Guide to Events

Faculty of Tourism and Hotel Management

Guide to Events Professional Dictionary

2018/2019

Introduction Nowadays, the event industry has played a vital role in our society. People have come up with a lot of occasions for organizing events such as conferences, mega events, festivals and social events. in addition to, there is a whole ton of vocabulary, jargon, and acronyms that industry professionals throw around that might seem like another language, but by becoming familiar with this guide, you can walk back with a renewed air of confidence.

Consequently, this project highlights the different types of events and shedding the light on events planning terminologies, technologies and associations with the aim of spreading the awareness towards the importance of event industry. This guide also helps to easily find out information about events types.

As well as, this guide contains a comprehensive list of the staple key words every event planner should understand. in other words, it helps to understand what it all really means and to learn this ‘language’ of event planning terms, abbreviations and keywords.

Event Types

Conference Most conferences have one or more keynote speakers who will deliver the keynote speech. These are common at academic and business conferences.

Conferences are popular and important business events. Large gathering of individuals or members of one or several organizations, for discussing matters of common interest.

A conference is a gathering of people with a common interest or background, with the purposes of allowing them to meet one another and to learn about and discuss issues, ideas and work that focus on a topic of mutual concern. The Latin roots of the word “conference” mean, literally, “Bring together.” A conference brings together people and ideas. In the cases of health and community work, conferences often have the goal of generating or working toward solutions to problems or broader social change.

The structure and contents of conferences can vary greatly, but a typical framework would include one or more presentations of work and/or ideas about a given topic. These presentations may take the form of lectures, slide shows or films, workshops, panel discussions, and/or interactive experiences. In addition, many conferences include posters or graphic or multimedia exhibits that participants can view independently.

Conferences can be used as an appropriate tool by any organizational group, private or public body, corporation, trade association, scientific or cultural society wishing to confer, exchange views and, consequently. To convey a message, open a debate or give publicity to some area of opinion on a specific issue.

Press Conference In general a corporate press conference is led by the company's executive management or his or her appointed press liaison.

Press Conferences perfect business events to promote new products, launch marketing campaigns or to inform the shareholders and public about financial issues an interview given to journalists by a prominent person in order to make an announcement or answer questions.

Occasionally, given limited resources, particularly during a time of quarterly or annual earnings, it may be difficult to attract major media attention unless a company has a truly unique or newsworthy announcement to share. Press conferences can also be issued in response to addressing public relations issues.

Academic conference

Most academic conferences are centered around a single subject, and sometimes on a single topic within that subject. The format usually involves graduate students and academics presenting their research, work, and theories, and defending, expanding, or changing them in response to questions, criticism, and other feedback from colleagues.

P C

rofessional

A

ssociation

onferences

Professional Association Conferences are similar to academic conferences in some ways, but presentations tend to be focused more on practical issues, both having to do with the actual work participants do, and with regulations, funding, and other forces that affect the profession.

Professional associations may exist at state, national, and, sometimes, international levels, and each of these levels may hold a yearly conference.

Issue related conferences

The purpose here may be to inform and energize people about the issue, to create a critical mass of concern about it, or to develop strategies for approaching it. Depending on the issue’s importance and the enthusiasm of the participants, this kind of conference can turn into an annual event.

Training conferences

These might be convened by almost any association, organization, institution, or citizens’ group to focus on a particular concern.

A training conference may be run by a professional association, but is at least as likely to be conducted by an industry or industry organization, a state or federal agency, or a local coalition or initiative. As might be expected, its purpose is training, and so it might include workshops on methods and techniques, information on new regulations, or simply an exchange of experience and methods among people from a number of different organizations. Another possibility for nonprofits is a conference run by a manufacturer or supplier to teach participants how to use products their organizations have purchased.

Congress The regular coming together of several hundreds, even thousands, of individuals on a representational basis belonging to one professional, cultural, religious or other sphere, who are generally united in associative groups. A congress is often convened to discuss a particular subject.

Contributions to the presentation and discussion of the subject matter come only from members or the promoting associative group.

A congress will often last several days and has several simultaneous sessions. The length of time between congresses is usually established in advance of the implementation stage, and can be either pluri-annual or annual Most international or world congresses are of the former type while national congresses are more frequently held annually.

Convention

Convention A general and formal meeting of a legislative body, social or economic group in order to provide information on a particular situation and in order to deliberate and, consequently, establish consent on policies among the participants. Usually of limited duration with set objectives, but not determined frequency.

Convention may refer to: Fan convention, a gathering of fans of a particular media property or genre Gaming convention, centered on role-playing games, collectible card games, miniatures wargames, board games, video games, and the like Political convention, a formal gathering of people for political purposes

convention A body set up by agreement to deal with a particular issue.

‘The convention is responsible for the regulation of sea dumping’

convention An agreement between states covering particular matters, especially one less formal than a treaty. ‘the convention, signed by the six states bordering on the Black Sea, aims to prevent further pollution’

convention Something regarded as a normative example; "the convention of not naming the main character"; "violence is the rule not the exception"; "his formula for impressing visitors"

Assembly  Deliberative assembly, An organization composed of members who use parliamentary procedure for making decisions  Freedom of assembly, the individual right to come together and collectively express, promote, pursue and defend common interests Assembly is a component or end item comprising of a number of parts or subassemblies put together to perform a specific function, and capable of disassembly without destruction. What may be an assembly at one point, however, may be a subassembly at another.

 General assembly (disambiguation), an official meeting of the members of an organization or of their representatives  House of Assembly, a name given to the legislature or lower house of a bicameral legislature  National Assembly, is either a legislature or the lower house of a bicameral legislature in some countries  Popular assembly, a localized citizen gathering to address issues of importance to the community  Qahal, or assembly, an Israelite organizational structure  People's Assembly (disambiguation)  Assembly of Experts

Assembly

Assembly may refer to:

E

Exhibition xpositions

An exposition of an idea or theory is a detailed explanation or account of it.

A long exposition of the new republican ideas would be tiresome.

An exposition is an exhibition in which something such as goods or works of art are shown to the public

Exhibition is a public event at which pictures, sculptures, or other objects of interest are displayed, for example at a museum or art gallery. ...

An exhibition of a particular skillful activity is a display or example of it that people notice or admire.

An exhibition, in the most general sense, is an organized presentation and display of a selection of items. In practice, exhibitions usually occur within a cultural or educational setting such as a museum, art gallery, park, library, exhibition hall, or World's fairs. Exhibitions can include many things such as art in both major museums and smaller galleries, interpretive exhibitions, natural history museums and history museums, and also varieties such as more commercially focused exhibitions and trade fairs.

Trade Show

Trade Fair

Trade shows exhibitions where companies can present and demonstrate their latest products.

A professional presentation is crucial

Trade Fairs are a great opportunity to present your latest products to customers and business partners.

Event planning for trade shows involves negotiating sponsorship rates for booth space, advertising, promotion, and speaking opportunities where company leadership can speak. Trade shows are held in large spaces, showcasing the products and services of often hundreds of vendors.

trade shows held every year, and several online directories have been established to help organizers, attendees, and marketers identify appropriate events.

A trade fair (trade show, trade exhibition, or expo) is an exhibition organized so that companies in a specific industry can showcase and demonstrate their latest products and services, meet with industry partners and customers, study activities of rivals, and examine recent market trends and opportunities.

In contrast to consumer fairs, only some trade fairs are open to the public, while others can only be attended by company representatives (members of the trade, e.g. professionals) and members of the press, therefore trade shows are classified as either "public" or "trade only".

Seminars are the most common type of conference. They generally involve a few speakers discussing a certain topic in front of an audience of guests. Seminars are a great means of building brand awareness and thought leadership for your business.

One of the downfalls of seminars is the cost involved. Seminars require a conference space to be rented and often speakers to be paid. Unless you plan to make money from seminar ticket sales, the costs can definitely add up. You might want to consider a seminar if you are confident that you can sell tickets for the event to cover costs and if your purpose is to ignite and encourage discussion around a particular topic.

Seminars are meetings organized to inform a group of people about a specific topic, or to teach a specific skill. Expert speakers and teachers are usually invited to speak on topics like personal finance, investing, real estate, web marketing, and many others.

Seminar

Also, it is a small group of advanced students in a college or graduate school engaged in original research or intensive study under the guidance of a professor who meets regularly with them to discuss their reports and findings.

Seminars are usually shorter events, lasting a couple hours to a few workdays. They have single or multiple speakers and generally keep all participants together in the same space.

Workshop A Workshop is present a performance of (a dramatic work), using intensive group discussion and improvisation in order to explore aspects of the production prior to formal staging.

A workshop is a period of discussion or practical work on a particular subject in which a group of people share their knowledge or experience.

A workshop is a building which contains tools or machinery for making or repairing things, especially using wood or metal.

A Workshop is a meeting at which a group of people engage in intensive discussion and activity on a particular subject or project.

Workshops may vary in industrial focus. For instance, some workshops may focus on automotive repair or restoration. Woodworking is one of the most common focuses, but metalworking, electronics work, and many types of electronic prototyping may be done.

You might want to consider the level of interaction at your event before choosing between a seminar and a workshop. If the purpose of your conference is to train participants on a particular matter in a practical manner, a workshop might be the right type of conference for your business. Workshops are highly interactive and perfect for training and education. A workshop is a particularly useful type of conference for internal business training, or as an event geared towards client trust and loyalty. Workshops are usually a lot smaller than seminars, and depending on the amount of registrars, can be run by employees, which would keep costs to a minimum.

Symposium & Forum A symposium is a public meeting about a topic in which people give presentations. If your knitting club holds a symposium, various knitters will give presentations about anything having to do with knitting. an occasion at which people who have great knowledge of a particular subject meet in order to discuss a matter of interest

A symposium can be a one-time conference or a regular meeting, but it will probably include some amount of discussion or public speeches on a particular subject.

Many people who attend symposiums will be part of the audience for many of the presentations, but during the course of the event, give their own presentation or be part of a panel discussion.

Board Meetings and Shareholder Meetings Annual, biannual, or even quarterly meetings can be small internal meetings of board members or prestigious largescale business events for shareholders that range in size depending on the size of the company and shareholder turnout.

These can be anything from a room with six people, to a hall of thousands.

M E E T I N g

A general term indicating the coming together of a number of people in one place. To confer or carry out a particular activity to set pattern. Its' types are;  Domestic Meeting  National Meeting Common types of meeting include:  Committee meeting, a coming-together of a defined subset of an organization  Investigative meeting, generally when conducting a pre-interview, exit interview or a meeting among the investigator and representative  Kickoff meeting,  Town hall meeting,  Working group.  Board meeting,  Management meeting,  Staff meeting,  Team meeting,

Board Meetings focus on strategic goals and visions. The event venue and the planning process should reflect the prestigious nature of these meetings

Shareholder Meetings are yearly and obligatory events to inform a corporation's shareholders about company issues and to elect the Board of Directors

Executive Retreats and Incentive Programs

Incentive Travel

Incentive Event Executive retreats and incentive trips typically last between three and five days and require attention to site selection, lodging, transportation, catering, business meetings, golfing and other activities.

Incentive Events motivate employees or close the ties to customers. Event managers are planning events that help to enhance customer loyalty Incentive Travel is perfect to reward and to motivate employees or to increase customer loyalty and retention. Also, it means inducement or supplemental reward that serves as a motivational device for a desired action or behavior.  Incentive Event,  Incentive Meeting,  Incentive Travel Company

Executive Retreats escapes from stressful work schedules and the day-to-day business. Learn how they should stimulate free thinking and creativity.

An Appreciation Events encourages people to host a gathering to formally acknowledge and celebrate a group of people in their lives (personally or professionally).

Appreciation Events:• taking the time to gather loved ones, friends, neighbors, colleagues, caregivers, mentors, customers or whomever else has impacted your life and formally acknowledge what they’ve done for you • connecting with those who matter most to you and letting them know how grateful you are to have them in your life • creating an uniquely-designed party that’s memorable and meaningful for your guests • having fun, laughing, sharing and feeling cherished • being moved, uplifted and inspired • leaving your legacy by going back and giving back There are limitless possibilities and types of appreciation events that organizations hold throughout the year. Common programs include Dinner and theater  Day at the racetrack  Suites at sporting arenas  Day and evening cruises  Private parties at music festivals  Holiday parties  Tickets to a popular event

Appreciation Events

Award Ceremonies

A formal occasion at which prizes are given to honour achievement in a particular field. ‘winners will be selected and brought together at a special awards ceremony’ Award Ceremonies are great events to honor and motivate key staff or to acquire and retain customers. Event planners are able to organize events to remember.

A formal occasion at which prizes are given to honour achievement in a particular field.

VIP Events

Theme Parties Events

A themed party is a gathering of people that centers on a particular idea or characteristic. Variations in themed party ideas can depend on whether the party is for young children, college students, or adults. The party usually features certain types of food; decorations; activities; and, in many cases, costumes or a particular style of dress. The possibilities for a themed party are practically endless and limited only by the party planner's imagination. People can either create their own decorations or purchase party supplies from party stores.

Every company and organization has someone they consider a VIP. These people are often honored with VIP events.

For a nonprofit organization, a VIP could be the top donor.

Some companies value Event Management of VIP events which are an important customers who refer other marketing tool to increase and businesses to them. Nonprofit to maintain the loyalty of key organizations may consider top volunteers as VIP. customers.

VIP Events are used to increase customer loyalty.

Professional planners organizing VIP events that ultimately increase your revenues

Opening Ceremonies

Networking Events

An opening ceremony is the official opening of a building or event. The opening ceremonies of the Olympic Games and the FIFA World Cup are huge events involving thousands of participants and watched by a massive worldwide audience.

Networking Events are personal marketing galas.

Such events are great opportunities for contact establishment and personal marketing.

Types of Networking Events:        

Career Fairs Chamber of Commerce Events Church Groups College Alumni Programs College Career Networking Events Community Service Groups Diversity Groups Job Club Meetings Professional Conferences

On a much smaller scale, some ceremonies mark the opening of a small building such as a shop and are only attended by relatives or friends. Many public buildings, especially schools and libraries, are opened by a special guest.

Opening Ceremonies are held to start conventions, annual meetings and other events that last for two or more days. Find everything about opening events

Company Milestones Events Incentive Travel

A milestone is a significant event in your life. Often a milestone marks the start of a new chapter. For example, the day you graduated from high school was a milestone in your life.

Milestone Events is a full service events and meeting management company located just outside of Dallas, Texas, with more than 20 years of experience providing full service logistics management including meeting concept

A milestone can also be a nonpersonal event that results in a big change, such as a milestone victory or a company's sales milestone.

Company milestone events vary significantly in their execution but tend to follow similar programs as employee and client appreciation events. Milestone markers are often celebratory in nature and can be limited to company employees or expanded to include clients, vendors, and even the local community depending on the company's size and public presence.

Team Building Events

Team Building Events a key to develop and motivate teams in companies and divisions. Everything about the planning of professional team building events

On the other hand, these events are Outdoor and physical group activities like a ropes course or whitewater canoe ride epitomize the corporate teambuilding event. In fact, companies all around the nation specialize in hosting team-building events in intricate indoor and outdoor courses of their own design. Teambuilding events can also include workshops about emotions in the workplace as well as sensitivity training .

Golf Events Golf Events golf tournaments or retreats. Those events aim to acquire new customers, to increase customer loyalty or to motivate employees. The idea, like the executive retreat, is to give people in the organization a venue where they will be able to build relationships in a relaxed environment. There is a saying that "deals are sealed on the green."

Product Launches Events Product Launches are critical for the successful market introduction of some products. A perfect product presentation might also increase the media coverage.

Launch events are meant to generate media coverage and industry buzz prior to a product release. The event may include a flashy introduction to the product along with an address from the company's most important executives.

Large product launches also tend to feel more like big parties, with well-known guests, dinner, and entertainment, depending on the industry. Apple and Tesla are two companies that have perfected the model.

Product launch events are essential to the existence of businesses, but are critical to a startups. Product launches are designed to achieve the specific purpose of creating awareness and publicity for a particular product/brand.

Success can determine the fate of the product, as a launch will be directly responsible for the level of immediate and post-launch sales that is generated.

A product launch is meant to generate a lot of buzz about the product/brand. The ultimate aim is to build sales momentum.

Large companies such as Apple and

A product launch event can be worthwhile, as it builds a certain level of awareness about your product or brand. It is also possible to gain significant sales that can recover monies spent, and even bring in the product's first profit. Product launches place the information about the product in the hands of the right people from your armada (group of people to help boost your product).

Business Dinners Business dinners are a longstanding corporate tradition, used to conclude fiscal years, celebrate new milestones, introduce new management, or a host of other prestigious events.

Business Dinners integrate entertainment with professionalism and allow different corporate levels and branches to mix and mingle. A successful business dinner commemorates company achievements, recognizes successful employees, and entertains the guests.

It often features entertainment, speakers and formalities, which could form a key part of the event’s theme (i.e. annual awards, sales incentive, lifetime achievements etc).

W

eddings

E

W

edding

A

nniversaries

vents

A wedding Event is a ceremony where two people are united in marriage. Wedding traditions and customs vary greatly between cultures, ethnic groups, religions, countries, and social classes. Most wedding ceremonies involve an exchange of marriage vows by the couple, presentation of a gift (offering, rings, symbolic item, flowers, money), and a public proclamation of marriage by an authority figure or celebrant.

A wedding anniversary is the anniversary of the date a wedding took place.

Traditional names exist for some of them: for instance, fifty years of marriage is called a "golden wedding anniversary" or simply a "golden anniversary" or "golden wedding".

Wedding Anniversaries celebrate milestones in a couple's life together. Ideas and hints that help you to plan those events or find professional even managers.

Birthdays Event

Family Events are great opportunities to assemble whole families. We offer hints and ideas to plan perfect family events like birthdays, weddings, etc. It is an occasion when many members of an extended family congregate.

Sometimes reunions are held regularly, for example on the same date of every year.

A typical family reunion will assemble for a meal, some recreation and discussion. The older attendees are generally grandparents, parents, siblings or first cousins while the youngest could be second, third or fourth cousins. It is also not uncommon for regular family reunions to be sponsored by family organizations or family associations centered on a more distant common ancestor (often referred to as "ancestral family organizations") or a commonly shared surname ("single surname family organizations").

Family Events

Birthdays require seldom a professional event manager, but there are exceptions. Find out how event managers can help you to make your party a success A birthday is the anniversary of the birth of a person, or figuratively of an institution.

Birthdays of people are celebrated in numerous cultures, often with birthday gifts, birthday cards, a birthday party, or a rite of passage.

Many religions celebrate the birth of their founders or religious figures with special holidays

Event Terminologies

Events (including Conferences and Exhibitions) B2B This acronym stands for ‘Business to Business’ events, meaning corporate or trade-related events.

B2C The opposite of B2B, this acronym means ‘Business to Consumer/Customer’ events, often relating to more consumer and public-facing events.

Breakdown / Load Out / Strike These terms all mean to take down equipment and clear away items that have been set up for an event, after the event is complete.

Concurrent Sessions During larger events, meeting planners often host shorter educational meetings known as ‘concurrent sessions’ which are scheduled to take place at the same time, each focusing on a different subject or theme. Attendees can choose which session, or track, interests them the most.

Conference Pack If you want to provide your delegates with some information at your conference, offer them a conference pack, which could include a schedule or program of events, a map of the venue and information on venue facilities.

Some events offer an event app to replace printed materials.

Emcee/MC This is the host who presides over the event program. Emcee is shorthand for ‘Master of Ceremonies.’

Get-in This term refers to the specified time for crew and staff to arrive and access a venue for setup before the public or guests arrive.

Installation & Dismantle (I&D) Also called ‘Setup and Take Down’—the process of preparing equipment for an event and taking apart that equipment after the event.

Itinerary Another word for a schedule, agenda, or program. A detailed event itinerary can be created for attendees or team briefings to outline the flow of the event.

Keynote Whether it’s a presentation or speaker, a keynote refers to the opening address or important plenary session at a meeting that sets the tone or theme of the event. The headline speaker is often a public or well-known industry figure whose presentation motivates the audience and a strong motivator for guests to attend the event.

Consumer Show A consumer show is a B2C exhibition or showcase of products, exclusives and activations designed to attract the attention of new potential buyers. Often, visitors attend consumer shows to shop, see product demonstrations and socialize.

Day Delegate Rate (DDR) Day Delegate Rate, or DDR, is a charge by a venue per attendee, per day for an event, based on a full day’s meeting. Depending on the venue, DDR can include meeting room hire, refreshments, lunch, and conference equipment.

Early Bird Registration Early is the key word here for registration for an event, which often means tickets and services purchased before a specified date are available at a reduced fee.

Keynote speakers are often a motivator for attendees to participate in events.

Load In The opposite of ‘Load Out’, this term refers to a specific period of time for loading in equipment/items to install for an event.

Master Account An account set up to which all charges for a specified group should be applied (often by the host or event planner).

Modified Meeting Package (MMP) The ‘Modified Meeting Package’ refers to a type of conference package. It can typically mean a full conference package with the exception of one meal (dinner in most cases).

No-show An expected guest (i.e. delegate, hotel guest, attendee) who does not attend and hasn’t advised the organizer or hotel of a planned absence or delay.

Dedicated sound technicians can ensure sound systems run smoothly.

Post Event Report A report detailing the event history after the event has happened, including number of attendees, number of no-shows, total cost per person, profit, etc.

Pro Forma Invoice This is an invoice (or bill) provided by a supplier prior to the provision of the service.

Post Event Feedback Advice formerly offered to event organizers that includes positive and/or negative comments, suggestions, and notes provided by guests after the event, in order for event planners and organizers to gain an understanding of successes and where improvements can be made.

Proposal A written offer from a vendor to a prospective buyer, produced in response to an inquiry. This proposal will attempt to match the requirements and detail costs, availability, and specifications for the potential client.

Pre Event Feedback Used to qualify attendees before the event and gather data about them, this type of information involves a questionnaire used to gather information from attendees, with questions often asked during the online event registration process.

Pre Registration Also referred to as ‘Advance Registration,’ this phrase means booking onto a meeting or event prior to the day of the event.

PA System Shorthand for ‘Public Address System.’ A device that amplifies sound in one large area or throughout several rooms through speakers so that messages can be shared.

Request for Information This is a preliminary step to a ‘Request for Proposal’ (see below), where a company researches potential vendors for details about their products and services.

Request for Proposal (RFP) A formal request by an event or meeting planner, which lists/details all of the specifications required for the event, sent to suppliers in order for the companies to draw up a proposal of their services and bid for the business.

Shell Scheme A modular system (which normally comes in one-meter modules) used at exhibitions to showcase companies’ products and services.

Session This is one meeting, presentation, or workshop that can take place in a breakout room during a larger meeting or conference.

SMERF This acronym stands for the ‘Social, Military, Educational, Religious, and Fraternal’ sectors of the meetings industry.

Space Only Unlike a shell scheme contract where the modular system is provided, an exhibitor can choose the space only option, which refers to space on an exhibition show floor, of which the exhibitor can be creative and has to provide their own exhibit stand.

Meeting or event requirements.

Talent The name of an individual or company that has been hired to entertain at an event, demonstrate products, work at an exhibition/conference to greet visitors, stage a performance, or host an awards ceremony.

Target Date The event management team decides this date for the arrival of freight at an event—if shipments are received before or after this target date, a penalty fee may be charged.

Trade Show Often referred to as an exposition or B2B exhibition, a trade show is an event where a specific industry meets its peers. Goods and services are exhibited and demonstrated.

Transcription A typed or written document that has recorded a speech or discussion from an event or meeting.

Traffic Flow In terms of events, ‘traffic flow’ refers to the movement of visitors through an exhibition. It can also refer to how attendees move from one area, hall, or room to another.

Waitlist A client is ‘waitlisted’ when an event, session, or space is fully booked. They can be held on a waitlist for cancellations and if a spot becomes free they can be offered the opportunity to attend.

Wrap-up This can mean either the end an event or meeting or a debrief following an event, otherwise known as a ‘wash-up’ meeting.

Venue and Facility Across The Board This term refers to an all-inclusive price given, commonly used by many venues and suppliers, that includes all hidden fees such as taxes and gratuities.

Air Walls Removable dividers in meeting spaces which allow event planners to create flexible spaces to meet their requirements. They can be used to facilitate multiple breakout spaces during a larger conference.

A La Carte French term that translate to ‘from the menu,’ referring to items selected individually as opposed to offered in a package.

Amenities This word can refer to a property’s features and facilities, as well as often complimentary items offered in a venue, such as free food or drink, office supplies, or concierge services.

Auditorium / Theater-style Layout A meeting room or hall set up with chairs set in rows facing a stage or podium.

The inner chairs directly face the front of the room, while the outer chairs may be angled to provide a better view of the stage.

Back of House This term refers to areas of support and service usually not seen by guests, offered by the hotel, event venue or facility.

Banquet-style Also referred to as ‘Pod’ or ‘Round set’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated.

Chevron / Herringbone / V-shape Layout This setting design sees the room set up with tables and chairs in rows forming a V-formation facing the stage.

Circle-Style Layout Layout arranging seats in a circle, where the inner space of the circle is not used.

Pod or banquet style seating is a strong choice for collaborative meetings.

Banquet Event Order (BEO) / Function Sheet Also called a “Program Execution Order (PEO), this order of instructions outlines all event logistics and instructions a venue needs to successfully execute an event. This document details the timings of the event, space or room setup, menu selections, audio visual requirements, and how the event will be run.

Classroom / Schoolroom Seating Imagine an old-fashioned classroom layout; rows of square or rectangular tables and chairs all face the stage or podium, directly facing the speaker or screen.

Comp Rooms A venue or facility can provide an event planner complimentary rooms (without a charge) based on the number of rooms purchased by a group.

Boardroom-style Layout Designed to facilitate conversation, preferred for training or committee meetings, this seating arrangement sees delegates seated facing each other around a square, rectangle, oval, or round table.

Conference-style / Hollow Square Layout Also referred to as ‘board-of-directors set-up’ or ‘boardroom set-up,’ a room will feature chairs arranged around a table, with everyone facing in for a discussion. If there are too many participants to fit around one boardroom table, several tables may be used. Hollow square means that there is space in the center between the tables.

Breakout Rooms Smaller rooms used as part of a larger conference or event when a large group breaks into sub-groups for specific sessions.

Corkage Charge A small charge applied for bringing outside alcohol into a venue or facility. The charge is normally made per bottle.

Business Center This term refers to a facility, set of rooms, or area in a hotel or event venue used for the sole purpose of effective business meetings and presentations.

Various office facilities and services, such as printing and photocopying are offered to support the event team on site.

Cut-Off Date This date refers to when a facility releases a block of rooms or space. For example, when a planner agrees to guarantee a number or room block to be reserved, by their ‘cut-off date’ they can no longer decrease the guarantee number without a charge. Or, if the rooms have not been reserved by this date, they can be released for general sale.

Cabaret-style Layout A number of small round tables are laid out with chairs facing the stage area, with a gap closest to the speaker/performer so that no attendees have their backs to the front.

F&B An acronym for ‘Food & Beverage,’ which refers to a catering service provided by a venue during an event.

Fixed Seating Permanently positioned seating at a facility, not able to be moved.

Floor Plan A ‘floor plan’ refers to the blueprint or layout of a room or exhibition hall, including electrical outlets, doors, windows, pillars, and other amenities and how the event will be set out within the space.

Force Majeure Clause This clause is included in most venue contracts to prevent the facility from being held liable should it not be able to hold up to their end of the agreement due to circumstances that are not within the venue’s control. These circumstances include events such as a natural disaster or other ‘Acts of God’.

Horseshoe Seating Just like a horseshoe, tables and chairs are arranged in a U-shape with rounded corners.

Incidentals Refers to minor or miscellaneous expenses, other than room and tax rates, that are billed to a guest’s account in a hotel.

Pod Seating Also referred to as ‘Banquet-style’ or ‘Round set’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated.

Program Execution Order (PEO) Also called a “Banquet Event Order (BEO), this order of instructions outlines all event logistics and instructions a venue needs to successfully execute an event. This document details the timings of the event, space or room setup, menu selections, audio visual requirements, and how the event will be run.

Rack Rate This is the standard rate for a hotel room without discounts, which is often the highest rate published.

Reception-style Designed to encourage participants to network and a common set up during a cocktail reception. High-top tables are placed throughout the room with limited or no seating provided.

Inclusive Rates Rates that include service fees, gratuities, and taxes.

Low Season When travel, hotel, and business demand is at its lowest and prices decline.

Over-set Refers to the number of place settings above a guarantee. A caterer or venue will ‘over-set’ beyond the guarantee number requested by the event host, but the client will only pay for the number of seats and meals actually agreed or consumed by attendees.

Peak Season When travel, hotels, and business demands are most active and rates are higher.

Also known as High Season.

Plus plus (++) Tax and gratuities are identified as “++” when they are not included in the price.

Reception-style seating

Room Block Often used by hotels, this phrase refers to the total number of sleeping rooms in an event reservation.

Room Hire Rate This phrase refers to the cost of hiring a meeting room, exclusive of equipment and catering.

Accepted Practices Exchange (APEX) An initiative of the Convention Industry Council. Designed to develop and implement industry-wide accepted practices, APEX brings industry professionals together with cost savings and better education.

Round Set Also referred to as ‘Pod’ or ‘banquet-style’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated.

Site Visit When a meeting or event planner wants to check out and tour a prospective or booked venue, they organize a site visit.

Attrition Rate A measure of how many event registrants actually attend, calculated by dividing the number of no-shows by total registrants for the event or conference. For example, if 100 people register for an event and only 70 are in attendance, this event’s attrition rate would be 30%. In the events industry, when reviewing a contract to block off rooms or space for an event, meeting planners may come across an attrition clause.

Skirting Fabric that is affixed around tables, risers, and stages—often hiding cords, leads, and storage.

Bid Document A Bid Document is a type of proposal from a potential vendor offering their services, which can include approximate costs, logistics, and time scale.

Throw Distance Also called ‘projection distance.’ Refers to the distance from a video projector to the screen. Throw distance can have an effect on screen size and resolution.

Blackout Dates In the events industry, the term ‘Blackout’ means a period of time when tickets or specific prices are unavailable. This could be due to a result of high demand and limited availability, the dates occurring over major holidays when consumer travel is at its height, during a hotel’s busy season, or a venue’s limited inventory due to a previously booked event.

Venue Finding Researching and sourcing the right venue for an event.

Venue Inspection This enables event planners to view the facilities before final confirmation.

Walk or Being Walked These phrases are often used in the hotel industry when guests with confirmed reservations are sent to another hotel due to overbooking.

General Event Terminology:Act of God These three words refer to an extraordinary natural event, such as extreme weather, flood, earthquake, or similar natural disaster that cannot be prevented or foreseen and which contracting parties have no reasonable control over. The cancellation of an event or inconveniences because of such an ‘Act of God’ renders performance of the contract illegal, impractical, or impossible.

Therefore neither party has a legal responsibility to continue performance of the contract.

Cancellation Clause This contract clause details the terms and conditions under which a company may cancel or terminate the agreement or reservation.

Charter This word has a couple of different meanings in the events industry. It may refer to the rent or lease of a form of transportation (such as bus, plane, or boat) to an organization. It may also relate to the grant of authority or rights allowing the recipient the prerogative to exercise the rights specified in a contract.

Charter also means the role and responsibility in a project to serve as a reference of authority for the future.

Certified Meeting Professional (CMP) A well-recognized certification programs for professionals in the meeting, convention, and exhibition industries, organized by the Convention Industry Council.

Destination Management Company (DMC) A private company that offers local expertise for event planners from out-oftown to assist with the planning and execution of conferences, meetings, concerts, exhibitions, and other large events.

Drayage Drayage refers to the transport and storage of freight and exhibits for an event, including the removal and return of crates and boxes during and at the end of the event to a carrier loading area.

Estimated Departure Time (EDT) Scheduled time when a party or person will leave a venue.

Estimated Time of Arrival (ETA) Scheduled time when a party or person will arrive at a venue.

The CMP credential can be a great addition to event planning résumés.

Colloquium This word refers to an informal participatory discussion around group-selected topics.

Contingency Plan Also known as a ‘backup plan,’ this document has a crisis management agenda planned in advance before the event takes place. This is to address what to do if an emergency occurs or if the intended event plan changes.

Convention & Visitors Bureau (CVB) A ‘Convention & Visitors Bureau’ is an organization that offers information to meeting planners, travel agents, and visitors including news, events calendars, lists of suppliers, and a directory of accommodation.

Critical Time Plan or Critical Path An event management plan used to ensure an event runs smoothly, detailing which tasks need to be fulfilled and who is responsible for them, and what time-frame they need to be completed by.

Data Protection The responsibilities of anyone dealing with personal data. Laws and guidance vary from country to country.

Familiarization Trip Also known as a ‘Fam Trip’ for short, this refers to reduced-rate or complimentary travel offered to industry professionals to introduce them to an area and showcase its attractions, hotels, and facilities. Often provided to showcase why business should be brought to that destination.

Housing Bureau Often offered by a convention bureau, this is a third-party agency who looks to manage the housing process for a meeting.

Incentive Travel This type of travel is a reward or incentive given by a company to its employees to motivate productivity.

Lead Time The time between an initial venue inquiry and when an event actually takes place at a venue.

Meeting Professional This term describes an individual in the events industry who works in the meetings sector.

MEEC This acronym stands for the ‘Meetings, Expositions, Events, and Convention’ sectors of the meetings industry.

MICE This is an internationally used term in the events industry, which stands for ‘Meetings, Incentives, Conventions, and Exhibitions.’

Net Promoter Score (NPS) Standardized metric for measuring the loyalty of an organization’s client relationships. Typical NPS surveys ask users likely they are to recommend a service or product to a friend.

Non Transferable Once a ticket has been issued, if it’s referred to as ‘non transferable’, then no name changes are allowed to be made.

Private Dining Room (PDR) A room in a restaurant separated from the main dining area that can be reserved by groups to dine with more privacy. Frequently requested by event planners for parties or group dinners after a meeting or event.

Rider In events, this usually refers to food, drink, and other requests that a performer has specified should be provided for them backstage. It can also mean an amendment to a contract.

Risk Assessment/Management Assessing the possibility of injury or loss to the person attending the conference and ensuring there is adequate insurance covering possible injuries or loss.

Event planners often provide a detailed Risk Assessment for every event they manage.

Return on Equity/Event (ROE) The profit or other gain an event generates for organizers. With regards to equity, the measurable amount of net income or profit a company generates with the money shareholders have invested. With the ‘Return On Event’ phrase, ROE can refer to the value brand awareness exercises brings, and not just the contribution to sales volume.

Return on Investment (ROI) A performance measure key to meeting planners and organizations. This refers to the ratio between the net profit made and the cost of investment in the production of an event.

TBA / TBC To be announced/To be confirmed.

Value Added Added products or services a facility or organization can offer on top of the contract, which can include amenities such as free Wi-Fi, upgraded rooms, or free parking.

Value Added Tax (VAT) A consumption tax commonly used in the European Union.

Destination Management Company (DMC) A private company that offers local expertise for event planners from out-oftown to assist with the planning and execution of conferences, meetings, concerts, exhibitions, and other large events.

Drayage Drayage refers to the transport and storage of freight and exhibits for an event, including the removal and return of crates and boxes during and at the end of the event to a carrier loading area.

Estimated Departure Time (EDT) Scheduled time when a party or person will leave a venue.

Estimated Time of Arrival (ETA) Scheduled time when a party or person will arrive at a venue.

Familiarization Trip Also known as a ‘Fam Trip’ for short, this refers to reduced-rate or complimentary travel offered to industry professionals to introduce them to an area and showcase its attractions, hotels, and facilities. Often provided to showcase why business should be brought to that destination.

Housing Bureau Often offered by a convention bureau, this is a third-party agency who looks to manage the housing process for a meeting.

Incentive Travel This type of travel is a reward or incentive given by a company to its employees to motivate productivity.

Lead Time The time between an initial venue inquiry and when an event actually takes place at a venue.

Meeting Professional This term describes an individual in the events industry who works in the meetings sector.

Return on Equity/Event (ROE) The profit or other gain an event generates for organizers. With regards to equity, the measurable amount of net income or profit a company generates with the money shareholders have invested. With the ‘Return On Event’ phrase, ROE can refer to the value brand awareness exercises brings, and not just the contribution to sales volume.

MEEC This acronym stands for the ‘Meetings, Expositions, Events, and Convention’ sectors of the meetings industry.

Return on Investment (ROI) A performance measure key to meeting planners and organizations. This refers to the ratio between the net profit made and the cost of investment in the production of an event.

MICE This is an internationally used term in the events industry, which stands for ‘Meetings, Incentives, Conventions, and Exhibitions.’

TBA / TBC To be announced/To be confirmed.

Net Promoter Score (NPS) Standardized metric for measuring the loyalty of an organization’s client relationships. Typical NPS surveys ask users likely they are to recommend a service or product to a friend.

Non Transferable Once a ticket has been issued, if it’s referred to as ‘non transferable’, then no name changes are allowed to be made.

Private Dining Room (PDR) A room in a restaurant separated from the main dining area that can be reserved by groups to dine with more privacy. Frequently requested by event planners for parties or group dinners after a meeting or event.

Rider In events, this usually refers to food, drink, and other requests that a performer has specified should be provided for them backstage. It can also mean an amendment to a contract.

Risk Assessment/Management Assessing the possibility of injury or loss to the person attending the conference and ensuring there is adequate insurance covering possible injuries or loss.

Event planners often provide a detailed Risk Assessment for every event they manage.

Value Added Added products or services a facility or organization can offer on top of the contract, which can include amenities such as free Wi-Fi, upgraded rooms, or free parking.

Value Added Tax (VAT) A consumption tax commonly used in the European Union.

Event Technologies

Augmented Reality (AR) ‘Augmented Reality’ is a technology that superimposes a live direct or indirect view of a physical, real-world environment, often across multiple sensory modalities.

Attendee Relationship Management Software that allows event planners and managers to create a database of contacts so they can better monitor, manage, and maintain contact relationships.

Audio Visual (A/V) Refers to equipment with both sound and visual components event planners use for presentations, including screens, monitors, projectors, microphones, video, and sound equipment.

LCD A type of monitor used for displaying images and video. LCD means ‘Liquid Crystal Display.’

LED ‘Light Emitting Diode,’ a type of display and lighting technology with wide ranging applications, including ambient lighting and large display screens.

Livestream Coverage of an event broadcast live over the internet, often via social media channels.

Metric Converter A tool that allows meeting and event planners to convert non-metric units into metric units, so they can easily determine the size of the room they will require for their event.

Open Rate A measurement commonly used by email marketers that refers to the number of individuals who have ‘opened’ or ‘viewed’ an email sent out in a campaign.

Open rate tracking is available through most email marketing providers.

Overhead Projector (OHP) Type of equipment previously found in conference rooms or classrooms.

Overhead projectors displayed enlarged images onto a screen or wall from a transparency placed below the projector and lighted from underneath.

Teleconference

Customer Relationship Management (CRM) A shared online database system that stores a major list of contacts and their details. This system allows companies to manage their interaction, event attendance history, and communications with their clients in an organized way.

Central Reservation System (CRS) Database software that contains information about availability, rates, and related services, and through which reservations can be made.

HDMI ‘High-Definition Multimedia Interface’ (HDMI) is a digital audio/video/data connector; a replacement for analog video standards that is compatible with computer monitors, video projectors, digital TVs, and digital audio devices.

A conference being broadcast simultaneously to multiple sites via phone or other audio.

Video / Web Conferencing Using video technology to broadcast an event or meeting to participants unable to attend in person.

Virtual Trade Show A trade show that is hosted online. It takes the same form as a traditional physical trade show and allows attendees to communicate with exhibitors through web chats, while vendors can showcase their products and services at 3D virtual booths.

Virtual Reality (VR) An artificial environment created using a computer-generated simulation of a real physical, three-dimensional image, body or place to create an imagined and interactive environment.

Webcast Also known as ‘Simulcast’, this is a media presentation or an event that is broadcast live over the internet.

Webinar A presentation, session, forum, or seminar broadcast over the internet.

Wireless Tools and products that operate without any need for a wired connection. This can relate to internet, microphones, printers, speakers, headphones, and other technology products.

Wireless microphones are ideal for Q&A sessions with speakers.

Event Industry Associations

ACTE: Association of Corporate Travel Executives As a global association, ACTE is comprised of executive-level members in more than 100 countries and has a 30-year reputation for pioneering educational and technological advances that make business travel productive, cost-effective, and straightforward.

IAVM: International Association Of Venue Managers Representing public assembly venues from around the globe, IAVM’s active members include managers and senior executives from auditoriums, arenas, convention centers, exhibit halls, stadiums, performing arts centers, university complexes, and amphitheaters.

AWE: Association for Women in Events The Association for Women in Events was founded in 2015 by 5 professional women in the events sector. The founders wanted the vision of the organization to be centered around a central inclusive place for all women to find resources, mentorship, and career guidance and enhancement.

ICCA: International Congress & Convention Association ICCA is the global community and knowledge hub for the international association meetings industry. Representing the world’s leading suppliers in handling, transporting, and accommodating international meetings and events, ICCA comprises of more than 1,000 member companies and organizations in almost 100 countries worldwide.

CEMA: Corporate Event Marketing Association The Corporate Event Marketing Association advances strategic event marketing and marketing communications for senior-level event marketers and industry professionals.

ESPA: Event Services Professional Association For 30 years, ESPA (formerly ACOM) has been the only association and voice representing event service professionals from CVBs (Convention and Visitor Bureaus), hotels and convention centers from across North America. The organization advocates for the role and impact event service professionals have on the success of events and of destinations, hotels and convention centers.

EIC: Events Industry Council Formerly known as the Convention Industry Council, there are 33 member organizations representing over 103,500 individuals and 19,500 firms and properties involved in the meetings, conventions, and exhibitions industry. The Events Industry Council vision is to be the global champion for event professionals and event industry excellence. It promotes high standards and professionalism in the events industry with the Certified Meeting Professional (CMP) program.

IAPCO: International Association of Professional Congress Organizers IAPCO is a membership-driven organization committed to further the recognition of the profession of the congress organizer, to offer a forum for PCOs and to provide members with opportunities to exchange ideas and experiences.

ILEA: International Live Events Association Formerly known as ISES, ILEA has been established for over 30 years. ILEA is a global organization representing the creative events professional. It manages CSEP (Certified Special Events Professional).

MPI: Meeting Professionals International MPI is one of the largest meeting and event industry associations worldwide, providing education, experiences and relationships to help members produce their best meetings and events.

NACE: National Association for Catering and Events NACE is a non-profit national organization for caterers, event planners, and event professionals that provides education, certification, and a network of resources for members in all segments of the hospitality industry.

NCBMP: National Coalition For Black Meeting Planners Founded in 1983, NCBMP is a non-profit organization dedicated primarily to the training needs of African American meeting planners.

PCMA: Professional Convention Management Association With more than 7,000 members and an audience of more than 50,000 individuals, PCMA claims to be the world’s largest network of business events strategists. Headquartered in Chicago, PCMA was established in 1956 and has been dedicated to driving global economic and social transformation through business events.

SGMP: Society of Government Meeting Professionals SGMP was founded in 1981 and is the only national organization in the U.S. dedicated exclusively to government meetings. The mission is to enhance and promote the expertise of government meeting professionals and to improve the quality of, and promote the cost-effectiveness of, government meetings.

UFI: The Global Association of the Exhibition Industry UFI is the association of the world’s leading trade show organizers and fairground owners, as well as the major national and international exhibition associations, and selected partners of the exhibition industry. UFI directly represents around 50,000 exhibition industry employees globally, and also works closely with its 55 national and regional associations members.

2018/2019