transforms it into an experiential tour for businesses incorporating presentations and hands-on demonstrations of the latest technologies. Organised for a conglomerate of business associates including Hewlett Packard, Nortel, Salesforce, Dell, Lake Communications, Cloudforce, Cisco, Mitel, Astadia and Blackberry, this years Business Experience was in Farringdon.

This was our third year assisting with this event and our brief for 2009 was larger than ever. Our role was to supply and install all IT kit; liaising with set designers, electricians, product teams, demonstrators, engineers, programmers and marketing people to ensure all 84 demonstration points were installed and maintained for the duration of the week-long event. We managed the network installation, co-ordinated specialist third party suppliers, and translated complex technical requirements for non-technical briefs to set designers, stand builders and electricians.

Fluent Events managed the installation, onsite management and de-rig of all technical equipment, network, and back-office tools, all in a highly prized listed building.

You can find out more about Business Experience 2009 here: www.btbusinessexperience.com

« back to Case studies

BT Inclusion Events

A variety of special interest consumer focused events

BT Inclusion have a varied UK-wide events programme, but recently have reduced their head count. Fluent Events were able to help by providing a complete turnkey solution that guaranteed their participation in a range of events all over the UK.

Under the arrangement with Fluent Events, eight demonstrators have been trained in BT Inclusion products, and were also given an overview of a range of other popular BT products and services. In addition, two technicians were trained in the set-up and installation of the demonstration equipment.

BT Inclusion simply decide which events they would like to attend and notify Fluent Events via a basic form. Fluent Events then arrange everything including:

Booking and paying for stand space, electrics etc.
Appointing and briefing appropriate number of demonstrators and technicians
Logistics arrangements for attendance including transportation, installation, technical support etc.
Collation of customer leads and requests for further action for input into BT Inclusions systems
Feedback on all aspects of the event to BT Inclusion team via feedback forms
Ongoing maintenance of stands, banner displays and demonstration equipment

This set-up provides a complete end-to-end solution for BT Inclusion, allowing them to ensure a BT presence at a variety of events and activities whilst requiring minimum effort from the Inclusion team.

« back to Case studies

BT Trailer

The management of a bespoke promotional vehicle at all types of outdoor events

The BT Technology Trailer is a 9m long exhibition trailer, fitted with PCs and mobile broadband, that travels the country attending events, exhibitions and county shows to demonstrate BT’s small and medium enterprise products and services. The trailer includes 3 internet-ready PCs, a demonstration telephone system and various PDAs and other mobile devices, and has refreshment facilities on board.

BT Business concentrate solely on the strategic placement of the trailer, usually in support of BT Local Business activity, and all logistic, maintenance, and organisational aspects are managed on behalf of BT by Fluent Events. In practice, this means that BT Business may decide that the trailer should be exhibited at a particular event and Fluent Events will arrange everything else. This includes:

Liaising with the event organisers to select the best plot, and negotiations for space, electrics and other exhibiting fees
Payment to all 3rd parties for space, electrics etc.
Logistics arrangements for attendance including transportation, technical support etc.
Distribution of all exhibitor passes and tickets as appropriate
Liaison with BT-appointed demonstrators and stand managers to ensure all required demonstrations are in place and fully up-to-date

This solution allows BT to concentrate on the strategy. Once they have decided which events they want to attend, they can relax and simply turn up on the day of the event to meet their customers.

« back to Case studies

Talking Business Events

A nationwide roadshow delivering presentations and demonstrations to local customers

The Talking Business Events are an opportunity for our clients to meet their local customers in a hotel, football club or other such event suite. Delivering a combination of presentations and demonstrations, and usually incorporating lunch, these events are on an almost constant UK tour.

Aimed at groups of between 50 and 200 attendees, our client targets certain key towns to visit, and asks their local representatives to suggest a number of alternative venues. We then conduct site visits on all suggested venues to assist our client to select the most suitable.

We then organise a travelling roadshow around the selected venues, producing a Production Plan that incorporates a complete schedule of activity, including floorplans, detailed and specific notes for all crew and roles, and the ubiquitous but essential Health and Safety documentation.

Once this has been approved by the client, we simply deliver!

« back to Case studies

Talking Business Events

An annual conference of SME’s combining presentations and break-out sessions during the day, with a formal meal and awards ceremony in the evening.

Fluent Events’ role was to:

Liaise with client regarding host town
Site visit venues to provide a shortlist and recommendations
Assign Event Manager to provide single interface point with client and venue
Book and arrange accommodation for delegates
Book function rooms and produce venue brief
Arrange and produce delegate invites and information packs
Organise delegate badges
Rehearse and co-ordinate presenters, collate and manage presentations
Arrange hosted reception for delegates
Design, install and manage all AV requirements for main hall and breakout rooms
Organise supply of awards and photography
Arrange formal dinner and guest speakers and entertainment
Collate feedback on the event as part of continual improvement programme

« back to Case studies

Contact us

For an initial consultation please contact either
Paul Barnard or Gwyn Hubball

Fluent Events Ltd
Unit 2, United House
11 Tariff Road
London N17 0DY

Tel: 020 8365 0088
Fax: 020 8365 0099
Email: info@fluentevents.co.uk