Meeting Planner Lingo

When planning a meeting, it is important that everyone use the same definitions to avoid confusion. Here is some of the most used language you might hear, as well as terminology related to digital and virtual platforms that has become part of the standard lexicon:

Site Inspection – Opportunity to personally visit and meet the staff of prospective venues and hotels or attractions to determine how these will fit a planner’s needs. Planners can ask questions, view guest rooms, meeting spaces, food and beverage services, audio/visual services, venue layout and other event logistics. Recent travel restrictions call for a pivot to virtual site inspections with video and imagery to review when you can’t get there in person! Webinar – Ideally used for small meetings and collaboration sessions for up to a couple of hundred participants. With webinars presenters can share their screen, use whiteboard markup, have an instant message chat box for their attendees and two-way audio/video. Webinars allow for more interaction between presenter(s) and attendees. Webcast – Used for large-scale events that require high quality audio/video and broadcast with one-way audio/ video. Webcast can accommodate a few presenters and a large audience up to tens of thousands of attendees. Virtual Meeting – Participants from various locations communicate and interact directly with each other and the speakers. Virtual Conference – Allows remote participants to access live onsite meetings and events from their computers worldwide. Attendees access the conference through a conference website or video conferencing tool. Types of Virtual Conferences • Video Conference – Allows participants to not only hear but also see each other during a meeting 4

with a computer video camera and microphone or camera on a mobile device with video conference providers like Skype, Zoom, and ezTalks. • Teleconference – Connects meeting participants via phone lines either by use of landlines or cellular devices allowing numerous people to connect simultaneously from multiple locations. • Web Conference – An umbrella term used to describe the process of using the Internet and a web browser to connect individuals or groups together from different locations for educational or training webinars, collaborative online meetings, video conferencing, or live presentations in real time. Hybrid Meeting – A meeting that has a real-time, in-person component as well as a virtual component. These meetings could include a webinar with an in-person presentation or a keynote presentation is broadcast on the Web to attendees who are unable to attend. HD Video & Audio – High definition video and crystal-clear audio enable face-to-face business collaboration in real time. Meeting Control – Full control of online meetings, easily authorize presenter, lock meeting rooms and much more. File & Screen Sharing – Ability to share information, slides, etc. on your screen with attendees. Tentative-Hold – A space temporarily held by a facility or venue for a specific date pending a definite booking. Right of First Refusal – A contractual right under which the party providing a service/product gives the buying party the first opportunity to book; should the seller find themselves in a position where another party later expresses interest in their services on the same date/time they must first contact the initial party. Once called the initial party must decide at that time to either book or release. 24-Hour Hold – Where a room or event space is held by contract for a planner for 24 hours and cannot be committed to another party within that time. Audio Visual - Equipment to assist presenter in sharing information to attendees such as projectors, screens, microphones, podiums, whiteboards, etc. Room Flip – The change-over process of reconfiguring a room from one setup to another such as from a classroom setting to a dinner reception.

Meeting Venue and Food & Beverage Definitions:

Deposit – A specified monetary amount required to secure the event. Indemnification – Policy that protects the venue, its owners, employees and representatives from claims, damages or losses to persons or property in connection to the event except for claims arising out of the negligence or willful misconduct of the venue. Liability Waiver – Planner and attendees understand that there are inherent risks involved when people gather; they acknowledge this risk and

release the venue of liability for illness or injury. Function Space – Meeting room assigned to hold the event or meeting. Final Guarantee – The confirmed minimum number of meals the event will be charged for, whether or not those meals are actually served, usually required 3 to 5 days prior to the event. Covers – The actual number of meals served, which could be higher or lower than the guarantee. If higher, customer is charged for the number of meals; if lower, customer is charged for the guarantee. Minimum – The minimum catering revenue set by the venue. If the minimum is not met there could be additional charges. Overset – The number of meals or settings the venue will prepare over what you have guaranteed, usually 2% - 5% of your guarantee. Discuss this in contract negotiations.

Hotel Guest Accommodation Terms:

Room Attrition Clause – The percentage of rooms that must be filled to avoid a financial penalty. Room Block – A group of guest rooms that a hotelier puts on hold at a specific “negotiated” rate for a group of people. Typically, a block needs to have 10 or more rooms to qualify for the potential for special rates or concessions. Block Release Date – The date when either reservations must be made or guaranteed after which the hotel will release the unused rooms back into their general inventory to be booked. Comp Rooms – Concession by the hotel during bids or negotiations to provide a complimentary or “comp” room or room nights at a ratio of the total number of paid rooms or room nights. Comp Upgrade – An agreement to provide an upgraded room at the negotiated standard room rate. Master Bill/Master Folio – Set up for all charges that will be paid by the contact for the group or event rather than an individual attendee or guest. TYPES OF SET UPS AND TABLE ARRANGEMENT OPTIONS These are traditional set-ups. Variations in physical distancing recommendations will undoubtedly occur. While the number of people who can fit in any given space may change, the diagram definitions still hold true.

Banquet

Round tables with 8 or 10 chairs set around them. May or may not have staging and/or a head table. Used for meal functions. Two to four chairs may be removed so that no one’s back faces the front of the room; this is called Half-Moon or Crescent Rounds. This arrangement is more conducive to functions with extensive programs but will seat fewer attendees.

Theater

Rows of chairs facing the front of the room, usually with a center aisle. Standard set up for sessions that do not require extensive note-taking. Maximizes room occupancy but is not recommended when food is being served.

Classroom

Rows of tables with chairs facing the front of the room, usually with a center aisle. More comfortable than theater-style seating for longer sessions, but allows for fewer attendees. Useful when presenters distribute materials, attendees have laptops or workbooks, and when food and beverages are being served.

Hollow Square

Rectangular tables placed end to end to form a square (or rectangle) with chairs placed around the outside. Facilitates communication within the group when there is no presenter. One side of the square may be left open for a U-shape. U-shape is more useful if there is a presenter. Tables may be arranged with no hollow space in the middle for smaller groups, this is called Conference or Board Room.

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