CMP - 1.16.17 10 PM
the practice of claiming or proudly sharing empty sustainability commitments or misleading socially responsible activities without actually doing anything that has real positive impact - can be very damaging to the orgs reputation
"Greenwashing"
lead tech or head of a department
"engineer"
means necessary and appropriate modification and adjustments that do not impose a disproportionate or undue burgen, where needed in a particular case, to esnure to persons with disabilities the enjoyment or exercise on an equal basis with others of all human rights.
"reasonable accommodation"
designs of products, enviros, programs, and services to be usable by all people, to greatest extent possible, without need for adaptation. (UD shoul dnot excluse assistive devices for particular groups of persons with disabilities where this is needed)
"universal design"
1 per 100 people
# of bartenders per people for one hour cocktail reception
75
# of countries who accept ATA
reservation made on function space within a venue, usally an event organizer has a 24-hour hold on space has exclusive use and access for 24 hours
24-hour hold
3000 square footage (300 attendees x 10) - you need 10 to 11 sq feet per person in theater for 300+
300 attendees with basic AV in theater style seating - how much total sq footage
AV Guidelines by which a presentation should not contian more than 6 words per line of text and no more than 6 lines of text.
6 by 6 Rule
Comfortable - 8 people and 13.5 sq feet per person / Comfortable: 8 ppl; maximum: 9 ; too tight 10; 13. 5 sq feet, 12.5 sq feet, 11.5 sq feet
60 inch rounds seating
Comfortable - 9 people and 13.5 sq feet person comfortable: 9 ppl; maximum:10 ; too tight 11; 13. 5 sq feet, 12.5 sq feet, 11.5 sq feet
66 inch rounds seating
Comfortable is 10 people and 13.5 sq feet per person / comfortable: 10 ppl; maximum: 11 ; too tight 12; 13. 5 sq feet, 12.5 sq feet, 11.5 sq feet
72 inch rounds seating
cost, insurance, freight
CIF acronym
DMCP - Certifciation offered by the Association of Destination Management Executives
Destination Management Certified Professional
an insurance policy that provides protection against claims involving bodily injury and property damage to third parties
General liability insurance
light emitting diode
LED
Overtime 2. on truck or railway
OT
Audio and / or visual system to convey messages to participants during an event.
PA System / Public Address System
Signed Exact English
SEE
temporary import bond
TIB acronym
varies from country to country
VAT %
Definition
Word
the state of being usable by people with disabilities
accessible
committee formed to deal with a specific issue or task; committee is dissolved upon making its final report to the organization it created it
ad hoc committee
methods for resolving disputes without going to court
alternative dispute resolution
facility type featuring a large flat main floor surrounded by fixed seats in a sloping oval or modified oval shape, much steeper than the typical theater. Some are arrange int wo or more tiers. Sight lines are nearly always designed for events the size of a hockey floor, circus, ice show or basketball court
arena
a descrioption of the arrival and departure activities of an event's attendees. The information should be included in the specification guide (ESG)
arrival / departure pattern
the ratio of image width to height pertaining to video and slides
aspect ratio
AMCI is member of the CIC
association management company institue
the amount of data that can be transmitted (upload) or received (download) per second.
bandwidth
person in charge of banquet service at food functions. For small functions, may serve a maitre d. for larger functions, responsible for specific area of the dining room.
banquet captain/captain
patron pays individual costs
cash bar
the number of winners are limited by a pre-determined amount to be spent on the incentive program
closed-ended incentive programs
Outline the distro structure & identify approvals with list of all stakeholders/contact info
communication flowchart
if you have appropriate software - it allows you or tech supplier to position all items in the room; software used to design and manufacture products
computer aided/assisted design (CAD)
massive exposure, immediate action
connected catalysts
the inducement to a contract. The cause motive, price, or impelling, influence which induces a contracting party to enter a contract.
consideration
a formal statement describing goods to be shipped , filed with and approved by the consul of the country of destination prior to shipment.
consular declaration
to stimulate interest and debate, arrange for two or three views of controversial issue to be presented
controversy panel
committee formed to verify that individuals have the necessary qualifications to attend a meeting, cast votes at a meeting, or become a member of an association
credentials committee
three phases: pre-crisis, crisis and post-crisis (effective plan can help mitiage effects)
crisis communicaton plan
crowd may behave in manner that is not safe - if people at back push, it ripples through
crowd mentality
a set amount of bandwidth that is exclusively available to the end user or group
dedicated bandwidth
is a discipline that uses the designer's sensibility and methods to match people's needs with what is technologically feasible and what a viable business strategy can convert into customer value and market opp
design thinking
analyze current pricing on similar products online, retail stores and other industry events or past sales records and prices also, unit cost, est ship & handling, market value for similar product
determine pricing of products for sale at events
raised platform
dias
set of standards for dress w. guidance of what is appropriate to wear
dress code
reg rec'd before defined date, usually lower fee
early registration
total economic impact divided by direct spending
economic multiplier
org branding & sponsor branding; org colors vs unique for event; décor location(s); signage
elements in environment design plan - branding requirements
exposed to aisles on three sides and is comprised of two booths
end-cap booth
a large public show, exhibit or trade show
exposition
when displaying flag on crossed staffs, host nations 'flag is in front; visitor national behind
flag rules
objectcs, scenery or av equiment mounted from above
fly
light material best suited for décor elements, creating 3D banner or temp uses. Does not transport well and easily damaged
foamcore
qualitative method of resaerch - small selection of reps from a larger stakeholder group. Led by facilitator, group members share thoughts on an issue
focus group
movable spotlight - a brillight light projected into a particular area
follow spot
each letter has cross strokes on tops and bottoms
font: serif
countries have various regulations w/ food production, delivery, cooking temps, and allowable service times on buffets. Be familiar with these.
food safety
attendees may be directed by multiple areas for food - may have a theme
food stations
17.5 to 18.5 inches by 20 in deep x 17 inch tall
foot print of most conference chair
an event or effect that cannot be reasonably anticipated or avoided
force majeure
clause in agreement that excuses perofrmnace in the event that a force majeure makes the performance impractible or impossible
force majeure clause
generally removed from the hall at a specified time and held by the general contractor or official common carrir or unitl payment is made for forwarding
forced freight
removal of freight from the event floor, after the event close, that was not picked up by exhibitor's carrier, or shipments left behind at the booth stand at the close of the event without a bill of lading
forcing the floor
an indv or firm that serves as an intl rep of, an dseeks sales abroad for, a domestic company
foreign sales agent
limited free services with pad addl services
freemium model
include destination, how long materials will be out of the country of origin or in destination country -- have several copies
freight documentation
a technician who manages audio equipment for an event and typically operates in the middle or back few rows of the seating area
front-of-house audio engineer
attendees seated one time, with combo of pre-set and plated service. Best when there is a speaker or program planned
full-service breakfast
screen whose surface is covered with tiny glass beads which reflect a bright image back toward the audience but have a narrow viewing angle
glass beaded screen
an intl protocol for reporting on sustainable events
global reporting initiative event organizers sector supplement
small (75 to 150 watt) spot light with flexible stem
goosenight light
full weight of shipment, including goods and packaging
gross weight
live and online event
hyrbid event
informal gathering not necessarily social
informal meeting
a distro point for electrical power
junction box
standard card stock (other options: foam core, coroplast, Tvyek)
least expensive option for producing signage
structures used to support lights and electrical outlets
lighting grid
a print showing the location and type of all lights used in a booth/stand or a meeting environment
lighting plot
"
likert scale
confirm deliver services of weekends and holidays
major courier services days/hours
price - cost for a participant; place - reference position of the event in market place/among competitors or where event is being held; product - the event; promotion - media and tools to market the event
marketing mix - four p's for events
draped used to cover storage and other unsightly areas, unused areas or for security
masking drapes
16'
max height of an island booth
instrument which converts sound into electrical signals for transmitting or recording
microphone (mic)
a type of room rate that includes breakfast and one other meal (usually dinner)
modified american plan
an exhibit that uses standardized components (panels, frames) that can be assmebled and reassembled in different configuratios for different needs
modular exhibit
partition units (walls, doorframes, etc) in standard sizes used for building booths/stands in the sizes desired in that context.
modular panels
board that can be used for one or multiple meetings and has space to attach or insert smaller or specific signage
modular reusable signs
the act of installing an exhibit or equipment
move-in
dates set for the installation/ dismantling of an exhibition, a meeting or other event
move-in / move-out dates
time worked by an employee outside of or in addition, regular working time or beyond the standard work week
overtime
a travel offering which provides at an inclusive price, several travel components that traveller would otherwise purchase separately.
package tour
night with the most rooms reserved
peak room night
a group of rooms reserved by a party outside of the Event Contract Block (ECB) but is present in the city as a result of the Main Event (for example, som intl tour groups.) A perpherical block's consumed room nights should be credited to the Main Event's total room nights for historical tracking purposes. A peripheral block may be used to offset attrition charges against the ECB. A periphal block usually netogtiates its own terms.
peripheral block
stage left
placement of area's (state) flag on stage
any event which is arrange for the period immediately following the conference proper.
post conference
food placed on plates in the kitchen area prior to being served
preplated items
letters, invitations, brochures, postcards, and programes
printed direct mail
system of assigning points to exhibiting companies to determine the order in which firms will be allowed to select booth/stand space first for the next event.
priority point system / priority rating system
facility's standard, pre-established guest room rate
rack rate
a comm in which a guest indicates sleeping room requirements, forwarded to hotel to secure reservation
reservation request
where joining a union is not a condition employment
right to work state
binding process using wire staples, thread or wire
saddle-stitch binding
an encrypted file that authenticates the source of financial data, usually for an online credit card authorization
secure digital certificate
transition between two audio passages or video segments
segue
light which illuminates background behind the performers
set light
1. way in which a function room is arranged 2. erecting displays, installation, or articles in their assembled condition 3. mixers, fruit and glassware accoompanying a liquor order
set-up
1. org'd entertainment performance. 2. an exhibition
show
a newspaper published each day during the run of an event or conference. Includes articles about the exhibits and events and advertising
show daily
15.5 in x 17.5 in seat and is 17 inches tall
stacking type of padded armchair
portion of auditorium or room that has been structured into a formal area for production or presentaitons
stage
persons who or organizaztion that have an impact on the success of an event or are affected by the event
stakeholder
pointed pegs used to secure the guy ropes of a tent in the ground. Wooden stakes are for grass, steel are for ground when it is extremely hard rocky or paved
stakes
euro term for booth
stand
freelance guide who comes aboard a motorcoach to give an informed overview of the city or attraction to be toured
step-on-guide
1. schedule of duties imposed by a govt on imported and exported goods. 2. Published list of fares or rates and conditions of a service from a supplier
tariff
outsoured meeeeting or event planner
third party planner
bed made with a third sheet on top of the blanket
three sheet
reduce shipping emissions (funnel exhibitors, sponsors, and your org needs to a single supplier); reduce volume of flights from like 40 to a handful.
why freight forwarder?
build your brand; increase customer loyalty (internal/external); attract new customers; celebrate an event; announce a new product; enhance indv exp/engagement during the meeting
why order promo products?
A: permission marketing
working on promoting annual association exhibit and want highest return possible on pre-con event marketing. What is likely to yield best return?
an intense, often hands-on learning experience in which a limited number of attendees participate in new skill or issue
workshop
include: criteria for attendance; levels/categories of reg (Vips, etc); methods of reg & accepted payments; on-site ID req; requested accommodations; exceptions to standard reg process
written plan for admittance to an event
the interational pitch to which pianos are tuned
A-440
Americans with Disabilities Act - US legislation that prohibits discrimination against persons with disbailities in employment, transportation, public accomodations, comms and govt activities
ADA
1 per every 25 spaces
ADA Parking Spot Requirements
accepted practices exchange
APEX
Compilation of 9 separate standards related to improving the environmental and social impact of events
APEX/ ASTM International Environmentally Sustaintable Standards
American Society of Composers, Authors, and Publichers - A membership org that represents individuals who hold the coprights to music in the US. ASCAP grants licensing agreements for performance of that music.
ASCAP
American Sign Language
ASL
French & English words - Admission Temporaire/temporary admission
ATA
intl custom doc that permits duty-free and tax-free temporary import of goods for up to one year. Greatly simplifies customs procedures; eliminates or reduces VAT/custom fees/bond fees; does not cover consumable or disposable goods that will not return home
ATA carnet
commercial samples, prof equipment, & goods for prsentation or use at trade fairs, shows, expos,
ATA carnet covers
incandescent
AV presentation for your general session requires that the lights be dimmed. Most desirable lighting system for this situation is
Are we delivery on orgs and/or events objectives? What can we measure? How are we going to measure that? What will we do with that information? The ROI should be considered in every decision
Ask your self for event marketing:
participant -led conferences where everyone who attends contributes a demo or session, or otherwise volunteers to contribute
BarCamp
capturing, composition, webcasting
CCC
continuing education units -
CEUs
integrity, teamwork, client and supplier relations, self-management, communication, professional presentaiton, approriate use of technology, ownership/accountability, responsible financial management; respecting local customs
CIC standards of behavior can include
researching expectations for conduct, dress and protocols prior to an event and communicating these customs to all who need to know
CIC standards of behavior can include - respecting local customs
pricing term indciating that cost, insurance and freight costs are included in the quoted price. Cost + Insurance + Freight = CIF value
CIF meaning
Use a CRM system to track every interaction the org has with a prospect - incorproate tracking to social media, activity and conversations along with sales intercactions, telephone calls, emails, mailings and so on
CRM System Tracking
may be ways to parnter with enviro orgs that promote sustainable aspects of the event; CSR will document effects of the event on the community; may help get media coverage if included in press release
CSR - corporate social responsibility
negotation of hotel rates (they do provide reg personnel, typewriters & badges; presentation of hotel, convention center, and service facilities; booths & related material for attendance promotion
CVB's do not provide what?
loudspeakers that are used to cover assignments out of the range of the main loudspakers' projection area
Center Speakers
CDME -Cert offered by Destination Marketing Assocation International (DMAI)s
Certified Destination Marketing Executive
CEM cert by International Association of Exhibitions and Events
Certified Exhibition Manaer
an official weight issues from Certified Weight Master. The indv certifies a shipment's weight as the only acceptable weight for transportation and material handling at a tradeshow.
Certified Weight
facility form to advise departments of changes in reservations or functions
Change Order
on-campus venues are most often used during summer and breaks - however, many campuses have conf centers that are avail year-round. On-campus facilities include: dorms, cafeterias, classrooms w technology, computer labs, rec activities
College & university campuses -
in summer or breaks in semester - an affordable option for a large meeting to small gathering; variety of accommodation options to match experience. Tradition dorms to state of the art apartments and on-campus hotels. May offer full conference offices that assist w/ event logistics at dif price points.
Colleges and university campuses
may be used as pay your own set-up; usually provided by venue at no cost to event host
Concessions
Seating arrangement in which a regular or oval tables are set up with chairs placed around all sides
Conference Set-up
provide a dedicated environment for events and may be cert by International Association of Conference Centers. You can choose a conference center that offers a complete meeting package to keep within a set budget.
Conference center -
facility with dedicated environment for events, esp small. May be certified by the International Association of Conference Centers
Conference center with housing
CSM - Primary contact person assigned to an event in a hotel or convention center
Conference/Convention Services Manager
most of these ships have more meeting space w/ design and good for work-related meetings. Rates include function space, av, food, and entertainment. Usually larger in size, have many activities and events for a more active client. Family or multigenerational atmosphere.
Contemporary brand cruise lines -
An org defined and recognized by it's status as an incoproated, non-profit agency or local govt entity which promotes economic development of the comm through travel and tourism. CVBs assist planners by providing information on local resources and services, site selection, and other pre-conference and post-convention services.
Convention & Visitors Bureau (CVB)
CSPI is a member of the CIC
Convention Sales Professionals International (CSPI)
venue built to host trade shows, conventions, and large functions. Combines expo space and substantial number of smaller event spaces. May be purpose-built or converted and municipally or privately owned
Convention center -
many large association meetings and trade show or exhibition-focused events will use a convention centre. Provide room block w/ nearby hotel usually btw 3 - 5 star.
Convention centre hotels -
A federation of national and international organizations representing individuals, firms or properties involved in the meetings, conventions, exhibitions, and travle and tourism industries.
Conventional Industry Council - CIC
CEMA is a member of the CIC
Corporate Event Marketing Association
a pricing term indicating that these costs are included in the quoted price
Cost, Insurance, Freight & Commission (CIF&C)
A pricing term indicating that these costs are included in the quoted price
Cost, Insurance, Freight & Exchange (CIF&E)
Can be chartered solely for group or use portion of cruise. Outdoor areas and arenas can be used for expos and demos
Cruise ships
Destination Marketing Association International
DMAI
Destination Management Company - a professional services company prossessing extensive lcoal knowledge, expertise, & resources specializing in the design and implementation of events, activities, tours, transportation and program logistics.
DMC
national and / or international alliances of destination management companies that form select communities for the purpose of sharing collective efforts for business sharing, education, ethics and destination management industry monitoring
DMC Consortium
(Destination Marketing Organization) - often referred to as a convention bureau (convention and visitors bureau (CVB) or a tourism office; org defined by it's status as an incorporated, non-profit agency or local govt entity which promotes economic development of the comm through travel and tourism. CVBs assist planners by providing information on local resources and services, site slection and other precon and post con services.
DMO
resource for all suppliers in and around a specific destination - usually supported by govt funding, member dues, and/or hotel occupancy taxes - provide info on city incl. hotel, event venues, transportation, and local entertainers/speakers, can arrange site visits.
Destination Marketing Organization
possess extensive local knowledge, expertise, and resources, specializing in design and implementation of events, activities, tours, transportation and program logistics, and can assist in selecting sites at a destination
Destination management companies -
a detailed agenda will provide a key overview for your front-line or registration staff and key hosts
Detailed Agenda
A roomrate that does not include meals.
European Plan
1. Critiquing and rating the overall success of an event 2. A systematic process to determine the value of an activity
Evaluation
an organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. often composed of several different yet related functions
Event
Level 5 ROI, Level 4 Impact, Level 3 Application, Level 2 Learning, Level 1 Reaction, Satisfaction, Planned Action, Level 0 Inputs and indicators
Event ROI Pyramid:
ESPA is a CIC
Event Service Professionals Assocation
sometimes referred to as production schedule - each significant function and activity that needs to happen before, during and after your event (account for places where different suppliers need to interact) include deliveries & delivery timelines
Event Specification Guide (ESG)
The ESG will become your final working document that is shared with key staff, supplier partners, and venue representatives. Rarely shared with executives. It contains every detail required to make an event happen
Event Specification Guide (ESG)/resume
ESCA is in CIC
Exhibition Services & Contrators Assocatiion
1. person or firm that displays its products or services at an event 2. event attendee whose primary purpose for attending the event is to staff a booth/stand
Exhibitor
fixtures, furnishings, equipment
FF&E
fresh, local, organic, seasonal, sustainable
FLOSS / food & floral arrangements
Forest Stewardship Council certified products are sustainable
FSC Certified Products
Door or passageaway, clear of obstructions, designed by local authorities for egress from a building or a structure
Fire Exit
1. in the US and CA the fire marshal is typically a member of the fire department whose duties include fire code enforcement 2. in the uk, fire marshals are civilians trained to assist with fire evacuation procedures
Fire marshal
1. assessment and evaluation 2. Meaningful Engagement 3. Distributed Learning 4. Collaboration 5. Experience
Five Principles of Meeting Design
common for corporate incentive events - designed to impress attendees and function space often includes outdoor space or views; not often used for work or informational meetings unless part of a larger citywide block of rooms
Five-star deluxe property and resorts
Asking food services providers how they incorporate sustainability - i.e.: fresh, local, seasonal; recs from sustainable seafood orgs; food waste management; limit use of indv packaged items & disposable serviceware; recycling and composting; vegetarian options (lower environmental impact)
Food Sustainability
a type of hotel rate that includes the price of the room and all meals;
Full American Plan / American Plan
general services contractor - working on exhibition, needs a permit from local fire authorities to build temp structures
GSC
GATT - A multilateral treaty aimed at reducing trade barriers between the signatory countries and promoting trade through tariff concessions
General Agreement on Tariffs and Trade
General and ofrmal meeting of an org or company attended by a specified proportion at least of its members for the purpose of deciding legislative direction, policy matters, the election of internal committees, and approval of financial matters. Observes certain fixed rules of procedure.
General Assembly
As practices for spending on healthcare providers have come under increased scrutiny, 'transparency' has become a buzzword with growing weight.Guidelines regulating the disclosure of this psending are rapidly developing across the globe, including association codes that span across borders."
Global Transparency Reporting Congress - Healthcare Providers
large amount of meeting space but less than convention centers. Varies by dest. Attractive venues if you can fit all your attendees in sleeping rooms and event space to accommodate your needs
Hotels -
International Association of Conference Centers
IACC
ID of an accredited agent with the international Air Transport Associaton
IATA #
institute for Global Ethics - founded by Rushworth M. Kidder regardless of differences in religion, social strata, people talk about same five values: honest,y responsibility, respect, fairness and compassion
IGE
speaking out against bullying or mistreating of others; support local comm through service projects
IGE - compassion
using equitable negotiation practices and fair trade products; ensure fair labor practices; respect supplier relationship (don't req special favors); transparency
IGE - fairness
truthful about potential future business opps prior to accepting invites to fam trips or hosted buyer events; disclose commissions & incentives; keep info confidential, respect intellectual property
IGE - honesty
valuing diversity, demo respect for trade show organizers (not suitcasing or outboarding); avoid aggressive behavior
IGE - respect
responsible of impact of your actions on stakeholders, enviro, and comm; fulfilling verbal and written comms in timely manner; accountability
IGE - responsibility
International Org for Standardiazation's 20121 Event Sustainability Management Sysmtes - A process oriented management program developed to define the systems needed in order to implement sustainable event practices
ISO20121
internet service provider
ISP
can identify through call for proposal and used in breakout sessions or expert selected from staff; engagement: peer reviews by used to determine expertise, for corps demo'ed knowledge of subject and public speaking needed; prep: presentation skills coaching
Industry Experts
numeric value unique to indv computer or electronic device that identifies it on a network. Ip address is assigned by a network admin, iSP or other network hardware
Internet Protocol Address (IP)
display composed of mobile crystals in liquid suspension which align themselves and polarize light in response to a small electric change. The crystals are manufactured in pockets within the display which correspond to areas of dark on light background.
LCD - liquid crystal display
(MINT) - online info network tracking historical and future site/booking infomriaton. MINT is provided by DMAI to its members
Meeting Industry network
designed to appeal to event professionals; good ratio of sleeping rooms to meeting space relative to the destination (ie hotel in vegas has rooms & meeting space for 4000; small city may be for 400). Designed to be comfortable for typical adult travel
Meeting properties, typically 4 stars -
MICE - an intl term used for events industry
Meeting, Incentive, Conference/Congress and Exhibition
May be internal or external expert fam with industry or prof speaker - lead panel or discussion; engagement: must prep ahead of time w/ other panel or session attendees; prep: may need special training on faciliatation
Moderator and Facilitator
When playing music at an event, whether background or primary, determine whether you require a music license and how to obtain one. Changes depending on country (US: American Society of Composers, Authors and Publishers (ASCAP) and Broadcast Music, Inc (BMI) / UK: PRS for Music (trading name for Performing Rights Society))
Music Licensing
trade name for polyester sheeting, usually clear or decorative metallic reflective finish
Mylar
North American Free Trade Agreement
NAFTA
NACE is in CIC
National Association of Catering and Events
protocols that enable data transfer between wireless devices that are within very close proximity
Near Field Communication
include historical facilities, such as palaces or castles, restaurants, museums, outdoor areas and arenas
Non-traditional venues -
abbreviation for passengers
PAX
Professional Congress Organizer/ companies or indvs speciailizing in event planning on behalf of a client org
PCO
personally idnetifable information - anything that may identify the an indv - passport #, national ID, credit or debit, etc. Keep confidential. If you intend to share the data - get permission at the time the info is collected
PII
special loading dock reserved for POVs where material is unloaded at prevailing material handling rates
POV line
series of short presentations of 20 slides lasting 20 seconds each.
PechaKucha
corporate incentives, cruise ships are designed to impress like high-end hotel & resorts. Excellent amenities, inclusive rates for function space, av, f&b, entertainment. Service, dining, staterooms give guests of feeling served richly. Meeting space is usually avail, events tend to be more incentive focused than information or training-oriented. Usually adult atmosphere.
Premium luxury cruise lines
Privately Owned Vehicle - the POV is a vehicle such as a passenger car or van, that is owned or leased by an individual, as distinguished from trucks, tractor trailers and other over the road vehicles that are owned or leased by a company.
Privately Owned Vehicle
often keynote; may be presented by speaker bureau, engagement: some non-professional speakers can be booked directly; prep: need to be briefed on audience background, demogs, and desired outcomes
Professional Speaker
can assist with destination selection and even execute events. There are stand-alone agencies that specialize in site-selection only.
Professional congress organizers (PCO) -
quick response code
QR Code
radio frequency identification - tech or a simple bar code that can be scanned for lead retrieval and tracking attendance
RFID
date RFP is to be passed along if you are using an intermediary to distribute the RFP (ie CVB)
RFP Distribution Date
the date a RFP is released from an event org and made public
RFP Published Date
offers or is near rec activities (tennis, swim, golf). If your meeting attendees expect resort amenities when they attend a meeting, you may need to host at a resort to encourage attendance
Resorts -
A financial ratio indicating the degree of profitibality. Calculated as NET MONETARY BENEFITS / Meeting Costs x 100; Meeting costs may also be referred to as expenses
Return on Investment / ROI
ROO - Measurement of the benefit received for participating at an event based on pre-set objectives for success
Return on Objectives
A sophisticated computer based pricing system that vendors use to adjust prices based on anticipated demand.
Revenue Management System / Yield Management
A performance measurement commonly used in the hotel industry. It is calcuated by dividing a hotel's net rooms revenue by the total number of available rooms, or by multiplying a hotel's average daily room rate (ADR) by its occupancy.
Revenue Per Available Room (RevPAR)
Sound which appears to echo and re-echo in weaker and weaker levels
Reverberation/Reverb
addl clause in a contract stipulating special requirements
Rider
The food is fully prepared in the kitchen. All courses are served either from platters or an Escoffier dish. Tureens are used for soup and special bowls for salad. The server places the proper late in front of the guest. After the plates are placed, the server returns with a tray of food and moving counter-clockwise around the table, serves the food from the guest's left with the right hand. With this style of service the server controls the amount served to each guest.
Russian Service/ Banquet Russian
search engine optimization / search engine marketing
SEO/SEM
an org similar to ASCAP and BMI that licenses the use of copyrighted music for various artsits. Formerly called the Society of European Stage Authors and Composers
SESAC
Service Level Agreement - Usually an adjunct document to a vendor contract
SLA
Specific, Measurable, Attainable, Realistic, Time Bound
SMART Goals
acronym for a category of event market segments - Social/Sport, Military, Educational, Religious and Fraternal Groups
SMERF
examines factors intenral to an org (strengths & weaknesses) and external (opportunities & threats) current position of competitors and anticipate moves in future
SWOT Analysis
scripts may be helpful for MC or if a scrip isn't necessary, have a list of key points
Scripts for the master of ceremonies or host (live and or/virtual)
1. performance area including props, equipment, backdrops 2. length of time musicians play before of taking a break 3. make preparations for a predetermined number of attendees
Set
props arrange to decorate the set
Set Dressing / trim props
a meeting of experts in a particular field, at which papers are preseneted and discussed on particular subjects with a view to make recs concerning problems under discussion
Symposium
temporary import bond - materials are not for sale and are admitted on a temp basis without paying any duty. Expo material with temp import status exempts owner from payment of duties and taxes
TIB meaning
some have meeting space in design and suitable for work-focused meetings by corps and associations; meeting space is typically relatively small and for small working sessions. F&B, Parking, less expensive than larger properties
Three-star hotels -
govt doc that permits licensee to engage in export of designated goods to certain destinations. Check w Dept of Commerce/State Dept to det licensing needs
US Export License
might pay as much as 33% of full value
VAT % up to:
value added tax
VAT acronym stands for
applies to all EU countries, Switzerland & China, India, Mexico, and New Zealand
VAT applies to what countries?
a tax on the estimate market value added to any product at each stage of its manufacture or distrbution; ultimately passed on to the consumer. The % applies to cost, insurance, freight value & duties,
VAT is
Video on Demand; Audio on Demand
VoD, AoD
uni-directional mic
a cardiod micrphone is another name for a
82,000
a convention center expo hall w/ 820 10'x10' expo booths, two 400-square feet lounges, and a 500-sq foot restaurant, what is the total net square feet for which you will be charged?
when you bring your own liqour (with permission) to a facility - you are likely charged
a corkage fee
loudspeakers strategically placed along the ceiling usually pointed straight down so all members of audience are equidistant from sound
a distributed system (sound)
1. written summaries of speehers or papers, gen between 200 - 500 words. 2. a brief statement of content.
abstract
freestanding or rolling boards, typically 4 x 8 used for ataching copies of research papers for authors to discuss with participants
abstract board
professors, researchers, admin, grad student; engagement: peer reviews using online abstract management system; prep: may present w/ others, brief on time limit, may require intellectual property protection
academic speakers
a provision sometimes used in contracts to accelerate deposit payment schedule or to demand full prepayment of master account in the event of a default or lack of credit by the purchasing organization. May also apply in other situations, such as assignments.
acceleration clause
requirement for entering into a binding contract. If a contract proposal (offer) is made, it is accepted if the offeree signs the offer as submitted. If the offeree makes changes to the ofer before singing, it is a counter offer, not an acceptance
acceptance
1. any seat, berth, room, or service provided and/or sold to a guest, attendee or passenger 2. a step taken to allow a person with a disability to participate
accomodation
official authorization or approval to 1. provide w/ credentials 2. recognize or verify act of conforming w. a standard 3. recognize a post-secondary instituion or degree-bearing program as satisfying and maintaining academic status
accreditation
1. an accounting method that enters income and expenses into the books at the time of contract versus when payment is received or expenses incurred (cash accounting) 2. a system in which revenue and expenses are accounted for as soon as they are committed
accrual accounting
extraordinary natural disaster such as extreme weather, flood, hurricane, tornado, earthquake, etc - cannot be reasonable foreseen or prevented over which a contracting party has no reasonable control. The occurrence makes performance of the contractl illegal, impractical or impossible, leaving the contract parties with no legal responsibility to continue performance of contract. FORCE MAJEURE
act of god
a food station where one chef cooks, slices, or otherwise prepares the food at the time of service - also called performance station, carving stations or exhibition cooking
action station
also known as gross shipping weight. Determined by 1. weighing a vehicle empty 2. loading a shipment and returning the vehicle to the scale to obtain new weight 3. subtracting the empty from loaded weight. Or by weighing individual piece of freight
actual weight
tax applied to an item according to the value of an item
ad valorem tax
an indv or org listed as covered by a primary insurance agreement
additional insured
His/her Excellency, Full name (no prefix), The Ambassador of (Name of Country)
address format to dignitary
rooms with common walls but without connecting doors
adjoining rooms
control & verify who can register - ie ppl in org or those who are invited to attend. Ex: private, hosted event; paid public event; credentialed event
admittance verification systems
an adult who is usually pursuing education to attain a specific and practical goal
adult learner
an order for goods and/or services placed before the move-in date for an expo. Usually less expensive than an order made on-site or a FLOOR ORDER
advance order
fees associated with advance orders which typically include discounts when paid in advance
advance rate
booking before an event takes place. Allows attendees to register for an event before it actually takes place.
advance registration / pre-registration
gain potential customer's attention, provide some info, call for action, and declare benefits of completing that action
advertisement goal
call to action, event colors and logo, consistent message w/ other promo messages for that audience, write copy that is short & to the point, include full contact info, work trade-outs with industry publications
advertising checklist
advertising should encourage action. If it does not, it's probably PR tool
advertising vs public relations
a group that offers advice or counsel to event organizer, event management, or other org on strategic options such as education content, exhibitor matters, contracting policies or other issues
advisory board
group sharing common interest, usually people who are memebrs of the same organization
affinity group
coffee: 35% decaf: 20% soda: 70% tea 10%
afternoon break drink ratios for 50/50
a list or plan of items to be considered, decided, undertaken or accomplished at a meeting or event, agendas are generally formal, structured lists and may include a time schedule.
agenda
1. one who acts or has the power to act as the representative of another. Ie retail travel agent
agent
2. Person that obtains engagements for entertainers, is paid by the entertainers and has no contract for production responsibilites
agent - entertainment
3. person in a speaker bureau/agency that acts on behalf of the seller (speaker) or buyer (customer)
agent - speaker
a bill of lading that covers domestic and international flights transporting goods to a specified destination
air consignment note
faster and safer method of shipment - goods handled fewer times, more expensive and has weight and size limits
air freight
movabe, track-mounted barrier that partitions a large area such as a ballroom or exhibit hall into smaller sections. May be sound resistant but not necessarily sound proof
air wall
an airfreight company that transports freight via scheduled airlines. Forwarded do not operate their own planes.
airfreight forwarder
1. area btw booths/stands for attendee traffic 2. space between tables or chairs to allow passage of an audience
aisle
local consulate (you can use: CVB, trade press, the web)
all of the following are ways to locate a Professional Conference Organizer except
insurance against loss of or damage to property arising from any fortuitous cause except those that are specifically excluded
all-risks insurance
alternatives to print materials (ie braille, large print, etc), telecommunications, computers and other electronic media provided to assist people with disabilities in achieving full participation
alternate media
proactive ambassadors, trusted resource
altruistic activators
1. level of illumination from natrual sources already existing in an environment 2. uncontrolled and unintended illumination
ambient light
comp items provided by a hotel in sleeping rooms - toiletries, writing supplies, bathrobes, fruit baskets, and shoe shine mitts
amenity
a meal of fruits and or juices, cereal, eggs, meat, bakery good and hot or cold beverages
american breakfast
member of the CIC
american hotel & lodging association AH&LA
food is plated in the kitchen and placed before the guest. Side dishes are used for bread and butter and salad. Food is served from the left, beverages from the right, and all items are removed from the right. This is generally used for banquets
american service
ASAE & The Center of Association Leadership is a member of the CIC
american society of association executives (ASAE)
an outdoor facility with a flat performance area surrounded by a sloped seating area for the aduience. Seat is ually a semi-circular shape or adapted to the surrounding landscape
ampitheater
sound travels from mixer to here to increase sound levels to be sent out in the speakers for sound reproduction
amplifier
a method of conveying audio or video data electronically by varying its signal frequency or amplitude
analog
the art and science of helping adults learn as opposed to pedagogy which is the science of helping kids learn
andragogy
a company that provides software to customers through the internet using centralized servers owned and managed by the provider
application service provider (ASP)
a part of the stage in front of the main curtain
apron
private dispute resolution process in which the parties agree to submit their dispute to an impartial third party for a decision. Depending on the type of arbitration, the arbitrator's decision may or may not be binding
arbitration
1. a general or formal meeting of an organization attended by representatives of its members for the purpose of deciding legistlative direction, polciy matters, holding elections or conducting governance business of the org. Consequently an assembly usually observes certain rules of procedure for its meetings; generally prescribed in it's ARticles & By-laws 2. The process of erecting display component parts into a complete exhibit
assembly
ADMEI is a member of the CIC
association of destination management executive international ADMEI
a term describing an internet service provider technology where the download and upload bandwidth are not equal
assymetric bandwidth
asynchronous learning is a student-centered teaching method that uses on-line learning resources to facilitate information sharing outside the contrsaints of time and place among a network of people. Typically this on demand and can be video on demand (VoD), audio on demand (AoD), correspondence courses, email messages, bulletin boards, etc.
asynchronous learning
money exchange areas, agenda for day or evening, distance and time to hotel, snacks/first meals
at airport for intr trip
often called the "program" - print or electronic (full program usually includes room info, venue floor plan if it's a big space)
attendee agenda
passport name, mobile #, departure airport/terminal/flight#/time, ticket class, checked or carry-on bags, pre-arranged meeting location at airport or city, earliest and latest reporting check-in times; parking arrangements; special travel arrangements to return to airport, train/bus at airport, baggage/baggage allowance, weight and size limit on baggage (varies by carrier), name a contact info of who will meet at airport. emergency contact, special security procedures, attendee badge, fees could occur departing airport
attendee arrive by air international need
the difference between actual number of sleeping rooms (or food and beverage or revenue) realized and the number agreed to in the facilities contract. Usually a % or actual shortfall limit is allowed before damages are assesed.
attrition
the total actual number of attendees at an event
audience count / head count
stage directions from the audience'ss perspective (opposite of stage left and stage right)
audience left and right
four or five attendees query the main speaker from the stage with questions from audience w follow up questions
audience reaction team
interactive computer or mobile device app that enables voting or polling and then collects and displays the results
audience response system
first row of seats should be no closer than twice height of screen, back row of audience should be no more than 8 x the height of the screen
audience seating / screen placement
a meeting using only voice transmissions between two or more sites
audioconference
AV includes equipment, materials and teaching aids used in sound and visual presentations, such as video projection, monitors, sound equipment,
audiovisual
supllier of technical staff and av equipment video projection, monitors, sound systems, video and staging
audiovisual contractor
an audiovisual professional who is responsible for the set-up, configuration, or operation of lighting, sound, video, staging or other similar elements of an event function
audiovisual technician
a methodical examination and review of records pertaining to an event. (independent verifcation of attendance figures submitted by an exhibition's producers)2. unbiased exm and eval of the financial statements of an orgnization. Internally or externally
audit
room for gathering an audience for speeches, performances, concerts. Often used to name entire facilities, though properly applied only to the setaed portion of the facility in which the audience is assembled
auditorium
seating arrangement where chairs are arranged in rows facing head table, stage, or speaker. Variations are semi-circular and v-shaped.
auditorium set-up
a person who is authoried to legally bind an indv or org to a contract, to sign checks, on behalf of an org, or charge to an org's master account
authorized signatory
AED - device installd in many large public areas (airports, hotels, convention centers). Can be used by any indv to administer live-saving care to person experience heart attack.
automated external difibrilator
ADR - a measure of a hotel's financial performance that calculates the total sleep room revenue for a given period's occupied rooms divided by the number of rooms occupied for the same period
average daily room rate
mathematical average of a series of sleeping room rates
average room rate
a drape or curtain or fabric panel that provides a soft, colourful background for a speaker or stage presentation
back drape
1. light source that illuminates any transparent or translucent material from behind. 2. a lighting instrument used behind and above a presenter to give more depth and better image to video projection
back light
BOH - term used in hotels and other venues to refer to areas for staff only, as opposed to the front of house
back of house
a permanently installed series of copper wire of fiber optic cabling that provides the main infrastructure for transmitting voice, data, and video signals within a facility
backbone
drapes, curtains, or fabric panels at the back of a stage, speaker's table, or exhibit booth/stand
backdrop
equipment such as amplifiers and sound equipment required by musicians in order to perform at an engagement, often rented by the event organizer
backline equipment
1. the back wall (either hardwall or draped) of a perimeter, booth/stand/exhibit or inline 2. panel arrangement at rear of booth/stand area
backwall
seek advice from local PCO or DMO if you have doubt about approriate materials
banned materials
a form most often used by hotels to provide details to personnel concerned with a specific food and beverage function or event room set-up
banquet event order (BEO)/ function sheet
a person with overall responsibility for food and beverage delivery with direct staff (servers, banquet captains) and indirect (hotel kitchens and engineering)
banquet manager
banquet layout usually uses rounds that are 60 (8 people), 66 (9 people), 72 inches (10 people)
banquet rounds
1. seating arrangement where typically a grouping of rounds is set in such a way as to facilitate the serving of food, most often a hexagonal or square pattern 2. function room setup and ear down
banquet set-up
banquets may be served plated or buffet style (offer service on both sides of table), often highlight local specialties and event will include entertainment, dancing, or special program like an award ceremony
banquets
booth/stand with no services or facilities, meaning that these all have to be hired at an additional cost
bare booth/stand
movable hinged flap used on stage lights to control light spill
barn door
currency in which all official business and transactions will take place
base currency
plate used under bowl, glass, condiments and so forth
base plate
input source - mic or playback device; mixer - change btw; speakers or output devices to amplify
basic part of any audio system
lengths of pipe from which scenery, curtains and lights can be hung
batten
type of screen with highly reflective surface used for front projection
beaded screen
LCD projector - a self contained unit with a liquid crystal display (LCD) panel, light source & lens that works with computers for displaying video, images, or data on a screen or other flat surface without any need for special software or complex setting up.
beamer/data projector/LCD projector
flight duration, aircraft, stopping points, meals, baggage procedure, customs allowances, security or immigration, money exchange info, name / address / phone for hotel, name of company greeting on arrival, transportation options at destination (incl costs), time of arrival, time difference,
before intl trip advise attendee of
organzation policy, law in your country of origin on such payments, laws and customs in destination, alternatives such as donation to official charity
before pay ex gratia consider
a hotel employee who supervises the work of staff whose primary responsibility is to carry luggage, run errands
bell captain
BAR - lowest available rate for non-group resrevations at a hotel
best available rate
usefulness, shelf life, applicability to your customer (can they transport them home?)
best promo products to attract customers - three concepts:
a proposal submitted bya CVB or hotel or other supplier to an event organizer that includes detailed specifications (dates, rates, concessions)
bid
a document that establishes the terms of a cotnract between a shipper and a transportation company under which a freight is to be moved btw specified points for a specified charge. It serves as a doc of title, a contract of carraige, and a receipt of goods.
bill of lading B/L
generally refers to the air freight and van line shipments. The billing weight is the number upon which freight charges are based. The billing weight will be the actual weight or the dimensional weight, whichever is greater.
billing weight
ultraviolet lighting that whne applied cuases phosphorescent paints to glow
black light
required dress - dinner jacket, bow tie, cummberbund for men; formal evening dress for women. May include national dress. In US/CA indicates tuxedo.
black tie
indicates formal dress is preferred but not required
black tie optional
a commission that is paid by a hotel to a third party for services, it comes out of the hotel sleeping room rate, but it is not disclosed to the guests or event organizer. In some countries this practice would be subject to legal restrictions
blind commission
laws that regulate the type of businesses that must be closed, or the types of products that may not be sold on Sundays. (ie alcohol)
blue laws/ Sunday laws
final review copy for client's approval before printing. Also referred to as a proof.
blueline
a room set permanently in a conference configuration. Generally with a fixed table and executive seating
boardroom
seating arrangement in which rectagle or oval shaped tables are set up with chairs on both sides and ends
boardroom set-up
regattas, rallies, races - multiple day event might be help on a cruise ship. Transportation - to dinner or reception cruise. A destination only accessible by boat can add unique element to the event
boats
a warehouse authorized by customs authorities for storage of goods on which payment of duties is deferred until the goods are removed
bonded warehouse
the purchase, for a premium, of a guarantee of protection for a supplier or a customer. In the hospitality industry, certain bonding programs are mandatory.
bonding
storage area where equipment is store during an exhibition. This area may be located within the exhibit hall or unused portion of the floor.
boneyard
guidelines by which a convention center (or other venue) priortizes reservations; may correspond to hotel rooms the event will use in the area
booking policy
specific exhibit displayarea assigned by show management to an exhibitor under contractual agreement.
booth
location where official images can be downloaded, contact info for person responsible for standards, rules for logo use (sizing, etc), colors, fonts
branding guidelines
use active voice, with verbs to encourage reader to take action; specific details; short sentences; highlight benefits instead of features; testimonials from influential comm members; suggest who should attend; describe speakers' credentials; use incentives; caption photos with benefit statements, include contact info for q's, facilitate sharing, construct interactive elements ie video
branding messaging and content of marketing pieces should:
short internal between sessions which coffee, tea, and/or other refreshments are served
break
the point at which revenues are equal to expenses
break-event point
function rooms set up for a group within an event as opposed to a plenary or general session spaces
break-out rooms/syndicate rooms
speaker or facilitator and provide in-depth discussion on a focused topic
breakout or concurrent session
small group sessions, panels, workshops, or presentations, offered concurrently within an event. Break-out sessions occur apart from the general session.
breakout sessions
intro to on-site portion of the event - review agenda, roles and responsibilities, expectations, communication plan and equipment usage. Invite key stakeholders. Good time to answer/address any last minute questions
briefing / pre-conference meeting
music licensing org that represents individuals who hold copyrights to music writtein the US. Grants licensing agreements for the performance of music.
broadcast music, incorporated (BMI)
oversees broadcast of virtual event; will work with you on content of the broadcast to create engaging event
broadcast producer
non-asset based transportation of provider that sells transportation services for commercial shippers. Broekrs commonly use freight forwarders.
broker
a statement of estimated revenues and expenditures for a specified period of time, event or project; divded into subject categories and arrange by principal areas of revenue and expense
budget
financial goal of the event (breakeven, profit, or expense)
budget philosophy
a line or multiple lines of attendees take plates and select their own food
buffet
assortment of foods, offerred on a table, self-served
buffet
1. servers offer a variety of both hot and cold hor d's on platters to guests at receptions. 2. a style of table service where guests serve themsevles from platters presented by the server 3. specialized in-room service offered by a hotel, resort or cruise ship.
butler service
an agent who purchases goods on behalf of a company or agency
buying agent
method to increase audience participation by dividing attendees into discussion groups, each reports group findings and opinions during a following plenary session
buzz sessions
liqour served and charged for by the full bottle
by the bottle
a tern used in F&B that refers to purchasing option based on the amount utilized by the group. The org pays for the F&B based on the actual food and beverage served.
by the drink/on consumption
per person - a fixed price per attendee; covers all consumption of food and beverage at a function within a given time frame.
by the person
food purchased by the individual piece, usually for a reception
by the piece
room adjact to pool area with or without sleeping facilities
cabana
60, 66, or 72 inch tables 1. room arrangement w/ cocktail tables, chairs and a stage 2. outside of north america, refers to seating at round tables with chairs at two thirds to three quarters of the table and no seating with backs to the speaker
cabaret set-up/crescent round set-up/half moon set-up
when buffet is set-up with one side for attends and the other for servers who place on guests plate; guests carry own tray (plate). Payment sometimes made at a cashier station.
cafeteria service
total number of cups / 20 (six-ounce cups per gallon) (ex 300 cups / 20 = 15 gallons)
calculate coffee into gallons
total number of cups / 6 (167 ml cups per liter) (ex 300 cups / 6 = 50 liters)
calculate coffee into liters
brand of liqour, distinguished from house brand, selected by a customer according to prefrence. Usually a higher quality than house brands.
call brand
an invite to submit topic ideas for a conference program. Document containing detailed instructions for submissions of papers for assment and selection by a review committee; often referred to as "abstract forms"
call for papers/ call for presentations / abstract forms
dorm or other uni / college sleeping accomodations
campus housing
the number or % of contracted rooms that do not actualize into occupied rooms due to guest cancellations or no-shows
cancellation / no show percentage
provision in a contrict which outlines damages to be paid to the non-cancelling party if cancellation occurs, due to the cancelling party's breach of the contract
cancellation clause
insurance that protects an event organizer against financial loss or expenses incurred when contractually specified perils necessitate cancelling or reclocating a event, or cause a reduction in attendance
cancellation or interruption insurance
business that was confirmed definite by the contract and was later cancelled
cancelled business
carbon neutral is the point at which enough carbon is offset or sequestered to cover a specific amount of carbon generated by a manufacturing process, transportation method, product usage, building or individual
carbon neutral
add'l coverage protecting the owner of the goods for loss or damage while goods are in a carrier's possession. Recommended for all intl shipments
cargo insurance
1. fee charged for transporting freight between destinations 2. short distance hauling of exhibit properties
cartage
an accounting method that records income and expenses at the time when payment is rec'd or expenses are paid. (opp of accrual counting)
cash accounting
recording income and expenses at time when payment is rec'd or expenses paid instead of right when they are committed (enters income and expenses into the books at the time of contract)
cash basis accounting
a type of insurance that is primarily concerned with legal liability for losses caused by injury to persons or damage to the property of others
casualty insurance
Usually referred to as Cat followed by a numeral between 1 and 7, Cat or Cat 5e cabling, required for Fast Ethernet, is most commonly available
category cable (Unshielded Twisted Pair Cable or UTP)
staff person responsible for selling and servicing group and local food and beverage functions
catering sales manager
max height of ceiling in a exhibit or event room
ceiling height
CEIR - member of CIC
center for Exhibition Industry Research
Certificate offered bt the Global Business Travel Association and Meeting professionals International
certifcate in meeting management (CMM)
a document provided by an insurance company as proof that a policy has been issued and coverage is in effect.
certificate of insurance (COI)
a document, required by certain countries for tariff purposes, certifying as to the country of origin of specified goods
certificate of origin
Certification offered by the American Society of Association Executives and ASAE University. Another CAE cert is offered by the Canadian Society of Association Executives.
certified association executive (CAE)
detailed list of the indv line items that make up the revenue and expense categories in a budget. A numbering system used to identify every line item in a budget, so income and expenses are posted to the correct accounts.
chart of accounts
1. exclusive use of all or some space on a plane, bus, ship or other vehicle for a special period of time and for a specific itinerary 2. to create a new association, org, or chapter of an association or organization
charter
time at which hotel guests are required to vacate sleeping rooms
check out time
time at which hotel guests may check-in and occupy sleeping rooms
check-In time
equipment capable of lifting a person or persons to a given neight
cherry picker
seating arrangement in which chairs or tables are arranged in rows slanted in a v shape and separated by a center aisle. They face the head table or speaker. This is a presenter focused room setup
chevron/herringbone,/vhsape set-up
an event that requires the use of a convention center or event compelx, as well as mulitple hotels in host city
citywide event
17 to 22 sq ft per person; Allows for use of rectangular tables that are 6' or 8' long and 18 - 24 inches wide, with 2 feet per person and 3.5 feet between tabes a minimum set. Sets with less than 3 feet between tables are too tight. When using 30 inch tbales, add 1 square foto per person to these figures. Always use larger area per person when thes peaker is ont he long wall, since less efficient
classroom / school room table & chairs - general
rectangular table often narrower than regular tables, 30 inches high, can be 6' or 8' long and 18 - 24 inches wide; 3.5 feet between tables
classroom table
seating arrangement in which rows of tables with chairs face the front of a room and each person has a space for writing (rectangular table often narrower thanr egular tables, 30 inches high, can be 6' or 8' long and 18 - 24 inches wide); For presenter focused room set-up
classroom/school room set-up
17 to 18 sq feet per person
classroom/school room set-up for 300 +
20 to 21 sq feet per person
classroom/school room set-up for 60 to 300
22 to 23 sq feet per person
classroom/school room set-up for less than 60 people
a receipt for goods issues by a carrier with an indictaiton that the goods were received in apparent good order and condition without damges or other irregularties.
clean bill of lading
a draft to which no documents have been attached
clean draft
generally the last point in time at which an exhibitor-appointec arrier must be in line or at the dock in order to be loaded after the close of the show
clear date/time
workshop-type edu experience where participants learn by doin
clinic
hard plastic, recyclable in some areas. Thick, durable, and fits into many hard sets such as existing exhibition stand construction systems. Heavy so not great for shipping. Very durable and stores well.
closed cell polyvinyl chloride (PVC) sheet
final activities at an event which occur during the closing or last session
closing ceremony
to hold two or more related events at the same time and in the same place
co-location
small round table, 15 - 30 inches in diameter and 30 inches in height for cocktail parties
cocktail table
1. promo material used by the salespeople to support or corroborate the featues and benefits of the item beign sold 2. collective term for material distributed to attendees at reg, including badges, lanyards, tote bags, agenda and other materials 3. assets thatcan be pledged to guarantee a loan
collateral
service performed for a shipper in which a number of smaller shipments are picked up or rec'd and fwd as one truckload shipment
collection and consolidation service
informal meeting for purpose of discussion, usually of an academic or research nature, to ascertain areas of mutual interest through the exchange of ideas. Conducted when convenient but with little regularity.
colloquium
calming
color choices - cool colors (blues, greens)
less stimulating environment, tent to result in less engagement and consequent learning
color choices - neutral colors (whites, greys)
more stimulating
color choices - warm colors (reds, oranges, yellows)
white
color of paper to use bc it's easiest to recycle
open bar and cash bar components
combination bar
attendees responsible for own reservation, event professional makes arrangements for VIPs and staff
combination system (room list & indv reservations)
payment made to an indv or org for bringing business to another indv or org
commission
a contract in which the room rate to be charged to attendees includes a commission to be paid to either the sponsoring group or a third party such as a travel agent or independent event planning or site selection organization
commissionable rate commitment
a group of people appointed for a specific function, typically consisting of members of a larger group
committee
transportation company which handles materials; an agency or business that is available to the public for transportation of persons or goods; usually referring to freight transportation on regularly scheduled trucks or planes
common carrier
chart that depicts what messages need to be communicated, by whom to whom, through which delivery method, and when
communication matrix
discuss protocol & best practices w. personnel for each type of equipment. Ie appropriate volume, type of convos. May need heatseats for walkie-talkies. Have comm device at all times.
communication protocol
CMP - an all-inclusive plan offered by conference centers; includes lodging, all meals and support services
complete meeting package
the number of rooms provided at no cost based on the number of occupied rooms. Often expressed numerically for example 1/5-, 150 or 1-per-50
complimentary ratio
CODEC - videoconferencing standard, included in hardware and/or software, used to compress or code video, audio, and data signals fotransmission and decompress or decode the signal at the other end of the transmission
compression/decompression or coder/decoder
1. merchandise or refreshments sold onsite, to individuals, in conjunction with an event 2. contractual agreement where one party provides something of value to the party in exchange for something else, pending certain conditions
concessions
gathering of a group with shared or special interests. Traditionally refers to meetings of a confidential or secret nature with restricted or limited participation. From the latin for "with key", referring to a historical practice of sequestering participants
conclave
multiple sessions scheduled at the same time. Programs on dif themes or subjects offered simultaneously
concurrent sessions
1. participatory meeting designed for discussion, fact finding, problem solving and consultaiton; 2. an event used by any org to meet and exchange views, convey a message, open a debate or give publicity to some area of opinion on a specific issue. No tradition, continuity or timing is required to convene a conference. conferences are usually of short duration with specific objectives and are generally on a smaller scale than congresses or conventions.
conference
title generally conferred upon the chief admin of the entire event
conference officer /organizer
a letter of credit, issued by a foreign bank, whose validity has been confirmed by a second bank. An exporter whose payment terms are a confirmed letter of credit is assured of payment even if the foreign buyer or the foreign bank defaults
confirmed letter of credit
reg coming together of large groups of indv, generally to discuss a particular subject. A congress will often last several days and have several simultaneous sessions. The length of time between congresses is usually annual, although some are on a less frequent basis. most international or world congresses are latter type; national congresses are more frequently held annually
congress
a facility, typically outside the US that hosts trade shows and other large functions which contains a large exhibit hall and add'l small meeting and event spaces.
congress center
in a hotel, a configuration of two or more quest rooms with private connecting doors permitting access between rooms without exciting into a public corridor.
connecting rooms
oral translation of several phrases or entire speeches from one language to another . Speaker pauses between phrases to allow for interpretation.
consecutive interpretation
product purpose, number of participants, trade show budget, messaging
considerations for tradeshow giveaways
recepient. The person, people, or org to whom somehting is delvered or addressed
consignee
a person who sends freight
consignor
a document, req'd by some countries, describing a shipment of goods and showing information such as the consignor, consignee, and value of the shipment. Certified by a consular official of the foreigh country it is used by that country's customs official sot verify the value, quantity and nature of the shipment.
consular invoice
exhibition that is open to the public, usually requires an entrance fee
consumer show / gate show / public show
a charge that is assessed when a container is not returned to the carrier within the allowable time
container detention
balances variety and budget - most served on a buffet in the meeting room w pastries, juice and coffee, can be expanded to include fruit, cereal, meat cheese, yogurt
continental breakfast
a room rate that includes a continental breakfast
continental plan
at site visit about - backup generators, evacuation plan, first aid caps, weather emergencies, and nearest medical facility
contingency plan (ask at site visit)
an agreement between two or more parties that creates in each party a duty to do or not to do something and a right to performance of the other's duty or a remedy for the breach of the other's duty
contract
trucking company that enters into a specific contract with a shipper to transport goods for an agreed-upon-price. Contained within the contract are all the terms and conditions, liability, transit times
contract carrier
member of committee in charge of convening participants
convenor
gathering of delegates, representatives, and members of a membership or industry organization convened for a common purpose. Common features include educational sessions committeee meetings, social functions and meetings to conduct the governace business of the org. conventions are typically recurring events with specific, est timing.
convention
in possession of first staff to arrive and in hands of person who will receive the goods at final destination
copies of freight docs
laws that allow for the ownership of intellectual property (such as writings, art, music). Copy-written material may not be used without the owner's permission or the payment of royalty fees
copyright
a charge place on beer, liquor and wine brought into a facility but purchase elsewhere
corkage
formed in a linear booth layout at the end of the row of in-line booths, offer exposure to intersecting aisles on two sides
corner booth
special rate for sleeping rooms or other goods and services that is made available to business travellers. These rates may vary by corp, depending on the negotiated agreement
corporate rate
the market segment comprised of groups or individuals that work for a given company and are travelling for business reasons at the company's expense
corporate travel
plastic surface is durable and light and in some countries recyclable. Good for shipping great distances. Inexpensive, ofnte used at trade shows for booth headers
corrugated plastic /alligator board
a pricing term indicating that these costs are included in the quoted price
cost and freight (C&F)
a pricing term indicating that these costs are included in the quoted price
cost and insurance (C&I)
an import duty imposed to offset export grants, bounties, or subsidies paid to foreign suppliers in certain countries by the governents or those coutnries as an incentive to exports
countervailing duty
a person's country of natural birth or citizenship; an item's country of manufacturing, production, or acgricultural growth
country of origin
1. Euro term for a travel professional who supervises arrival details and escorts tours 2. a person or service who delivers messages, packages or mail
courier
1. table setting for one person 2. actual number of meals, or servings, served at a food function 3. dome placed over a plate used to keep food warm/cold
cover
actual number of meals served at a catered meal function or in a restaurant
covers
some events (ie sporting or voting) may req further credentialing and verification to register an attendee
credentialed event - admittance verification systems
a smaller aisle perpendicular to a larger main aisle
cross aisle
helping partner orgs promote the event will increase the reaach beyond participants your org contacts
cross-promotional activities
may lose control of safe behavior for many reasons - including pres that incites negative or violent emotions. Drugs or alcohol may have a negative effect too - trained personnel
crowd management plan - attendee behavior and response mechanisms
needs to include: set-up/seating, capacities, obstructions to crowd movement labeled); Need to be approved by venue or fire marshal
crowd management plan - floor plans
mark front-of-house entrances and plan for access control; all exits clearly marked (add lit signs to draping)
crowd management plan - ingress and egress
used to advise attendees what to expect from organizer and how to behave - can be done in a fun and interesting way to fit theme but still marking restrictions
crowd management plan - signage
off-site venue may lead you to need fencing to keep attendees in and public out) need adequate staffing and public safety considerations (parking, suppliers, secure border, obstructions by generators/restrooms)
crowd management plan - site plan
for large scale events w/ high security (electronic or physical screening for person; bags by xray or visual search by trained personnel)
crowd management plan -screening systems
live human response should be avail outside of normal business hours if possible -- esp on social media. If audience spans multiple time zones make sure normal business hoursin those time zones are covered at a minimum
customer service availability
the governmental authorities designated to collect duties levied by a country on imports and exports. The term also applies to the procedures involved in such collection.
customs
an indv or company, that is licensed by the govt to enter and clear goods through customs, freight forwarding company should also be a customs broker
customs broker
an indv or firm licensed to enter and clear goods through customs
customs house
designated date when a hotel will release any unsold sleeping rooms in a group block and make them available to the general public
cut-off date / release date / reservation review date
a specifci point in time at which the exhibition contractor will cease (for the day) all unloading or loading activities. In transportation environment this refers to the specific time a shipment ust be tendered to a carrier in order to receive service that day. For example, a flight that departs at 10 pm may have a cargo cut off time of 7 pm
cut-off time
part of a contract dealing with procedures, penalties, and rights of the party causing damages
damage clause
white papers, case studies, discounts, promo items for supplying email address
data collection on website incentive
two teams composed of two or three, arguing opp sides
debate
Allows stakeholders to discuss outcomes of event, lessons learned & to be applied to future events. Can have daily on-site as well to discuss expectations of the day and any lessons/changes that can be made from day before.
debriefing meeting
shippers stated value of entire shipment in terms of dollars
declared value
indv or company providing installation & dismantle and booth/stand and hall dressing services for a trade show and/or its exhibitors. Decorater services may be provided by carpenters, sign painters or others depending upon union jurisdiction. Term applies to both contractor and skilled craftsperson.
decorator
space reservations confirmed in writing
definite booking
an intiative of the meetings, conventions, and exhibitions industry managed by the Convention Industry Council (CIC). APEX develops and manages the implementation of accepted practices (voluntary standards) for the industry.
defintion of APEX
public relations is a strategic communication process that builds mutually beneficial relationshps between orgs and their publics.
defintion of public relations
mostly small speakers to cover areas of range of main speaker projection area
delay, center, fill-type speakers
outside of north america, a general term for reg'd meeting participant. In som einstances a voting rep in a meeting.
delegate
ensure you know any time or day restrictions by the neighborhood or venue
deliveries
a rate inclusive of breakfast and dinner in addition to the room. In the us and canada it is called a modified Americna Plan (MAP) which means breakfast and one other meal (usually dinner)
demi-pension
profile individuals - race, age, gender, education, qualification(s), marital status, income, professional, level in org, and seniority in the industry
demographics
know the host organization and make sure it aligns; research your target audience and tailor product(s); set your budget - consider intl customs or gift policies of max limits; select appropriate vendor; asses the purpose; determine special product needs; determine distro method
development of promo products and merch, follow basic steps:
You stand behind, or at, a lectern, on which you can lay your script or notes. You stand on a podium, which is also called a rostrum. It's a low platform, or pedestal, on which an orchestra conductor might stand.
dif between a lectern and podium
Five-star deluxe property and resorts; Conference center with housing ; Meeting properties, typically 4 stars - ; Three-star hotels -; two-star hotels, hostels ; Premium luxury cruise lines; Contemporary brand cruise lines - ; Colleges and university campuses; Convention centre hotels -
different accommodation types that are most commonly used for events
exhibitors, speakers, participants, sponsors and media
different types of stakeholders
(could have cost associated but less than printing) ability to incorporate branding or your org or sponsors, use full color, make changes at last minute add features, avoid storage and shipping costs
digital signage
use of a number of restaurants in a destination with reservations and billing arrangements to one particular client
dine around
any direct personal communication from the org to potential customers by printed medium or electronic comm (email, social), phone call or text message
direct marketing
all expenditures associated with an event that flow into the host detination's local economy. Direct spending includes attendee spending, exhibitor spending, and event organizer spending.
direct spending
a group of people assigned to debate or explore a topic within some types of meetings. Similar to a working group but typically without an expectation for formal reports or papers
discussion group
a set of specifications for exhibit construtcion endorsed by all major exhibit rules which may be adopted by event management. Guidelines provided by the Intl Assoc of Exhibition Executives
display rules & regulations
1.5 x width of screen
distance from the projector to screen
virutal learning. Del'd through a variety of methods including email, elearning platforms, web conferencing, mobile apps and podcasts
distance learning
coordinate through transportation and venue logistics - some items given to participants at meeting or duringe vent reg, others may be distributed venue staff check-in or in guest rooms
disto of marketing materials
advance, on-site, and post-event fulfillment; shipping costs; staffing needs
distribution strategy of merchandise
a receipt issues by an ocean carrier to acknowledge receipt of a shipment at the carriers dock or warehouse facilities
dock receipt
1. reserving space for two groups to use at the same time and neither can be fully accomodated as contracted 2. an org reserving space in more than one venue for the same event 3. two or more reservations made for the same traveller for the same dates
double booking
use of two tableclothes on a banquet table for decorative purposes, to muffle sound, or to attach a skirting. Usually two different colors used.
double cloth
a hotel guest room that may be occupied by two persons
double occupancy
one double bed
double room
price per person for a double occupancy hotel guest room
double room rate
a hotel guest room with two double beds
double-double room
front of the stage, closest to the audience
downstage
in US a term for laws covering the liability of people serving alcoholic beverages. Under dram shop laws, a party injured by an intoxicated person can sue establishments contributing to that person's intoxication
dram shop laws
a boothstand where the back and side walls are contrsucted using pipe and drape
draped booth / stand
services performed by gen contractor including delivery of exhibit materials, from dock to assigned space, removing empty crates, returning crates at end for re-crating and delivering materials back to the dock for carrier loading. It is a two-way charge, incoming and outing.
drayage/material handling
placing graphics, plants, literature and applying any finishing touchsed to the display
dressing the exhibit
first comm priorities are informing emergency response peronnel of the crisis & making safety announcements for attendees and on-site staff as required based on the nature of the crisis. Announcements made internal and external audiences should be timely, accurate and informative, and should help combat misinformation. spokes person should establish themselves as main point of contact.
during the crisis (PR)
fee levied on imported and exported goods. Duties are generally based on the value of the goods (ad valorem duties), some other factors such as weight or quantity (specific duties), or a combo of value and other factors (compound duties)
duty
props, lighting or other decorative elements used to create a theme, ambiance or mood at a function special event
décor
check on rigging points & equipment w venue for when décor needs to be fixed to structure
décor - walls and rigging points
particularly for multiple day events - may need refreshing if it's live plants, flowers or balloons, esp outdoor decs. Consider when making selection
décor maintenance
a sysmte that uses a large monitor and computer to display multimedia versions of a poster, typically used at a scientific and medical conference
e-poster system
to reach your destination before appointed date / time/ when a hotel guest with a confirmed res requests to check-in early/ arrival prior to arrival of majority of group
early arrival
a guest who checks out of a hotel one or more days earlier than the scheduled deprature date.
early-out/ early departure / under stay
total value of an event including secondary spending (indirect and induced) on the host destination's local ecnomy over and above the original direct spending. These secondary impacts, when combined with the original direct spending, result in the total economic impact of an event
economic impact
requests for proposals that are generated using an online tool, including from meeting tech suppliers, hotel websites, often used for site selection as well as other sourcing for even products and services
electronic RFP
1. floor plan - add your areas & obstructions 2. include technical elements 3. conform w/ branding requirements 4. include other details necessary 5. meet safety requirements
elements in environment design plan
entrances/exits; obstructions - pillars; staging w/ dimensions & entrances/backstage entrance; backstage area; dance floor (if req); buffets and bars (if req), tables and chairs in configuration/style
elements in environment design plan - floor plan and indicate
draping w/ fire retardants; freestanding items anchored; free aisles and walkways; venue rules followed (ie no lit candles)
elements in environment design plan - meet safety requirements
style and size of tables, colour and style of chairs, colour and size of linen, table top items - decorations
elements in environment design plan - other details
technical areas - front of house where crew will sit, truss towers, camera risers; case storage for empty tech cases; location of power drops and planned cable runs; lighting plan (colors & gobos)
elements in environment design plan - technical elements
32"
elevator door opening distance
a spotlight that can be shaped and controlled to light lecterns, signs and areas that need a tightly focused light pool; can be used with a gobo to project an image
ellipsoidal spotlight
Stricter in EU than in US; Research the laws for any country where promotion is conducted. US CAN SPAM and EU Opt-in Directive
email or telemarketing laws
procedures about how to react and respond to an emergency situation, such as medical, fire and bomb threats
emergency action plan
the tag indicating a crate may be moved into storage. The sticker identifies the exhibitor and the return location for the crate.
empty sticker
a large hearty breakfast that includes juice, fruit, hot and cold cereal, eggs, meat - often fish, pastries w/ jellies/preserves, and made to order foods such as omelettes and crepes and hot beverages
english breakfast
food is brought to the table and presented to host, who either cuts the food himself or choose to have it done by the server away from the table. Vegetables are placed in bowls on the table for guests to serve themselves
english service
may be categorized as "post-consumer recycled material" "recyclable" "biodegradable" or made from "organic materials" -
enviro friendly or sustainable promo items
public transit, walking, hybrid vehicles, selecting venues in close proximity, implementing a no-idling policy
environmental friendly - transportation
allows tech to boost or decrease specific bands of the audio system, many of which will depend on the venue
equalizer
electric sound amplification and distro system; adv: ideal for announcement to large group; disadv: one-way comm only
equipment for comm: PA system
calls and texts; adv: no physical dist limit, ideal for long convos, vocie messages, text messgaes - send/receive, smartphone - has internet; disadv: provider for service area and good reception, busy networks in emergencies
equipment for comm: mobile phone
handheld, two-way radio transceiver; no service provider - no data fees, good in emergency when cell lines are busy, frquencies can be adjusted to private/open; outdated, limited by distance, only one person may access a freq at a time
equipment for comm: walkie talkie or radio
mobile friendly computer that has internet; adv: great for comm like email and cloud storage; disadv: not ideal for quick phone convo, req provider for service or good recpetion, req compatibale apps across devices
equipment for comm: web-based tablets
cell or mobile that has function as two way radio; adv: allows for phone convos, can comm w/ indv or group, not limited by # of freqs; disadv: not as advance as smartphone
equipment for comm:push to talk phone
a form of insurance that indemnifies the insured for any loss sustained because of an error or oversight on his part
errors & ommissions (E&O) Insurance
1. a prearranged travel program, usually for a group. In a fully conducted tour, esort and / or guide service is provided throughout. 2. a sightseeing program conducted by a guide.
escorted tour
est guidelines, processes, policies and procedures to minimize risk. The great the specificity the more readily employees can abide. Involve senior management to make sure it aligns w. the org values and ethics, be sure to understand the risk posed to the org. validate draft w employees and bargaining agents. then encourage everyone to be accountable and create system to report violations.
ethics code or policy
all should follow theme of event - digital and printed;
event content & design parameters
administers social contest for you (asking people to like a page is not effective) - gather entries and personal information and allow you to pick winner based on data
event contest - third party application
the who, what, where, when, why, and how
event features in marketing materials
two meanings - marketing an event or using an event as a marketing tool (for CMP it is skills required to promote an event)
event marketing
If there is concern about proprietary information being shared. Easiest to send all participants one password and ask not to share if that is secure enough. Only add password if you need, will lower adoption rate.
event mobile app be password-protected
person whoose job it is to oversee and arrange every aspect of an event. Person can be employee or hired ad hoc to plan, org, implement, and control meetings, conventions, and other events
event organizer
good way to encourage potential participants to share your event; comp reg is a common prize, or find something that can be given to mult winners; or everyone gets slight discount
event promotion - develop contests
exhibitors and sponsors or vendors; or sponsor the discount - ex company x sponsors a % off fee for first 50 people
event promotion - source of prizes
premises where your event will be held
event site
any technical and tech needs to support meetin gor events. Includes items such as av, computers, software, power, networking and connectivity
event technology
consider: convention & exhibition center, conference centers, hotels, resorts, cruises, college or uni campuses, and other non-traditional venues
event venue
the rooms that are contracted by an event organizer with a hotel(s) or housing facility(s) for a particular event
event-contracted block (ECB)
sincere endorsement, existing fans
everyday advocates
referred to as "easements" or "subventions"
ex gratia payment on accounting
in certain countries, customary to pay officials for unhindered passage of goods (ie bribes)
ex gratia payments
any agreement which limits who may provide specific products or services under certain conditions to only one party. No other contractor is allowed to provide the same services or products in that facility.
exclusive
contract between a facility and a service provider designating that provider as the only source of a specific service or product within that facility
exclusive contract
contractor appointed by event or building management as the sole agent to provide specific services or products
exclusive contractor
ECC - a first class conference facility that caters to executive level events
executive conference center
the weight per square foot that an exhibit floor can handle
exhibit floor load
area within facility where an exhibiton is located, usually designed specifically for large shows
exhibit hall
company that fabricates and manages the properties for trade show exhibitors
exhibit house
79,000
exhibit is going occupy 35,000 net square feet plus 9,000 square feet. Total square feet needed?
an event at which products, services and promotional materials are displayed to attendees visiting exhibits on the show floor. These events focus primarily on business-to-business relationships
exhibition / fair / trade fair / trade show
prferred term for the specific person responsible for all aspects of planning promoting and producing an eexhbition.
exhibition manager (exhibit manager, show manager, show organizer)
representatives of an event's exhibiting companies who act as advisors to show management on procedures, the needs of exhibitors, and provide feedback for marketing and goriwng the show
exhibitor advisory committee
any company other than the designated "official" contractor providing a service to an exhibitor. Can refer to an install and dismantle company, photogrpaher, flroist or any other typ eof contractor
exhibitor appointed contractor (EAC)
suspend their exhibit priveleges for one year
exhibitor continues to violate rules that have been put forth. They have 4 recorded violations. What should you do?
time period allowed for exhibitors to prep space for show opening. Time allowed for exhibitors to dismantle and remove the exhibit following the show close.
exhibitor move in / move out
promtional materials sent to current and prospective exhibitors to encourage participation. It promotes the value of exhiting in a specific show and contains information about technical poiints, cost of exhibit space, a floor plan of the exhibit and app for participation
exhibitor prospectus
usually devleoped by the general service contractor, containing generl event info, labour/service order forms, rules and regulations and other info pertinent to an exhibitior's participation in an exhibit.
exhibitor service manual/ kit / manual
a govt customs doc used to declare designated good to be shipped out of a country. Used for export control and compliation of foreign trade data.
export declaration
a govt doc which permits the licensee to engage in the export of the designated goods to certain destinations
export license
coverage of the event is the expected outcome but some media outlets will be offended by a request to attend (newspaper, less likely with trade pubs and websites) in exchange for ad space or coverage; news and ads are kept separate
extend media invite without expectation of press coverage
linear booth that is 20 feet or longer with a center extended header
extended header booth
an indv who guides discussion and or decision making
facilitator
a structure that is built, installed or establshed to serve a particular purpose
facility
manager of a convention center, expo hall, arena, auditorium, or other venue or assembly
facility manager
1. event principally devoted to the expo of agricultural products or industrial products. Fairs may also provide ntertainment activities, 2. exhibition of prodcuts or services in a specific area of activity held with objective of promoting business
fair
a program designed to acquaint potential buyers w/ specific destinations or services and to stimulate the booking of an event; often offered in groups but sometimes on an indv basis. (most easily abused in industry - should not be used as a vacay or reward for staff)
familiariazation (fam) trips / inspection trip / site inspection
where each table was receives platters of food & guests serve themselves; usaully involves guests passing containers to each other
family style
brand name for a large screen with a frame which folds down into a small case for storage. The legs of this screen are attached at the sides of the screen or the screen may be flown from above.
fast fold screen
in the US, fed laws govern sweepstakes, contests, and lotteries (even understand rules for social contests)
federal laws governing marketing promotions
doc containing the defintive conference and social program, circulated immediately prior to an event or distributed at the commencement of the event
final program
create compelling content but figuring out how to get that to stakeholders when it's relevant to them is the ultimate objective
first key to publicity plan
create a timeline
first step of implementing marketing plan
define specific communication needs of your event
first step to define communication matrix
an interchange between an inner circle debating an issue and an outer circle of observers
fishbowl
holder with microphone usually used in a q&a session
fishpole
usually non-liquid assets that integral to the enterprise's day-to-day business operations (factories, equipment, furniture, and real estate)
fixed assets
the day to day costs of doing business that is pre-committed, such as salaries, insurance, lease expenses, utilities, etc.
fixed costs
expense incurred regardless of the number of event attendees
fixed expense
smoke-producing device for special effects
flash box
rate for which a hotel agrees to offer any of its available sleeping rooms (with the exception of suite) to a group. Final assignment of rooms is at the discretion of the hotel
flat rate
used in harbor cities to move guests btw locations. Float planes Size from 4- 30 may be limited in avail. Ferries can hold more people but more restrictions.
float planes - ferries
max. amount of weight per sq foot/meter a floor can support
floor load
person retained by event managemetn to supervise the installation, dismantling and operation of the exhibit area
floor manager
the process of marking the floor of an empty exhibit hall to indicate the locations where individual booths/stands will be set
floor marking
order for exhibitor services placed on-site after exhibitor set-up begins. More expensive than advance order
floor order
1. scale drawing indcating plcement of exhibit booths and all other features in an exhibit hall 2. scale drawing of the floor area of hotel's event space 3. scale drawing of a function room w/ specific set-up requirements
floor plan
risk that an organization takes when dealing with foreign currency due to exchange rates fluctuating over time
foreign exchange currency risk
a geographic area where goods may be landed, handled, and reexported without being subject to import duty
foreign trade zone
open discussion with an audience, panel and moderator; a meeting or part of meeting set aside for open discussion by rec. participants on subjects of special interest
forum
an agreement guaranteeing a specific price for a product or service at a given future date. May also guarantee a specific rate of exchange w/ foreign currency.
forward contract
1. altrustic activators; connected catalysts; every advocates; passionate publishers
four categories of influencers (potential comp'd invites)
min. work period for which union labour must be paid (gen a min call is one hour). Not to be confused w/ min charge to exhibitors applied by contracters who services events.
four-hour call
properties, products or other materials that are transported via ships, trains, trucks or airplanes
freight
air, ocean, courier service, hand-carry, or combo
freight forwarder transportation method
intl shipping & exhibition freight handling expert (ensure also a customs broker)
freight forwarding company
pick up materials, provide proper paperwork/forms, best selection of trans methods, insurance for shipment, prep & handling of customs formalities exiting/entering, transport to show, show site supervision of customs clearance/delivery/storage, transport back from show to home country
freight forwarding company responsibilities
FOB _ when something is purchased "FOB origin" the seller pays for transportation of the goods to the port of shipment, plus loading costs, while the buyer pays the cost of marine freight transport, insurance, unloading and trasnportation from the arrival port to the final destination
freight on board
descriptive documentation as to contents, dimensions, weight, and value of each item (passport for goods); fees and assessments, imports/export taxes
freight shipping intl requirements
where specific items are prepared and served tableside (most elegant, formal type of food service)
french service
service platters of food are composed in the kitchen. Each food item is then served from the guest's left by the server from the platters to the individual plates
french service - banquet style
min. once a month, max one per week
frequency of promotional emails
softer, beam focusing light
fresnel
lens which produces a soft edged beam of light. Theatrical fixture with adjustable lens 150 W through 1500 W
fresnel lens
projection of an image onto the front surface of a light reflecting screen from a projector placed above, within or behind the audience
front projection
most expensive option - includes greatest selection of food, customized for profile of attendees
full buffet breakfast
any of a group of related organized occassions that contribute to a larger event
function
primary social function of an event, usually in the evening, including entertainment or speeches after a formal meal
gala dinner
app of game mechanics to engage event attendees, often used as a component of training and development of mobile event apps
gamification
when two or more groups in a facility have the same menu
ganging menus
theatrical color filter used in conjunction with theatrical projection fixtures and spotlights
gel
GSC - an org that provdes event management and exhibitors with a wide range of services sometimes including bu t not limited to distro of exhibitor manual, installation and dismantle, creating and hanging sinage and banners, laying carpet, material handling and providing booth/stand furniture
general service contractor / official contractor
a meeting open to all those in attendance at an event (usually keynote, etc)
general session / plenary session
a system for defining locations, such asn aexhibit hall, using GPS or RFID
geofencing
a gift, offered or accepted, may become ethically questionable based on it's financial value, intent of the giver, the timing, and company standards of conduct. Things to consider: purpose of gift, for group or indv, imply expectation of response of some kind?, is it appropriate?, does it fall under orgs ethics?
gift exchanges
fabricated insert to further shape ellipsoidal or leko light, including logo, graphic or scenery
gobo
fee imposed on the sale of goods and services
goods and services tax (GST)
elevated platforms accomodating more than 50 persons
grand stands
payment that is given to service staff to signify good service. Depends on custom, local laws, and bus practices. May be added to final bill auto based on % of total charges
gratuity
part of CIC
green meeting industry council
room stocked with refreshments for speakers and entourage - prepare, meet guests, and media reps
green room
1. total amount of avail function space in exhibit hall or other facility 2. total amount of space used for a specific show or event
gross square feet / meters
16 feet / 5 m
ground supported draping max height
confirmed rate extended to attendees booking their sleeping accoms as part of a group room block
group rate
a promise of commitment to provide a minimum amount of sleeping rooms, food and beverage or other revenues. Uusally there is a financial liability if the commitment is not met
guarantee
must provide usually within 48 to 72 hours before - you pay for guarantee or actual number served, whatever is higher
guaranteed number of guests
pre-paid reservation held until agreed arrival time or check out time the next day, whichever occurs first. Guest is responsible for payment if res is not cancelled
guaranteed reservation
education and or social events or tours planned for spouses and guests of official event participants
guest program
32 white, 8 red
guests have option of fish, chicken, or beef - you need 40 bottles of wine; how many of each color?
food prepped according to islamic dietary laws
halal
30 or 60 inches
half-rounds
items an exhibitor can hand carry unaided into an event facility without being charged
hand carry
with a simple govt commercial invoice form is generally acceptable for the EU, US/CA/MX - NAFTA; allows 2 days for on-site clearance; check in advance for all other territories
hand carrying goods
one server is assigned for each two guests, servers wear white gloves. When serving, they are behind theirs guests holding two composed plates. When the signal is given, all guests are served at the sametime
hand service
friendly, knowledgeable staff or volunteers hold and help attendees get where they need to go
hand-held signs
put on stairs to ensure safety
handrails
the predetermined time when a bar is closed at an event and servers are prohibited from dispensing alcohol
hard close
facility, as the center of operations where reg, general sessions, and conference staff are located
headquarters
30 inches high
height of school room & banquet tables
period when the demand for a supplier's product or service is highest
high season
small round table, 15 - 30 inches in diameter and 42 inches in height for cocktail parties
highboy
boardroom/conference; oval shape conference; hollow square; octagonal; angled hollow square
highly interactive room set-up
an indemnity clause that provides that both parties agree to defend and / or compensate the other party for asseted claims against, or liability damages incurrect by, the other party due to the acts or omissions of the first party
hold harmless
seating arrangement of tables and / or chairs all facing each other in a single circle
hollow circle set-up
seating arrangement of tables set in a square or rectangle with chairs placed around the outside of the table
hollow square set-up
voluntary payment made for services where no fee is legally required
honorarium
an exhibition that appeals to representatives of one or more industries trhough many types of products and services on display
horizontal exhibition
tables set up in rounded U - shape with chairs placed outside. Chairs inside if needed.
horseshoe set-up / u-shape set-up
time may be left in agenda so suppliers, partenrs, vendors, sponsors can host hospitality events during your meeting - understand if this is of interest, and discuss budget and preferences. There's a fine line between capturing those funds as part of sponsorship and having them go to an "unofficial" hospitality event
hospitality events
1. room or suite of rooms used to entertain guests for business purposes 2. an event in which refreshments are served and exhibitor personnel and visitors socailize
hospitality suite
a group of people bringing specific expertise of the locality and facilities of a given area to the org committee in planning the event program
host committee
where potential buyers are invited to participate in a trade show or some other type of event - event org has a responsibility to qualify prospective hosted buyers properly and the buyers have a responsibility to truthfully represent themselves and the bus opps they can reasonably expect to plan. attending scheduled appointments is expected behavior.
hosted buyer events
a program that offers comp travel, accomodation and reg for prequalified buyers to meet with suppliers during an exhibit
hosted buyer program
sleeping room (s) at a hotel and rooming arrangements, usually specific hotel classification in terms of amentities, facilities, level of service and cost
hotel accomodation
an agreement between the hotel to provide a guest room on certain dates and rate to the guest who agrees to use the hotel at agreed upon rate. Usually deposit of one night's stay is required
hotel reservation
brand of wine or liqour selected by a hotel as their standard when no brand is specified
house brand
number of guests or sleeping rooms actually occupied on a particular night
house count
ligthing of room separate from stage lighting
house lights
service-staff member who handles function-room set-up and tear down
houseman
centralized system for booking rooms, which offers large conventions and their attendees a one-call option. Attendees can book through online or web. Event professional can stay up to date with reports on bookings
housing bureau
org that provides reservation for a group and its attendees
housing bureau
document detailing housing utilization (reservations, pickup, etc)
housing report
three or more properties are used
housing services are provided by CVB when
based on stated value
how is vat calculated?
invite customers to assist in product selection on social - tell them winning item will be avail at event so they are invested
how to use social media in promo product selection
living room style groupings - comfortable furniture, tvs, and even focused cameras (promotes comfortable engagement)
hybrid event furniture design
separate sound mixing technician for online, image switcher, and video recording/web-cast technician -- to make more engaging: hybrid moderator who is online conducting interviews,
hybrid/virtual event requirement in rfp
image magnification / tech by which a presenter's image is projected on a large screen allowing large audiences to see detials from the stage
i-MAG
the meeting room rental and hotel rates are negotiated
if an exhibition is planned in the convention hotel, exhibit space rental rates should be negotiated and settled when
20 slides, lasting 15 seconds each
ignite presentations
ICW - an event or function that occurs because of or at the same time / facility as another event
in conjunction with/satellite meeting
house brands by the bottle
in planning a reception, you learn there will be 300 guests in attendance for one hour. What is the least expensive way to pay for liqour service?
golf & tennis tournament briefing (more important are pre-con, post-con, daily review & update)
in scheduling briefing sessions w/ CSM which is least important to plan
an adj used to define services which are performed within the company or organization, rather than being subcontracted
in-house
contractor retained by a facility to be on-site and provide services as needed, sometimes on an exclusive basis. In some cases, planners are not reqd to use their services but may be charged a surcharge or fee to bring in outside
in-house contractor
sound system that is built into a venue, 2. a system of handling attendee reg by even thost org 3. handling loding reservations within the contracted room block or at hotel
in-house system
expenses other than room and tax, billed to a guest's account (phone, room service, etc)
incidentals
price charged to clients that includes all applicable grat, service charges/fees and taxes
inclusive
1. for lodging and acc, the amount charged for a room usually including breakfast (or other meals), taxes and services charge. 2. For Food and Beverage or catering, a rate that includes tax, grat and service charge
inclusive rate
contract cluase in which one party agrees to pay damages or claims that the other party may be required to pay to another. For ex, if a hotel is suited by an attendee that is injured at an event due to the fault of the group, an indenification clause might require the group to pay back the hotel. some times the law requires one party to idemnify another even without a specific clause
indemnification clause
a third-party contractor who plans meetings or events for the contracting organization
independent planner
a contractor hired by an exhibitor to perform event servcies independent of event mangement-appointed contractor
independent show managementc ompany
expesnes not directly related to the event. They can include salares, rent, building and equipment maintenance
indirect costs / overhead costs / admin costs
addl spending occuring within other industries that provide goods and services to the "direct" industries involved in meetings activity
indirect spending
IPO - the indv pays for specific drink or service request, rather than the event host
individual pays own
used by groups w/ designated housing block tied to meeting room allocations in that hotel. Event person relies on guest to select the hotel on own before cut-offdate as being connected to the event. Guests typically pay
individual reservations
occurs when employees in a host destination's travel industry and its suppliers spend their wages in the local ecnomoy. This chair of buying and selling among business and employees continues until the original direct spending leaks out of the local economy
induced spending
use of floor space outside exclusive booth / stand area
infringement
material that is permanently flame resistant without chemical treatment
inherently flame resistant
setting up exhibit/booth/stand materials according to instructions and drawings
installation
set-up and tear down of exhibits
installation and dismantle (I&D)
skilled labour used to setup display at events. Union affilitaiton of installer will vary upon location and facility.
installer
in-depth instructional meeting providing intensive education on a particular subject
institute
exhibits that engage visitors through direct interaction with display componentns, working models, simulations, or multi-sensory or multimedia elements
intearactive exhibits
marketing activities with a common focus on the marketplace or a customer segment. The execution of each indv piece of integrated marketing plan is consistent with, and supportive of, each of the other pieces of the plan
integrated marketing
creativity & innovation are increasingly important to provide intersting and new elements in a meeting experience; it is unethical to take one suppliers ideas and share with others to get a lower bid. Sharing elements of a proposal can be unlawful if the proposal states ideas are propriertary or confidential. All parties involved are responsible for maintaining the confidential and propiertary nature of proposals.
intellectural property/bid or supplier info
determine and confirm who may have access to the content and how it can be shared, and draw up an explicit agreement on the extent of and channels for sharing (audio, video, images, materials)
intellecutual property & speaker content
lighting instruments that can be computer controlled to move lighta round the room, and project color and patterns on screens, screnery walls or floor
intelligent lighting
learning activities that involve hands on, direct experience activity by the learners, and interaction between learners
interactive learning
a system which enables the adueince to respond to prepared questions by means of a multifunction keypad, text messaging, or other electronic systems. Responses are collected and tabulated by software and can be shared or displayed graphically
interactive response
video which allows the viewer to be involved in an active way with the information to be presented
interactive video
1. an event that draws a national and international audience, typically 15% or more of attendees reside outside of country 2. an event that draws an audience from 3 countries or more
international event
up to date passport, health certificate, inoculations - vaccines, laws to imports and exports, currency, travel insurance guidelines, proof of a return/onward travel ticket
international travel info/doc needs:
oral translation utilizing two interpreters. First interpreter is not a master of the second language, another makes the final interpretation to the audience
interpretation in relay
soundproof cubicle in which the interpreter works
interpreter's booth /stand
ear piece for director to speak to person during broadcast
interruptible foldback
a moderator, on behalf of audience, asks the presenter questions
interview
moderator on behalf of audience asks presenter questions
interview
kelvin
intl standard unit of color temperature written without a degree symbol
HOW (Higher, older, women) in case of rank, the higher or honored person is intro'd first - informal
introductions
proper salutation is important when addressing head of state, ambassador, mayor or member of congress or parliament. Salutation could be Mr. Mrs., Ms. The Honorable, Her/Her Excellency
invitations
paper or speech on a specific subject submitted or presented at the request of an event's organizers, typically for an academic conference
invited paper
a person who is invited to deliver a speech during a conference. Cost sof travel, hosuing and appropraite appearance fees may be provided for in conference budget. May be issues a letter of invite to assist with intl travel.
invited speaker
any size booth exposed to aisles on all four sides. Usually 20 x 20 or larger
island booth
advise union business agent of employee
issue with union employee - what do you do
develop guidelines and procedures for all equopment, keep track and develop sign in/out log
issuing equpment
special dividers, sectioning and protective padding inside exhibit crates
jigging
union contract covering more than one employer and a union, ore than one union and an employer or a nujmber of employees and a number of unions
joint agreement
a hotel room that features a separate living-sitting area (although not separate room) in addition to the bedroom.
junior suite ./ mini suite
1. the jobs that may be performed by specific labor union 2. the locality where a contractual dispute is decided 3. in law, the ability of court to hear and decide a matter brought before it
jurisidiction
conflict between unions concerning the right to control certain jobs in a particular trade or industry
jurisidictional dispute
opening remarks or presentation at a meeting that sets the tone or theme of the event and motivates attendees
keynote address
designed to bring everyone everyone together and may include high-profile speaker or a panel presentation
keynote session
designed to bring everyone together and may include a high profile speaker or panel presentation (general or plenary audience)
keynote session
speaker whose presentation estables the theme or otne of event
keynote speaker
distortion of a projected image on a screen - the image is wider on top and narrower on bottom. Keystone effect is caused when an image source is not perpendicular to the center point of the screen or projection surface
keystoning / keystone effect
free standing pavilion or light structure, often inside a facility, where printed or electronic information is available; 2. small enclosure for ticket sales, info, etc.
kiosk
exhibit or display components requiring on-site assembly
knock down
food prepped according to Jewish dietary laws
kosher
Transportation emissions are often largest component of event impact when delgate and freight mileage is calculated
largest component of event impact
process whereby exhibitors receive a potential customer's contact info in a standardized manner. Sysmte for capturing and following up on leads generated at an exhibit
lead retrieval
manual or automated system to conduct follow up activities for sales prospects resulting from an event
lead tracking
the physiological, pyschological, social/cultural, industry, nutritional, technological, physical, service, personnel, and aval factors surrounding the experience.
learning environment
a stand upon which a speaker may rest notes or books may be "standing" which rests on the floor, or "table top" which is placed on a table. Often confused with a podium
lecterns
informative and educational talk to an audience
lecture
a spotlight that can be shaped and controlled to light lecterns, signs and areas that need a tightly focused light pool
leko light
screen finish with a characteristic silver-coloured finish which has brighter reflective characteristics than a matte screen but with a wider viewing angle than a beaded screen
lenticular screen
LTL - transportation rates applicable when the quantity of freight is less than the volume of truckload min. weight between 151 and 20,0000 lb
less than truckload
document outlining proposed services, space, or products which becomes binding upon signature by authorized representatives of both parties
letter of agreement
L/C - a doc issues by a bank per instruction sfrom a buyer of goods, authorizing the seller to draw a specified sum of money under specified terms
letter of credit
part of a contract outlining conditions of liability
liability clause
legal statement releasing the org from responsibility for any arrangements made by attendees with services listed by the org
liability disclaimer
a right or permission granted by the owner of property (intangible or tangible) to engage in som ebusiness or occupation or engage in some transaction, which would be unlawful without such right or permission. A biz arrangement in which the manufacturer of a product or firm w proprietary rights over tech, trademrakets, etc) grants permission to some other grou pp to manufacture that product in return for specified royalties or payment. Many convention cneter agreements are written as license agreements.
licensing agreement
a bar with a light that hangs behind a header
light bar
engclosure with lighting and transclucent face of plastic or glass
light box
1. service offered by electrical contractor for illumintation 2. booth/stand or hall illimunation 3. existing light provided by the venue for functionality and safety 4. controlled application of the art of lighting to impact sales, achieve atmosphere, and otherwise enhance the experience of the event
lighting
desk-type housing, used to contain the controls required for adjusting production lighting
lighting control console / master control
person who designs the lighting, directs placement of lighting equipment and calls light cues on-site
lighting director
a constructuion of tubular steel or aluminum alloy onto which lighting instruments are hung and which is in turn suspended above the stage or exhibit
lighting truss
celebrity or VIP transfers
limousines
a line of vision from an observer's eye (such as an audience member) to a distant point (such as a stage)
line of sight
a loudspeaker system made of specific and usually identical loudspeakers configured in a vertical arrangement to create a highly directional sound beam intended for directional control over distance
line-array speaker system
arranged in a straightline and have neighboring exhibitors on immediate right and left, only one side exposed to the aisle. Usually 10 x 10 w/ max height of 8 ft.
linear booths/"in-line" booths / row booth/stand
is an agreement that specifices the exact amount of money parties agree to pay in the event of breach of contract
liquidated damage
every country or state/province will have its own laws related to alcohol service, the planner must be aware of laws
liquor licensing
keep event on track; engagement: if you don't have strong internal, hire a professional; prep: must be articulate, focused and able to tie links back together across the program
live event host/ MCs
scheduled times for crew to load and unload equipment
load-in/load out
area on premises where goods are received. Usually a raised area that back loading trucks can back up to and offload freight easily.
loading dock
no charge btw EU companies with regd VAT # or to non-EU exhibitors on condition the local forwarded executes customs clearance and transport
local VAT on forwarding/handling
Impacts which equipment is appropriate - most comm devices require at least standard electricity for charging. Mobile apps need strong wi-fi.
local infrastructure effect on comms
1. refusal by a facility to allow guests access to their guest rooms 2. labor action where employees refuse access to the facility by employees
lockout
exact dates and times your gorup will have access ot the venue; this is contracted and to complete on-site logistics required for the event
logistics action plan
1. closed electric circuit 2. a cont. repeated segment of music, dialogue or images
loop
facbic to which Velcro fastern fabric will adhere
loop fabric
period when the demand for a supplier's product or service is lowest
low season/ value season
term applied to currents of 24 volts or less. Must be transformed from normal 110 volt input. Useful in animation, lighted model, etc.
low voltage
lighting in which picture intensity produces limited bright areas
low-key lighting
a type of truck that can be adapted for picking up loads at ground level
lowboy
separate luggage truck with ground support
luggage transport
consider activity being held at the time of the food service and amount of time available, attendee preferences, and cultural norms
luncheon
may be appropriate for incentive programs
luxury trains
magnetic stripe. A lead retrieval system using a magnetic strip on either the back of a paper badge or a plastic badge like a credit card
mag-stripe
means by which doors in hotels of other facilities are locked or unlocked; usually these are cards as opposed to actual keys. The system permits security staff members to know what key was used to enter the room and at what time
magnetic key systems
convention centers providestaffing on the basis of demand, not on a 24 hour basis like a hotel
major difference between a convention center and hotel
support a partner event and receive positive publicity
make presentations at other events to:
order of precedence, titles and styles of address, invitations
manage protocol requirements
MOD - facility personnel in charge of operations and/or guest relations for a certain period of time
manager on duty
final official listing of all passengers and or cargo board a transportation vehicle or vessel
manifest
broadly, insurance covering loss or damage of goods at sea. Typically compensate owner of merch for losses sutained from fire, shipwreck, piracy, and various other causes but excludes losses which can be legally recovered from the carrier
marine insurance
taped or chalked symbol on studio or stage floors designating exact placement of props, actors or exhibits.
mark/ spike mark
marketing strategy that starts with broad target market, divides into groups of potential participants who have commonalities. Design event to satisify their needs and desires.
market segmentation
refers to how a business gets its products to the customers; also used when referring to the activities necessary to transfer ownership of goods from point of production to point of consumption
marketing distribution channel
begin prior to the previous year's event with as much detail as possible (location, dates, etc) and then steady paced through the calendar year
marketing for annual event
1. cultures and customs 2. countries & regions 3. languages 4. perceptions 5. time and distance
marketing in an international environment
language used should be tailored for target country. Translation of marketing materials is recommended unless event is conducted in entirely one language and attendees are expected to be conversant.
marketing in an international environment
political or diplomatic relationship between the host country & nations of potential attendees should be considered. Ie req of letter of invitations or to obtain a Visa.
marketing in an international environment - countries and regions
adpated for specific nationalities or groups to reflect their customs, protocols, laws and traditions. Ie: colors, gender roles. Protocol - invite from politician or corp leader may add value. Economic factors and ad regulations
marketing in an international environment - cultures and customs
be aware of perceptions and changing attitudes when marketing ie one nationality may be viewed with suspicion in one country but affection in another. Attitudes can change over time & across generations.
marketing in an international environment - perceptions
plan promo well in advance for intl mailings, intl post can take a long time. Telephone marketing and social media campaigns should be adapted to relevant time zones and day of the week. Avoid religious and public holidays. Press releases should be sent with sufficient lead time to enable translations.
marketing in an international environment - time and distance
"
marketing materials
ask in reg how they heard about the event
marketing measurement
price, product, promotion, place
marketing mix - four P's
written doc outlining situational analysis, audience, and distribution channels, that will support the goals and objects of the event
marketing plan
the virtual portion of the event should be designed and promtoed to target the segment of your comm that would not have attended the physical event. Messages to specific audience should be used when promoting the virtual event. That way a a potential attendee does not choose the virtual format over physical.
marketing virtual events
can be very effective, however should be tailored to the audience and cultural attitudes
marketing: humorous videos
popular content format - quick, informative video will catch attention and potential attendee and may share it
marketing: video
difference between cost and selling price of a given product. Dif between the net rate charged by a tour operator, hotel, or other supplier and the retail-selling price of the service. Generally a percentage of the net rate rather than a fixed amount as in 20% markup on the net
markup
a holding area where trucks or buses check in and wait fo instructions before delivering or picking up freight or passengers
marshalling yard
1. scenic drape used to obscure undesirable view from the audience or to protect or cover 2. an item used or worn to hide the face 3. covering an item with masking tape
mask
scenic draping to obscure undesirable items, such as equiopment storage or unused areas from view. Also for security purposes. 2. sound applied to an enviornment to provide privacy in open areas. The term "masking" refers to the so-called "cocktail party effect" where certain conversations are hard to pick out because similar sounds mask them. The ear-brain can be fooled into not hearing certain sounds if other sounds at a lower volume but sufficient complexity are simutaneously present. Pink noise is most often used to cause international masking' its spectrum is hsaped or filtered and fed to loudspeakers hidden above an acoustical tile ceiling
masking
original copy of something, such as an udio or video recording or filmed production
master
a record of transactions during an event where the resutling balance is paid directly by the group. May include room, tax, incidentals, food and beverage, av, décor, etc.
master account/ master bill
one key that will open function and guest rooms
master key
MOC - peron who presides over the program.
master of ceremonies/emcee
cost for venue to receive and handle items ; fee charged in some countries by a govt to offically recognize an event
material handling fee
if items arrive early to venue, they may charge a storage fee
material storage charges
lusterless surface
matte
screen having a flat or matte white finish which does not reflect as effectively as a glass-bead screen but can be viewed from virtuall all front angles
matte screen
front screen projection for wide angle viewing (you have a large group in a semi circle)
matte white
type of non-shiny screen surface used for front projection. It is least expensive type of screen,
matte white
megabits (millions of bits) per second. A rate of data transmission over a computer network
mbps
packet of info that is supplied to the press or other media, contains all the details of an event that are required to attrach media attention and attendees, including speaker bios, boilerplate copy, etc
media kit
designated person for crises (onsite or at office) to manage message with the media, orgs website, voice mail messages, and social media. Should have media training and be able to speak on behalf of company.
media spokesperson
dispute resolution process in which the parties us a third party to assit them in a reaching a compromise the meditor may work with both sides together, or may act as "go between" in an attempt to move the sides toward agreement. The mediator may act informally or be appointed by a judge or by agreement of the parties through alternative dispute resolution org. unlike arbitration, a mediator is not empowered to empose a decision on the parties.
mediation
1. function that has been arranged so that a celebrity or dignatary can be intro'd to attendees. 2. service for meeting and greeting persons upon arrival in a city usually at thea irport, pier or rail station assitnign with entrace formalities, colleging baggage and obtaining transportation 3. a social function that allows attendees to network in a informal setting
meet and greet
an event where primary activity of particiapnts is to attend edu sessions, participate in discussions, social functions, or attend other org'd events. No exhibit component.
meeting
a company, representing another organization, handing site selection, negotiations, and turnkey support for an event.
meeting management company
is a process that starts with development of event objectives that align with the overall objectives of the sponsoring organization. Objectives drive programme, content, venue, theme, décor, food, and marketing
meeting or event design
5 - 6 pm, have hot & cold hors d's passed by waiters
meeting planner w rigid, small, restricted budget reqd to plan a 1 hour reg reception, for one evening of a 4-day meeting which ends at 5 pm et each day. To keep reception within budget and project an image of elegance,the planner should have crudites available and plan service for:
a written report outlining stats of previous events, anticipated use of all services, profile of attendees, hotel occupancy patterns
meeting profile
MOU - a doc that describes a formal agreement between two or more parties
memorandum of understanding
souvenir merchandise, books or educational materials, recordings of sessions
merch and products for sale at events
check w/ AV team to put info up on screens in each room or send message to speakers asking them to make an announcement; or responsible indv in each room to pass messages to speaker
method of mass, last minute announcement
mic that picks up sound from all directions
microphone omnidirectional
mic that picks up sound primarily from the direction in which it is pointed
microphone unidirectional
5 feet
min. screen height off floor
20 - 24 guests, limited to no storage
mini coaches
agreed upon number of hours of work to be done by a worker under the labor agreement. In cases where the work to be done is shorter than the min call, the work is guaranteed payment for full min.
minimum call
1. visual repetitive and/or alternating projecction of two different slides on the screen used to add emphasis. 2. (sound) adjustment of each mic for volume and sound quality
mix
takes all signals from mics and any other devices that need to be played audibly for the audience, allows dissimilar inputs (mic and line) to be combine and balance all sources and send to amp system; informal get together to give memebrs of a group an opp to meet one another
mixer
combining audio or audio sources
mixing
program that is operated on mobile phone or tablet and includes event info - such as schedule speaker bios, and other features including social media integration and audience response systems and data analytics
mobile event app
1. an object made in mini rep something to be constructed 2. a person stationed in an exhibit to demo a product, provide attraction to the booth or greet visitors
model
modulator - demodulator. Computer component that enables a computer to send and receive data over telephone or cables lines.
modem
1. video or audio device used to maintain a reference on the sound or video that is being sent out to the audience. Audio feeds given to performers are also referred to as monitors but do not necess represented the sound sent to the audience. 2. event staff who observe sessions report on pobrlems and count attendance. (aka session monitor)
monitor
speakers used to let presenters hear themselves and other sources - like questions from the audience - without straining
monitor or fold-back speakers
images reproduced in black and white or in varying shades of a single color
monochrome
sound from one source such as a single loudspeaker or earphone. In most concert performances this is the type of sound provided to the audience
monophonic
1. composite made by combining severage separate video or still images. 2 rapid succession of images to illustrate an association of ideas
montage
coffee: 55%; decaf; 25%; soda 25%; tea 10%
morning break drink ratios for 50/50
3rd class mail (more expensive options include first glass mail, UPS ground, not an option: broadcast fax)
most economical method to forward shipment of 2000 brochures
insure the hotel has functional alarms, sprinklers and public address systems
most important responsibility of the meeting manager in providing meeting attendees adequate safety measure is to
chenin blanc
most suitable wine to serve with filet of sole
formal proposal to be discussed and voted on in a meeting
motion
large group movements - 47 - 65 passengers; undercarriage space for luggage
motor coach
dates set for dismantling
move-out / tear down
with two or more communication bands (receivers)
multi-channel
a conference with paralell program sessions where participants have the choice t follow one or the other track or to jump from one track to the other during the duration of the event
multi-track conference
use of two or more av media in one presentation
multimedia
in many cultures, an immediate expression of regret is expected and should be issued. Event profs should consult legal counsel during planning and be trained on legal ramifications of expression of regret, offers to secure or pay medical, and similar crisis responses as they may very among jurisdrictions.
must maintain a reputation of credibility during crises
as we move ever closer to the global publishing power being in everyone's pocket, the punishment for failing to listen, engage, anticipate and respond effectively will be severe; the rewards for an org that defines itself through comms will be rich.
need for personal contact btw org and customer
measure of an event's profit calculates as revenues minus expenses
net monetary benefits
non-comissionable rate
net rate
actual amount of salable space used by exhibit booths/stands which excludes aisles,lounge, registration, areas, etc.
net square feet
weight of goods without the shipping container
net weight
est a a plan that includes steps to take if there is no method of communication - ie establish a meeting area (one indoor and one outdoors)
no communication method comm plans
1. res made but not dept 2. any person, group or exhibitor who fails to appear to claim a meal reservation, exhibit space or ordered service 3. participant did not attend, nor cancel according to cancellation guidelines - an exhibitor a hotel guest, a meeting attendee, or a speaker/entertainer
no-show
to neglect to carry out an agreement
non-performance
1 reg clerk per 100 registrants
number of reg clerks per 100 registrants
14 seats per row
number of seats per row in theater for max comfort
view of stage, from audience seating, which is blocked
obstructed view
1. in hotel/motel industry the % of of total number of available sleeping rooms actually occupied. Derived by dividing the total number of rooms occupied during a given period of time by total number of rooms available during same period. 2. measurement of building use, usually epxressed as an annual percentage rate comparing potential facility capacity to actual usage
occupancy rate
less expensive by 30-50% than air, slower requires 3 - 7 week transit time
ocean freight
non-route airline ticketing service 2. computer application performed while not connected to a computer network
off-line
foods usually preped in a central kitchena nd transported for service to an off-site location
off-premise catering
a promise, proposal, or other expression of willingness to make and carry out a contract under proposed terms with another party which has the ability to accept it upon receiving it. Space and rent proposal from a facility. It may be in the form of a contract or license agreement.
offer
not in view of the audience
offstage
refers to measurement of space from the center of a solic object (such as a column) to another point
on-centre
1. the opp of real-time. 2. audio and/or video programming avail on a website after the completion of an event, proiding this content so website visitors can listen or view at their discretion
on-demand
a term that describes any function or activity that occurs at the primary event facility
on-site
"
on-site contact sheet
details that the event manager must supervise at the site of the event
on-site management
process of signing up for an event on-site on day of
on-site registration
gaining exposure to public, employees, participants, and other staskeholders without paying for publicity directly
one dif between pr and marketing
6 - 8 pieces for one hour, male/female
one hour of hot & cold hor d's for men and women - how many piecers per person?
common term describing normally available current in North America. The full expression is 110 volt/60 cycle. Many Euro & South American areas use 220 volt / 50 cycle power.
one ten / sixty
device makes a composition of two images - the camera image with sound and presentation slides; can't switch between the two just composition of together
one-box webcast
publications, blogs, search engines, social media and broadcast channels
online advertising
reg mad via the web
online registration
walkie- talkies, push to call, mobile phone, PA system, web-based tablet, non-communication methods (meeting points)
onsite communication methods
event pays all costs
open (host) bar
hours which exhibit, event reg or business is open
open hours
1. guests can sit anywhere 2. extra banquet tables are placed but not fully set and can be prepped quickly if there are more guests than expected
open seating
agenda is determined on arrival of participants. Faciliitator helps participants organized parallel working sessions along the event theme
open space technology
incentie program where the possible nujmber of winners are not preterermined
open-ended incentive program
formal speech given at tha commencement of a meeting to welcome participants usually given by an eminent person
opening address
formal general session at a beginning of a congress or convention
opening ceremony
meeting which begins a congress or convention and in which the principal agenda items are intro'd. includes keynote speaker oopening address usually.
opening session
performing the practical work of operating a program. Usually involves inhouse control and handling of all phases of the services, both with suppliers and with clients.
operations
individual in charge of performing the practical and detailed work of a program
operations manager
sound that is recorded by a photographic means on film sound recorded on and subsequently played back from an optical or photographic soundtrack, as opposed to a magnetic soundtrack
optical sound
so if someone is searching online for an event with keywords, your site will show up
optimize website with SEO and SEM
1. space which is reserved but not yet contracted for an event the right of first refusal to confirm a tentative space reservation if there is demand from another group (tentative hold); 2. options - activities other than those included in the formal agenda which are optional and often require the payment of addl participation fee done at the guest's discretion
option
pre-arranged date by which a hotel or facility will no longer hold tentative arrangements for a group
option date / tentative hold
sunken area in front of the stage used to accommodate the orchestra
orchestra pit
Hierarchical order of precedence is an important etiquette guideline, as improper recognition of someone's rank is tantamount to an insult.
order of precedence
group of people who carry out strategy and policy establashed for the org of an event held in their geographic area
organizing committee / local host
staff providing admin services to org
organizing secretariat
taped or filmed scenes not used in the final production
out take
practice of conducting an event related to an existing meeting but approved by the event's organization - prospective participants in the original meeting are invited to the unsanctioned event, resulting in a decrease in event attendance and affecting the host orgs reputation.
outboarding
a company that takes groups from a given city or country another city or country
outbound operator
any tour that takes groups outside a given city or country to another city or country
outbound tour
booth or stand located outdoors
outside exhibit
supplier who is not directly associated with the facility
outside vendor
subcontract a task or responsibility to a supplier instead of using in-house staff
outsource
number of covers set over theg uarantee. Paid for by the client only if actually used.
over-set
OTR - freight that is transported on the raod and over public highways
over-the-road
surplus, excess, or extra
overage
number of confirmed reservations exceeds numbers of seats on an aircraft or sleeping rooms in a hotel
overbooked / oversold
attendees booked into the other facilities after headquarters facilities are full
overflow
equipment which projects an image on a screen by passing light through a transparent slide or other transparency
overhead projector
sometimes only avail option in certain places (China) and long distance rail & truck freighting will be common
overland carriage
1. clear acetate film used to separate different components of art work 2. tissue sheet over artwork on which corrections or alternations are indicated 3. a panel mounted ot another surface 4. a second, smaller tablecloth used for decorative purposes at banquets (double cloth)
overlay
a type of airfreight service. Overnight does not necessarily mean 24-hour delivery as carriers deal in biz days (m-f). In attion, a shipment might not move until the following day, depending on the time of day it is picked up or loaded
overnight service
total nights spent by an attendees at a housing facility before, during and after an event
overnight stays
a commission over and above the normal base commission percentage
override
a guest who stays at a housig facility (hotel, motel) one or more days longer than his or her scheduled departure date
overstay / stay over
work performed in excess of the standard day or week and typically billed at a higher rate
overtime (OT) labor
1. a rate of activity such as the presentation of meal or tour itinerary 2. scheduling of activities within an interary or meeting program to make reaslistic blance of travel time, edu programming, social events, tours, free time and rest. 3 rate at which reservations are being made with respect to the percent of total rooms booked measured at a different time periods and compared to past events
pacing
1. hotel, conference center, or tour arrangement components combined and sold at a single all-inclusive price 2. a single-fee booth / stand package offered by ane vent management which might include booth / stand, space, one electrical outlet, and basic furnishings
package
1. an indv or org that coordinates and promotes the development of a package tour and establishes operating procedures and guidelines for that tour 2. company that organizes speakesr demo tapes, press kits, and for a fee
packager
should be resuable or not made with unsustainable material such as polystyrene
packaging supplies
the unit of data sent across a packet-switching network. It contains a destination address.
packet
materials should be packed so they can be inspected without damaging the packing or enclosed materials
packing for intl shipments
description and quantity of items in a shipment
packing list
wrap needed for protection of goods that are shipped without additional crating
pad wrap
shipment, by moving vans, of created or uncrated goods such as large pieces of furniture or display material
padded van shipment
in-house facility form authorizing a cash disbursement to be charged to master accoun or indv guest
paid out
verification process to confirm eligibility discounts (student or member rates), restrict access to certain groups, and to limit reg on capacity
paid public event - admittance verification systems
1. wooden platofrm used to carry goods 2. wooden platform used to support machinery or a collection of objects for easier handling 3. thick wood blocks attached to creates which allow forklift access for easier handling 4. wood runners protecting the exterior of a shipping case
pallet / skid
process of a wrapping loose items on a pallet with a transparent plastic wrapping
pallet wrap
panorama. Sideways movement of a camera to film a wide scene.
pan
instructional technique usaing a group of people chosen to discuss a topic in prescense of an audience or for a virtual event, such as a webinar.
panel discussion
L-shapped dolly with wheels on both the veritcal and horizontal sides. Used for moving display panels.
panel dolly
a prefab exhibit composed of connected panels of various sizes and shapes.
panel system
less focused or shaped light use to wash a broader area with even light - shaped like an auto headlight that consists of a tungsten sourced housed in an enclosed lens, which produces a rectangular beam.
par
type of front projection screen surface which is rgid and allows only narrow angle viewing.
parabolic screen
session which has some correspondence or similarity of subejct, and is simultaneous to another session
parallel session
a 150 watt to 1000 watt lighting instrument that acts like a floodlight providing an even light over a specific area; frequently seen in polished aluminum version, hanging in large groups from a ground support or flying truss system.
parcan
hotel living room, usually with a hide-a-bed sofa, connected to an adjoining sleeping rooms.
parlor
a hotel suite containing a parlor connected to an adjoiing sleeping room
parlor suite
U-Shape Set-up; Horseshoe; Crescent Round; Pod Set-up; Two Tiered Set-up; encourage group discussion to coincide w/ speaker presentation; promotes face to face comm and equality in group dynamics.
partially interactive room set-up
occurs when the participants share knowledge, experience and work together
participatory learning
sponsors, exhibitors, speakers, other events, and any other org that typically cooperates with your org; may need to pay some for promotion
partners to promote event
rare for business - typical for personal like graduation
party bus
person who or org that works with clients to diesgn and implement private parties and other social events
party planner
unit of pressure or stress in the International System of Units (SI). In the US PSI (pounds per square inch) is used instead
pascal
PNR - record created in a computer reservation system (CRS) / global distribution system (GDS) when a reservation is made for a traveller. The PNR includes a set of identifying code letters and numbers unique to a single rservation, and contains info about a traveller's itinerary. It forms the basic unit of info from which travel management reports are compiled.
passenger name record
"buzz" at a scale; third-party endorsement
passionate publishers
selection of desserts on a rolling cart
pastry cart
1. temporarily join wires or slides by overlapping 2. plug-in connection between two lines
patch
plug and jack assembly permitting studio outlets to be temporarily connected to dimmer outlet circuits; also found in studio sound systems
patch bay / patch panel
the dates during wich an event can be conducted. May be designated by specific dates, days of the week, months, or seasons (winter, spring, etc)
pattern of event dates
designated area within the event highlighting a special product category for marketing and exposure; 2. a free standing structure a short distance from main building
pavilion
written authorization for payment to be made
payment order
period when the demand for a supplier's product or service is highest
peak season / high season
a floor support for an exhibit component
pedestal
incomplete reg where the fees, full payment or forms have not been received
pending registration
exposed to aisles on three sides and is at least four booths -- two types exist: 1. backs a row of linear booths 2. backs to another peninsula booth and is referred to as "split island booth"
peninsula and split island booths
daily allowance for food, lodging and in some cases incidentals or ground transportation expenses
per diem
type of payment involving a fixed percent of the gross income for that service. This type of agreement is oftend used by facilities as the rental
percent of the gross
type of payment involving a fixed percent of the net income after costs of providing that service. This type of agreement is oftend used by exclusive contractors within a facility
percent of the net
formula used to establish the variability in cost for future facilitiy services
percentage of the change formula
process involved gluing pages together
perfect binding
entertain appro for audience; engagement: feature or background act; prep: brief w/ aud background, demogs, interest in interactivity
performers, musicians, entertainers
societies who purpose tis to provide collecitvin licnesing for copyrighted musci - BMI, ASCAP, SESAC
performing rights societies
part of a linear booth layout that backs to an outside wall of the exhibition space rather than an exhibition booth
perimeter booths / backwall booths
seating arrangement in which charis are placed around the walls of a room. Chairs are often meant for spectators to observe center of the room
perimeter seating
payment, benefit or privelege prec'd in addition to a regular income or salary
perk
a product display held on a long term basis, ie museum exhibit, showroom, etc.
permanent exhibit
in case of sales, with payment of duties and VAT, in case of free distro, disposable and consumables are usually exempted from payment of duties and VAT depending on each country. Quantity and value exempted at discretion of customs authorities.
permanent import
an email marketing campaign that only sends messages to users who have requested or opted in to receive. Ie email conference newsletters
permission (opt-in marketing)
card granting temp employment rights to a non-union member, issues by a union having a closed contract with an employer
permit card
manager of the indv artist or group of artics
personal manager
unit to measure type line length and height. Approx 1/6 inch.
pica
number of facility guest rooms actually used out of a room block
pick-up
postage stamp size copy of all slides in a row
pictogram
a rectangular column that usually projects about a third of its width from the wall to which it is attached
pilaster
an in-room amenity left in the evening while an event is underway, that the attendee will discover upon returning to the room. Can be gifts from sponsor
pillow gift
most often used to cause international masking' its spectrum is hsaped or filtered and fed to loudspeakers hidden above an acoustical tile ceiling; filtered white noise that exhibits a contact power in any band of frequencies of the same span percentage. generated to test loudspeakers in a ruoom and tune a room for best audio preoduction.
pink noise
light-weight aluminum tubing and drapery used to separate exhibit booths/stands, staging areas and other similar locations.
pipe & drape
actively seeking to recruit or divert event participants, primarily attendees and exhibitors, away from officla room blocks and into other hotel bookings, using a range of techniques to appraoch event participants and gain their business.
piracy/poaching
card placed on banqet table with name of person to sit at place
place card
another name for cover (combination of cutlery/flatware, glassware, china and napery)
place setting
location of the consumer (Place so attendee can shift his or head gaze from presenter; use of screens to expand image of host; lighting in the room - if dim lighting,
placement of interpreter
june 2006 at annual conference
planning a conference for 10,000 people in june of 2007, best time to promote it?
Individual Stroke Tournament -> (Other options were: shot gun start, a scramble, a best ball tournament)
planning a golf tournament for highly skilled players - which option is best suited?
a grid used to plan meetings formats and finalize subject areas, topics and assignments.
planning matrix
the use of the trees and plants to enhance the appearance of an exhibit or a stage
planting
any one of several of the melamine plastics bonded to paneling for durability and appearance. Often used in exhibit construction.
plastic laminate
selection of pre-plated foods and entrees set on a buffet table.
plated buffet
serving two or more courses at tables; can be filled in the kitchen and delivered with covers or tableside by staff; salad and dessert can be preset
plated service
can be 6, 12, 16, 24 or 32 inches; usually 4 x 8 feet
platform / riser
generaly assembly for all participants
plenary session
an add'l piece of software that extend capabilities of web browser
plug-in
addition of taxes and service charges to a price when not included designated by + +
plus plus
any component of a package tour that is not included in the package price, but may be purcahsed as an added feature to extend the length of the package. Tour options are purchased at an addl cost.
plus-one
a shortended printed versino of the event program giving basic info in a way which is easy to refer and convenient to carry
pocket program
raised platform where a speaker stands when delivering his or her remarks
podium/rostrum
measurement of type size - twelve points equal one pica, appox 1/6 inch 2. a city, town village, or other comm area which is treated as unit for the app of freight rates
point
all crsis plans should include a point of contact for media inquiries and consistent messaging to be shared. All staff should know where to direct media in a crisis.
point of contact for media inquiries
sound originating from a single a source, and filling an entire space. This type of sound system is most often seen in a concert configuration, where the stage and sound system is at one end of the room and no addl sources of sound are used.
point source
display to show product, where sales can be made
point-of-purchase
a video conference from one location to mulitple sites
point-to-multipoint videoconference
employer must state usability of points from work travel, etc.
policy & the code of conduct around travel points
lightweight display normally shipped in moded plastic crates; pops up or self contained, lightweight and easy to set up
pop up exhibit / portable exhibit
destination providing customs and immigration services
port of entry
one portable toilet per 100 people
portable toilets per 100 people
1. entry or doorway 2. a website or service that offers a broad array of resources and services, such as email, forums, search engines, and online shopping malls to attract and retain a large audience
portal
staff who carry luggage for guests using trains, plates and hotels 2. staff who perform cleaning duties
porters
instructions to a facility indicating the exact way a specific function should be listed on the facility's read board
post as
ensure items are disposed of in a safe and enviro friendly way (ie donations, hazardous waste disposed of in safe way, left over food - donate or disposed of)
post event disposal of items
reg for an event activity or function which follows an event
post-conference registration
an end product that has completed its life cycle as a consumer items and would otherwise have been disposed of as a solid waste. Post consumer materials include recyclables collected in recycling programs, such as office paper, cardboard, alum cans, plastics and metals
post-consumer material
plan and its implentation should be analyzed and recommendations developed to respond to a future crisis
post-crisis (PR)
PER - the industry preferred term for a reprot of the details and activities of an event a collection of post event reports over time will provide a comprehensive history for an event
post-event report
soft or cork borad panel, used for displayin copy and or graphics
poster board
area with a display of posters
poster exhibition
informal sessions near poster exhibition to present and discuss contents of postesr
poster presentations
1. display of reports and papers, usually scientific, accompanied by authors or researchers 2. a session dedicated to the discussion of the posters shown inside the meeting area. When this discussion is not held in a special session, it can take place directly between the person presenting the post and interested delegate(s)
poster session
adequate power and access can be critical for signs and other decorative elements, don't assume it's available
power accessibility in venue/room
frequency range over which a power amplifier can produce at least half power (-3dB). This important specification is the actual indication of an amplifier's true power output capability, since many amplifiers are capable of much higher power outputs if frequncy extremes such as those produced by music are ignored.
power bandwidth
measure of a loaderspeaker's output with reference to its electricalinput. power response includes the total sound energy radiated into the acoustic space around the loudspeaker rather than just on-axis. Flat power response would indicate that a loudspeaker is radiating equal energy into all angles at all frequencies.
power response
to be created w/ marketing and comm plan. Emergency response and risk management plan swill provide the foundation for how the org responds to crisis and controversy
pr strategy
organized outing taking place before (pre) after *post) an event for both attendees and accompanying persons
pre or post-event tour
1. registering in advance to attend an event; 2. at a facility, pre-assigned sleeping rooms available for occupancy
pre registration
assigning a specific guest room prior to the arrival of the guest
pre-block
a meeting at the primary facility at which an event will take place just prior to the event beginning. Attendees generally include the primary event organizer, reps of the event organizer/host orgs, dept heads at the facility, other facility staff as appropriate, and contractors.
pre-con meeting
before crisis occurs, possible scenarios should be identified and responses to them should be developed, including notification system for stakeholders, complete with emergency contact information & point of contact for inquiries. Mult comm methods should be used - phones, texts, social media, email, and fax in case one cannot be used. a back up comm plan is essential, depending on the extent of crisis. legal may need to be consulted.
pre-crisis (PR)
area adjacent to the main event location. Often used for reception sprior to a meal or coffee breaks during an event (see foyer)
pre-function space
period of time before a property's soft opening
pre-opening
material permanently pleated, ready for installation
pre-pleated
computer generated list of names pre-registered with a group
pre-registration list
items such as books, takes, videos, etc sold to a clietn in advance of ane vent versus items on-site
pre-sales
placing plated foods on banquest tables prior to seating guests
pre-set service
pre-built exhibit ready for installation
prefab
carriers that have an alliance with expo service firms and general service contractors. They recevie preferential treatment.
preferred carrier
the first announcement that an event will take place, giving the dates, location and theme
preliminary announcement/ first announcement
first draft. Subject to further amendment
preliminary draft
first public draft of an event schedule giving details of the ancillary activities confirmed at the time of release and usually containing event registration information
preliminary program
brands of domestic or imported beers sold at a higher price point than other beers
premium beer
brands of spirits / hard liquor, beer and wine sold at a higher price point than other brands
premium brand
category of highend promo products that is frequently purchased (or in some cases provided free from manufacturers) for VIP participants, committee members, or leadership. May be used to drive early registration
premium gifts
extra pay over the regular wage rate for work performed otuside or beyond regular working hours - ie work on Saturday, Sunday, holidays, night shift, or for hazardous, dirty or unpleasant work and for production in excess of established standards
premium pay
space used for food production and service not visible to guests
prep area
Auditorium or Theatre Style; Semi Circle Seating; Herringbone/Vshape/Chevron; Standard School Room; It means prioritzing the speaker and speaker's message; focus on max cap vs interactivity, for general sessions and keynotes. Passive audience.
presenter focused room set-up
meeting or interview wheld to make an announcement and communicate info to media reps
press conference
agency that collects and distributes info to the news media
press office
the chief public relations contact with the press / media for an org
press officer
promo tactic to get the info about an event into the hands of reporters who may want to share the news - include newsworthy details not just event details such as CSR or sustainability initiatives at the event.
press release or social media release
a room where members of the media may obtain exhibitor press kits, conduct interviews, or relax. Larger press rooms offer computers, internet access, office equipment for use by the press in filing stories. Part of logistics event plan.
press room
(PZM) - the type of microphone can be placed on a large surface such as a table, floor, wall, or lectern. It picks up sound from entire room and is often recommended for conferences, group discussions, interviews, lectures, and recordings. Also called a boundary microphone.
pressure zone microphone
point
printer's unit of measurement used for defining size of type
place your speaker as close to the noise as possible (audience further from it)
prior to your meeting in a hotel ballroom, you find out next room has a band playing but nothing can be done from the band playing. What do you do to reduce the distraction for guests?
manifest procedure - so they know who exactly is on what
private charter requirement
corp meeting may be closed to public and require reg system to confirm employment and collect info like dietary requirements
private, hosted event admittance verification systems
financial forms (invoices, profit and loss statements, balance sheets, etc) based on future expectations, provided or made in advance to describe items or projections
pro forma
an invoice provided by a supplier prior to the shipment of merch, informing the buyer of the kinds and quantities of goods to be sent, their value, and important specifications (weight, size, etc)
pro forma invoice - 1
a packing list in which you describe what you are shipping, quantity, value, weight, dimensions (metric); prepare separate invoices for materials (a) returning home (b) sold overseas © distribue free of charge - promo items
pro forma invoice - 2
shipment number of designated by the common carrier to a single shipment, used in all cases where the shipment must be reefernced and used to organize and track the progress of each shipment
pro number
published volume transcribing the full conference sessions which may or may nt include details of the discussion
proceedings
group of individuals moving in an orderly often ceremonial manner
procession
oversees all tech pro and suppliers, including videos and graphics
prodcuer
person or company responsible for production of something - usually used in reference to theatrical producer, event producer or exhibit producer
producer
a company that presents special effects and theatrical acts. This type of company may contract to put on an entire event or only parts of one. They sometimes hire speakers as part of their contract.
production company
comp tickets awarded by the official airline after the event acccording to the number of attendees who used the airline
productivity tickets
having superior knowledge in one or more aspects of industry; treating people & business opps fairly; maintaining high stnadards for pro behavior; life long learner & contributor to the industry
professionalism in meeting industry
printed schedule of events, location of function rooms, and other pertinent information
program book
structure of event program elements to achieve specific goals and objectives
program design
planning that takes place before an event regarding specific ontent and fabric
program development
goods restricted by intl convention. Also refers to drugs, weapons, and ammunition
prohibited cargo
oversees crew and directly liaises with event pro
project manager for av
platform or area from which av presentations are controlled
projection booth
90 degrees
projection platform degrees to screen
to bottom of screen at least
projection platform elevation
surface on which images are displayed
projection screen
an apparatus for projecting an image on a screen
projector
may be related to your costs or if it's merch sales, the sales budget; consider intl customs regulations that may impact budget or timeline. Some countries/industries or companies impose a gift polciy with specific maximum prices for customer gifts
promo product budget consideration
reduced fares for travel to particular cities. The number of seats sold at the reduced fare is limited and therefore early booking is critical. These tickets also carry many restrictions
promotional fares
giveaways for participants or merchandise sales
promotional products
1. final copy for approval for printing 2. to correct before final printing 3. standard measure of alcoholic strength eg, 100 proof = 50% alcohol content
proof
1. a document, necessary for obtaining a passport 2. a passport or other document that establishes ones' nationality to the satisfaction of a foreign government
proof of citizenship
checking preliminary printed materials for errors before final printing
proofing
stage furniture, set dressing 2. articles used by actors, entertainers or speakers
props
1 a : the stage of an ancient Greek or Roman theater. b : the part of a modern stage in front of the curtain. c : the wall that separates the stage from the auditorium and provides the arch that frames it.
proscenium
the visible opening that frames a stage
proscenium arch
potential attendee, guest buyer or exhibitor
prospect
document (printed or online) that promotes the chief features and benefits of a product or service to prospects
prospectus
1. customs & regs dealing w diplomatic formality, precedence, etiquette, 2. a formal descriotion of message formatsand the rules two computers must follow to exchange messages
protocol
laws vary by jurisdiction but can include: amount of time food is on a buffet, temps of meat and seafood cooking, temps for freezers/fridge/dishwashing, surfaces and types of walls/floors/counters, ground faults for electrical outlets, plumbing specs, mats for areas where water may splash, sanitation for garbage/compost/recycle, sanitation to limit vermin/rodents
public health
a seminar that is open to the public. Usually tickets are sold to indvs.
public seminar
space in a facility that is open to the general public and may be avail for private use.
public space
gaining public visibility for an event (pre during or post) via the media
publicity
transportation signage, welcome signage, exterior of the building flags, reg/hosp area, trade show/exhibition area, floor signage, stairway, sponsor identification, F&B, room identifiers, staging, screens, banners, podium, lectern, name tents, set elements, bar signage, buffet signage, recycling bins
purposes and locations for signage include
fireworks display
pyrotechnics
study of personality, values, attitudes, interests, lifestyles, preferences, activities, tastes, likes, dislikes, complaints
pyschographics
1. four-channel audio tape recording system 2. room with two or more beds for four persons
quad / quadruple
four electrical outlets in one box, which should be grounded
quad box
act of determining a person's authority or financial ability to purchase a product or service or perform a specific function
qualifying
dscriptive info that is a record of what is observed, presented in the marraitve by the respondent - referred to as "soft data"
qualitative data
info that is represented numerically so you can assign ranks or scores or determine averages and frequencies. - called "hard data"
quantitative data
for construction of horseshoe, rounded hollow squares and buffet tables; wedge shaped table with one rounded edge; serpentine - curved, s-shaped tables that when placed together make a snake form
quarter rounds / serpentine's
refers to how quickly a function space can be set up and rearranged; set-up that saves room turnover time, limits number of event rooms required and avoids addl charges for changing room set-ups
quick set
enclosed or draped area, close to the stage for custome changes
quick-change booth
low drape divider between exhibit booths/stands
rail / side rail
an alternatve event date contracted to use in case of inclement weather
rain date
gathering to promote enthusiasm and excitement
rally
session added on the to the end of the day's program, usually after dinner, to accommodate extra papers or extra plenary lecture
ramp session
a sample of statistical population in which all members of the population have an equal probability of being seleted and which is used as an unbiased representation of the population
random sample
informal sessions with no specific agenda
rap sessions
person appointed to note and record the proceedings of sessions and to write summaries of the paper(s) presented for a final summation session 2. person who reports on an event for the media
rapporteur/reporter
average service, 1 to 20; high-level dinner 1 to 10; one bartender for every 75 to 100 people if arriving in intervals (1 for 50 if it's close together)
ratio for front-of-house staff
at a facility, a listing either printed or on a video screen, of the day's events including times and locations
reader board
when online activities take place at a designated time, they are referred to as real-time events. A webcast of a keynote presented can be watched live over the internet is real-time
real-time
image presentation where the screen is between the viewer and the projector. Often used with a front projection which is translucent to images being projected from the rear and can be viewed from the front.
rear projection
should receiving messaging that promotes reasons for involvement specific to them
reason for different event promotion to each stakeholder
dignitaries, host, sponsor, and guest of honor lined up to greet guests
receiving line
Space per person: 9 to 10 Sq Feet (if you have a reception w/ entertainment, décor, and many food stations, or if oyu wish to have seating at your reception, calculate the sq feet those will take and add to total needed. Space shown per person is for standard bar w/ light hors d's (not dinner)
reception space requirements
social function where beverages and light foods served. may precede a meal function. many multi-day events begin with a welcome or opening reception; excellent networking opps and may have a theme, often feature hot or cold hors d's at a buffet table or can be passed which is less costly. Seating is limited
receptions
maintain exemplary standards of prof conductl actively model and encourage the integration of ethics into all aspects of performance; perform resp in accordance w/ the laws and regs of local, staet or national govts where I reside; maintain confidentiality of all priveleged information - including identity and personal information of other CMP candidates; never us my position for personal gain and promptly disclose to appro parties all potential & actual conflicts of interest; comm all relevant info to employer in execution of fiduciary responsibities; only use CMP designation in authorized way; abide by all policies in the CMP program; truthful in all info provided to CIC in applications and recerts.
recipient of CMP designation must pledge to
6 x 8 feet x 30 inches - used for had of table, u-shaped schoolroom, boardroom, conference style, buffets, reg, displays // schoolroom set-up uses 18-24 inches
rectangular tables
when an event host org publishes a list of child care service provides available. Attendees then make their own arrangements with these services.
referral child care
sound or light energy which returns from a surge when struck. The amount and angle of reflection depends on the type of and size of the reflecting surface and the frequency (wavelength) of energy.
reflection
chagne of direction of a light ray passing from one medium to another of different density
refraction
to clean function space or during breaks - refill water pitchers, remove soiled articles, change glassware, etc.
refresh
items of food and drink consumed between main meals - druing breaks
refreshment
usually mid-morning or afternoon -- menu should be designed to boost attendee's energy level and increase networking; may include coffee, soft drinks, and/or food items. Some have a theme.
refreshment breaks
deposit that may be returned under certain conditions
refundable deposit
a speaker bureau's / agency exclusivity is limited to a particular region or territory
regional exclusivity
RSO - consular official charged w/ the security of his/her country's nationals while traveling in his region
regional security officer
person responsible for handling regs
registrar
signature form used by facility when registering a guest
registration card
oral translation where by an interpreter does not translate directly - interpret translation of a colleague, usually because he/she is not qualified to work directly from the original language
relay interpreting
1. signed form giving permission to use a name, photo, statement 2. form signed by presenter allowing to share recording; 3. doc provided by management to permit removal of goods from exhibit during event hours 4. rlease space, as in returning unsold air or hotel reservations to the supplier that orignially alloted them
release
1.limit of a carrier's liability 2. state value of a shipment when release to the carrier. If shipper declares a higher value than the per-pound limit, shipping costs will increase
released value
will influence how meetings are conducted during dates and times, food selections, even the manner in which food is prepared, served and eaten
religious, cultural, ritual observations
coplete booth/stand package offered to exhibitors on a rental basis
rental booth /stand
cost of hiring a piece of equipment or function space for a specified period of time
rental charges
contract stating terms and conditions for rental exhibition venue or for individual booth/stand within a venue
rental contract
when a speaker does a second or subsequent booking for the same client
repeat engagement/booking
guaranteed payment to employees who report or show up ready for work at their usual time and find no work to do
reporting pay
form used by event organizer, housing bureau or lodging facility to to register guests for sleeping rooms
reservation form
1. ability of a projection system to distinguish and reproduce fine detail ; 2. motion put forward for a join decisionl usually has the forme of a legislative decision
resolution
attire for warm destinations - including mid- to - knee length shorts, collarless or golf shirts; khakis and sandals. Women may wear linin sheaths, casual skirts or sundresses
resort casual
a conference facility with at least one majory amenity such as golf or tennis
resort conference center
destination marketing organization (DMO) aka CVB aka tourism office; publications; event industry trade shows; association membership and meetings; professional congress organizers; destination management companies
resources for destination selection information
the ability to control telephone access often by excluding specific country or area codes or types of calls. Put in place in event rooms and show floor locations
restricted dialing
1. the percentage of exhibitors or attendees that return to an event from one year to the next 2. percentage of an orgs membership or company's employees that remain with the org or company from one year to another.
retention rate
from suppliers, vendors, partners - sponsorship sales, exhibit sales, advertising. From sales of event merch, sessiong recordings, and registration for event
revenue/revenue-generating items
elevated platforms accomodating not more than 50 persons. Seating facilities, if provided, are normally in the nature of loose chairs. Stands accomodating more than 50 persons shall be regulated as grandstands.
reviewing stands
skilled labor responsible for attaching signs, banners, truss and other equipment; someone who suspends equipment in the air; person responsible for machinery uncrating, unskidding, positioning, leveling and reskidding
rigger
process of attaching a cable on a crane to a piece of a machinery or equipment; process for handling materials and signs.
rigging
a courtesy a facility extends to a previously booked party to approve or disapprove a concurrent booking or to save uncontracted space for the previously booked party for program growth
right of first refusal
selling only the rights to a sponsorship, with the buyer incurring expenses for production installation and dismantle
rights only
on-going process of assesing the risks that may theaten attendees, the meeting or event itself, the organizer, or partner-suppliers, and applying the appropriate measures to manage thie probablity and consequences of suck risks
risk management
ask about safety issues - including venue contiion, anticipated construction, environmental factors, emergency exits, elevator inspections, fire sprinklers, and numer of extinguishers, room keys, and issuance protocol, guestroom floor access, lighting, and health dept rating (if applic)
risk management factors at site
funds that an agency would not recoup should a tour not materialize, ie nonrefundable deposits to suppliers, promotional expenditures, printing expenses
risk monies
enables personal connections that are one of the essential elements of the meetings
roadshow
printed vinyl assembled from a small carrier to a large banner, normally over 7 ft tall
roll up
a process to identify attendees who occupy rooms outside the contracted room block for an event
room audit
number of people that can function safely and comfortably in a room
room capacity
money that must be paid in advance in order for a hotel to guarantee to hold a function or sleeping room
room deposit
number of sleeping rooms blocked or occupied multipled by number of nights each room is reserved or occupied
room nights
number of single, double triple, rooms used
room occupancy patterns
amount of time needed to tear down and reset a function room
room turnover
RTI is an abbreviation often used in reference to charges at a hotel, motel, inn, bed and breakfast
room, tax, incidentals (RTI)
land-based system for videoconferencing designed to manage communication between one group of people, usually in a conference room setting, with another group or groups in similar setting elsewhere
room-based videoconferencing
event prof provide one list to hotel with all attendees / one cost center. Info often gathered through housing form
rooming list
contest or tournament in which each participant is matched with every other participant
round robin
group of experts who meeton a n equal basis to review and discuss specialized, professional matters, etiher in closed session or more frequently before an audience
roundtable
the person responsible for managing motor coach flow, routes, drivers
route manager
1. rooms given at random according to availability when the reservations are made 2. flat rate for which a hotel or motel agees to offer any of its available rooms (with the excpetion of suites) to a group. Final assignment of rooms is at the discretion of the hotel.
run-of-house (ROH)/flat rate
a complete rehearsal including all elements of the event production, such as presentations, performances, music or entertainment, lighting, av, and tech aspects
run-through
1. long narrow carpet in a hallway, asile or on stage 2. piece of portable of constructed staging that extends a main stage to form a runway 3. main extending from a mic to an amplifier 4. a piece of decorative cloth laid across a tablecloth or buffet table to add color or texture or to enhance a theme
runner
platform which extends from a stage into the audience area, often used for events such as fashion shows
runway
may include qualifying leads, conducting sales calls, delivering sales presentations, prep proposals, negotiating sales details
sales process tracking
consult Department of Revenue or other taxation body in city, state, or province to find out sales tax % or other tax that must be charged, proper doc for tax exemptions, whom tax collection need to be paid
sales tax for sponsorships
promote at event year before. 4 news releases (week 40, 26, 20, 6); week 40 - content planning & dev for website; week 24 - mailing #1/ads/social media/distro video; week 16 - mailing #2 w/ full schedule
sample timeline for annual event marketing part 1
week 15 - video clips, week 12 - cover story in mag, benefits of attending; week 10 - invites to media/bloggers - comp reg; week 3= mailing # 3, week 6 - news release 4; week 1 - follow up press invites by phone
sample timeline for annual event marketing part 2
1. a research method based upon selecting a portion of a population for study 2. a F&B tasting provided to prospective clients for the purpose of menu selection
sampling
using product replacement value insetad of sales value. Be conservative In est value of giveaways and literature as well (might pay up to 33% percent of full value in duty or VAT)
save $ on VAT by
a pattern of group arrivals that are separate from the main arrivals
scattered arrivals
rows of tables and/or chairs are slanted in a v-shape facing a head table, stage or speaker (Chevron Set-up)
school room V set-up
variation of schoolroom set-up in which tables are perpendicular to the head table and chairs are placed on both sides of the tables
school room perpendicular set-up
a mobile work platform that extends vertically on a scissor-like mechanism with no increase in the size of the machine's footprint
scissor lift
directions given from audience perspective
screen left and right
1. translucent material used to diffuse or soften light, 2. gauze like theatrical curtains
scrim
period of time when the demand for a certain supplier's product or service is high, low, or neither.
season
second place on a waiting list. The org holding the second option for specific dates at a facility, for ex may book those dates only if the org holding the first option, decides not to book within a certain period of time
second option
a city where the space of the convention center, hotels, or the air lift make the city more appropriate for smaller meetings & events
second tier city
an airport that is used as an alternative to a city's primary airport
secondary airport
keep in mind specific access requirements for VIPs, private, secure entrace or green room may be required
security & special needs for VIPs
ask about security cameras, event specific security requirements, crime rates, venues safety records,
security (ask at site visit)
portable wire enclosure used to lock up materials for safe storage
security cage
may be used for VIP transfers, often chartered on standby status for VIPs over course of program
sedans and other vehicles
persons whose work is limited to a well-defined work routine, or work in which lapses of performance would not cause excessive damage to products or equipment
semi-skilled labor
a lecture or dialogue with small group of attendees (10 - 50) led by a specialist
seminar
line formation of people going to the same area; line feeds off into several different service stations
serpentine queue
a counter from which alcoholic beverages are served that is located outside of a function room, usually in an area not visible to guests
service bar
1. mandatory and auto amount added to f&b charges, usually used to defray the cost of labor and service equipment. Generally calculated as a percentage of charges 2. a fee charged to a client by a travel agent in addition to the commissions paid to him or her by his her principals
service charge
centralized on-site location for ordering or reconfirming services provided by general service contractor and specialty contractors
service desk
the actual number of seats put in place or to be put in place for a function
set for
the plans from which the exhibit components are assembled
set-up drawings
exhibit or function room equipment installers
set-up personnel
european booth/stand system - usually includes rasied floor, back and side walls plus fascia
sheil scheme
draping made of strips of colored material that catch and reflect the light
shimmer curtain
a US govt doc required for all shipments out of the US to declare designated goods - value weight destination and other basic info.
shipper's export declaration
thirdparty hired to handle shipping goods to and from an event
shipping agent / shipper
an instrument in writing, signed by the captain of a ship that lists the indv shipments constituing the ship's cargo
shipping manifest
gathering drape along the rods to even out the folds and give each panel of drape equal spacing
shirring the drape
person designated by the union within a shop or unit to represent employees
shop steward
land tours, usaully available at ports of call, sold by cruise lines or tour operators to cruise passengers
shore excursion
website and/or online reg system
short turn around on event prep - first step
the beginning and ending days of a room block when fewer rooms are contracted
shoulder
period when the demand for a supplier's product or service is neither high nor low.
shoulder season
time specified for the close of the exhibition and start of dismantling
show breaking
material used for signs
show card
listing with booth/stand numbers in an event map showing locations
show directory
the company or org that manages the exhibition
show management
on-site event management office
show office
rates est by event management, official service contractors, and or other official service providers and published in the exhibitor manual
show rates
reqs and procedures prepped by event management for exhibitors and contractors
show rules
an event with its own name and focus that takes place within a larger, related event; see inconjunction with
show within a show
moderately durable. When printed w/ soy based inks easily recyclable
showcard
airline, destination or venue offers, through guest reg link or voucher system
shuttle services
speakes on stage right and left to project amplified sound to full stage area
side fills
a low divider panel, usually 3 feet, used to separate an exhibit space from an adjacent area
side rail
performers who must be watched to be appreciated - such as mimes, jugglers, dancers and acrobats
sight acts
the actual or virtual lines on the venue or on papyer layout that dscribe what parts of a set or decorative object are visible from a given audience or guest point of view; used to determine what must be decoratively treated or masked
sightlines
use digital options; select sustainable substrate materials; sustainable inks; re-usable signs; donate/re-use materials
signage sustainability
delivery receipt, signed by the carrier, noting a damage or shortage
signed exception
method of sampling in which each member of the population has an equal chance of being included
simple random sample
oral translation of several phrases or entire speeches from one language to another while the speaker is speaking. for events with high number of intl guests; designated area for equipment and translators needed
simultaneous interpretation
a video signal that captures a single camera angle for recording an event or show. ISO camera feed
single camera/ ISO camera feed
single bed - occupied by one person
single room
facilities and services available
site infrastructure
avail of tech resources, enviro conditions at destination, range and distance of satellite event venues for addl functions, safety and security, ease of shipping and freight deliveries, accessibility for travel and proximity to attendees, natural and cultural attributes
site infrastructure to consider
walk through of space (if you can't go, they should be able to send diagrams and photos or virtual tour)
site inspection
all details that the event manager must supervise at the venue, area, location, property or specific facility to be used for an event
site management
document detailing meeting room assignments and the placement of permanent and temporary structures within your venue - show a visual & written rep of your on-site conference layout and actual venue space
site plan
first step of site management and encompasses designing the event's layout, managing the event on-site and managing event communications
site selection
pleated or ruffled draping used around with tables, risers, or stages to conceal what's underneath
skirting
1. pre-made length of cable used for hanging exhibit materials or signs 2. premade lenth of cable or a heavy-duty nylon strap used for rigging machinery to cranes or forklifts
sling
reduction in the # of rooms used from the orignal reserved block
slippage
a learning activity that is dependent on the participation of a small group of people
small group learning patterns
interactive presentation white baord that interacts with a computer image - finger becomes the mouse
smart board
1. monitor feedback, thank participants, make changes 2. spread important messages (inside and out of event), comm updates and changes 3. facilitate connection among delegates and gain insight into communities outside of your event
social networks for eventes
program of org'd functions not directly related to the main educational subject of an event
social program
lowered part of ceiling
soffits
currency that cannot be traded outside of its native country
soft currency
time when property is open for business, prior to grand opening. All services/facilities may not be complete or available
soft opening
pivot interpreter, only interpreter in the team assigned to an event who is able to trasnlate out of a lesser used language and functions as a "relay" for the rest of the team in relation to that language
sole relay interpreter
wine steward - expeted to have extensive knowledge including what's suitable with various dishes
sommelier
console with separate channels to control volume nad sound quality produced by each microphone
sound board
verification often by performer that the sound system is fucntioning. Final steps of move-in
sound check
area from which technician operates sound system
sound control booth
procedure of combining independently recorded narration, music, and/or sound effect to single master tape or film , while at the same establishing tone, volume and balance between elements
sound mix
use of electronic and electric equipment to amplify the natural sound produced by a performer or speaker
sound reinforcement
risers on stage left and stage right for stacked sound equipment which allows storage space hidden from the audiences view; platforms on right and left of stage used to elevate sound equipment
sound wings / speaker platforms
atmosphere created with the use of music and sound effects
soundscape
language from which a speech or document is translated or interpreted
source language
the process of assigning the exhibit space for the next event based on the exhibitor's active involvement in the process
space draw/ selection
cost per square foot/for exhibit space
space rate
form or special request to use a particular space
space reservation form
area set aside for spearks to meet, relax, test AV, or prepare prior to or between speeches
speaker ready room
speakers location to present from
speaker's lounge / den / ready room
a tour designed around a particular event, Wimbledon or Mardi Gras
special event tour
applies to display shipments requiring extra labor, equipment or time in delviery to booth/stand area
special handling
designed to appeal to clients w/ a curiosity /concern about a specific subject. Expert guide and visit places
special interest tour
any physical or mental consideration that req accs to ensure an events physical space, tech and food and beverage accomodates indv needs - could be food allergies, obility device access, signing, interpreters, etc.
special needs
tape or chalk marks on studio or stage floors designating exact placement of props and actors.
spike mark
most economical type of binding that will lay flat on a table
spiral binding
this is when a guest has two folors, one for room and tax and the other for incidental charges -- most often used when the room and tax are going on the master account, and the guest (often a speaker or VIP or staff) is responsible for incidental charges such as in-room dining
split folio
horizontally or vertically seprate video pictures shown simutaneously
split screen
sponsor media kit includes benefits of sponsoring
sponsor prospectus
sponsor pays all costs
sponsored bar
determine pricing and packaging; should consider not only costs to produce event but value to the event sponsor (what you are offerring and how it will help sponsor increase sales, think about what competitors are offering)
sponsorship sales planning process
contract signed, benefits tracking, comms during planning, sponsor training, on-site management of sponsor experience, post-event follow up and reporting
sponsorship tracking
the exchange rate for foreign currency for immediate purchase/ delivery
spot exchange
designated time for vehcile or staff to report to assignment
spot time
placement of equipment in exact location in booth by using a forkligt
spotting
13.5 square feet
sq foot per person seated banquet rounds comfortable
seating in which double or triple wide tables are set up with chairs place around all sides
square set-up
buses assembled in one location convenient for passenger loading
stack
facility usually designed for football, rugy or baseball as primary function. Maybe domed or open air. Sometimes difficult to distinguish from a large areana.
stadium
1. designated time and/or number of crew members required at stage for task assignments 2. asking a celebrity or speaker to return to the stage after completing a presentation
stage call
instructions in the script concerning movements and arrangements on stage
stage directions
illumination for the paltform for performers, musicians, actors or speakers
stage lighting
person responsible for running the event on stage
stage manager
work with all presenters and instruct crew with cues
stage manager
person at facility in charge of stage facilities
stage master
diagram, drawn to scal,e indicating placement on stage of equipment, props, mics, etc
stage plot
union labor that handles spotlights, rigging, scenery, for theatrical performances. In some cities may also handle decorating tasks, such as hanging drapes at convention facilities
stagehand
1. design and placement of elements for events 2. implementation of an event
staging
1. place for demo 2. in catering, an read for prep and supplies 3. a prep area on premise where suppliers review orders and organize items before delviering to exhibit booths/stands 4. an area near the event site where buses wait to be dispatched
staging area
longside of the room - bring audience closer to the speaker or stage
staging setup
a rating indicated by stars (1-5), highest number = best quality. Used by leading travel pubs
star rating
an official govt agency or privately run nonprofit org responsible for travel development and promo of a state or territory. Often part of another agency or dpt of a state gov such commerce and economic development
state travel office
statement of income and expenses following the end of an event
statement of acount
a banquets server assigned area. Refers to indv buffet tabeleslocated through reception area. Each table offering one food item or repping one theme
station
1. conduct situational analysis 2. define target market segmentation 3. select marketing distribution channels 4. implement marketing plan - (putting the first three steps into action)
steps to manage marketing plan
labor performed and paid at stadnard rate for work during normal biz hours as est by union
straight time (ST) labor
a focused appraoch on increasing efficiency and reducing costs across the org for all of its events
strategic meetings management programs
an agreement btw 2 or more enterprises to conduct specified biz processes in a joint manner
strategic relationships
dismantle exhibits - to remove all scenery an dprops from stage - union walkout
strike
prepared questinos, usually 8 to 10 per one hour presentation, to be distribued in advance of the session to selected attendees. Following each presentation, attendees ask questions from the list
structured question
room with couch or couches that convert to a bed
studio
any group of rooms that is llassified or separated differently than the general attendee block within the event contrated block
sub-block
hotel on the outskirts of a large city which may or may not be near local attractions
suburban hotel
financial support provided by the host destination or govt as an incentive to attract large congresses or events
subvention
non-directional speaker used to increase at lowers frequencies of things like music
subwoofers
when a company tries to sell its product or service on the show floor without the permission or consent of the organizer - includes another company's booth, hotel lobby, or convention center space. Show manager is responsible for handling. A clear policy should be developed and enforced.
suitcasing
class of accomodations that is larger than a typical hotel room and usually contains a separate sitting room and may contain other facilities
suite
a hotel whose entire inventory of sleeping rooms have separate bedroom, bathroom, living room, parlor, and possibly a kitchenette or other special features
suite hotel / all suite hotel
technique of projecting two visual images on a screen at the sametime
superimposition
in a car rental agreement, addl covg for injury and damage claims by thidr parties beyond the amount provided auto udner the contract terms
supplemental liability coverage
part or full time personnel who provide services for tasks associated with programmes, events or conventions
support staff
charge over and above est rates, such as energy surcharge
surcharge
16 feet/ 5 m + should suspend
suspended draping height min
an attachment of device to the framework of an expo hall
suspended elements
electronic forms of comms, recycled paper products, more sustainable printing options; mobile in place of program
sustainability in marketing materials
materials free from toxins, product is organic or local, labour conditions, packing and transportation, functionality - does it promote sustainable behavior, product quality
sustainability in promo items
a combo of switches, dimmer plates and fuses for controlling light
switchboard/dimmerboard
1. engineer (technical director) who is switching from camera to camera 2. panel with rows of buttons that allows switchign from one camera or sound source to another
switcher
sound and picture recorded or played back at same time
synchronization
trasnmitting data at speed sof up to 44.184 MBPS, is faster than a t-1 line, allowing perofrmance of more tasks simutaneously at a greater speed
t-3 line
series of tables set-up in the shape of a block T with chairs set all around except at the head table
t-shape set-up
small portable display that can be set up on top of a table
table-top display / exhibit
weight of container and/or packing materials deducted from the total weight to determine the weight of the contents or load.
tare weight
a date set by event management/GSC for arrival of freight at a trade event. Usually shipments received before or after this are are assessed a penalty charge
target date
language into which a speech or document is translated or interpreted
target language
document needed from custoer to verify tax exemption status in the locale where event is held
tax exempt certificate
used for individual, not groups. Where avail taxi vouchers are common at corp and hosted events to ensure everyone gets to destination safely
taxis
promo piece diesgned to build interest in an event
teaser
review of all tech aspects of the production
tech check
run through, in order, each element of the show including lighting, sound, special effects, etc
tech rehearsal
functions w project manager to oversee production schedule, drawings, permits, any other tech details; person who calls cues from the control room
technical director
someone hired by a speaker to prep scripts, workbooks, audios, videos or articles on contract
technical writer
expertin particular craft or tehnqiue in relation av, mechanical or electrical
technician
type of meeting which brings together three or more people in two or more locations through telecommuncations
teleconference
conducted by individual sales staff or by machine robo-calling
telemarketing
electronic device used for script fors pear to read during presentation
teleprompter / Autocue *(UK)
tax exemption for temporary imports; in NAFTA & EU, a variety of incentives are available
temporary import license
a space temporarily held by facility or venue for a specific date pending a definite booking. There are no consequences for cancellation.
tentative hold
purcher or agent for...
term for your organization when using professional contracts to purchase entertainment
services available to allow clients to opt-in and added to database. Can have a high response rate. One of most effective marketing media in mobile
text message marketing
agenda and program details (over reg and fee details; sponsorship and exhibitor names; contact name & # of meeting planner)
the most basic and crucial part of most meeting websites are the
facility fixed with seats on a sloped floor with site lines focused on a permanen stage. Stage box is located bhind the proscenium which contains the performance area and the fly loft
theater
seating arrangement in which seats are in semi circular rows facing the stage area, no tables
theater semicircular set-up
11 to 12 sq ft; same chair requirements - allow at least 24 in of space between rows and 4 in side to side between seats. Most facilities provide only 20 in between rows which is insufficient. Don't allow your chairs to touch
theater style - 60 to 300 people space requirement:
12 to 13 sq feet person; allow at least 24 in of space between rows and 4 in side to side between seats. Most facilities provide only 20 in between rows which is insufficient. Don't allow your chairs to touch
theater style - less than 60 people
allow at least 24 in of space between rows and 4 in side to side between seats. Most facilities provide only 20 in between rows which is insufficient. Don't allow your chairs to touch
theater style seat spacing
a break during a formal program with a theme of special food and beverages. Often includes décor, and entertainment.
theme break
a group of specialists organized by a business enterprise, gotal body and commissions to undertake intensive study and research into specfied problems
think tank
banquet - control producre whereby guests exchange an event coupon from their reg packet for an actul even tticket and seat assignment. Increases control. Also tends to reduce the number of no shows to provide more accurate guarantees
ticket exchange
event or sponsor pays for tickets and tickets are controlled
ticketed bar
one or more rows arranged above each other; price levels of guest room rates
tiered
length of time betw production of live sound and when it is actually heard
time delay
includes each task to be accomplished and is the core of the program plan
time lines
the sequential numbers of assigned to each frame of video or film representing the passage of time in hours, minutes, seconds, and event tenths of seconds. Time codes are used for cataloing purposes and during editing
timecode
let customer know what to expect from scanning; test code and track success; keep it simple / quick action; consider audience and knowledge of QR codes; make sure website code is optmized for mobile viewing
tips for using qr codes on promo items
when writing to and addressing an individual, proper formatting should be followed. Event professional should contact dignitary's embassy for guidance on appropriate protocol
titles and styles of address
use the "front page of the newspaper" test or "Twitter test"- if whatever is in question would appear on the front page or Twitter with your name, would it cause your company embarrassment?
to determine gift appropriateness
an indv licensed and bonded by Intertsate Commerce Commission to operate motor couch tours in the US and some cases CA
tour broker
person usually employed by DMC, who accompaies a tour from deprature to return as a guide; 2. a person who performs such functions only at the destatination
tour escort
most sell through travel agents and or directly to clients
tour operator
1. prearranged combo of elements such as air, hotel, sightseeing, and social events packaged together and sold as an all-inclusive package not sold by component parts 2. to package, meaning combine elemtns as above into an all-inclusive package product sold as such at a package price
tour package
structure to which lighting instruments are attached
tower
tax placed on hotel/motel room rentals. Generally part of this revenue is used to market the destination and may be used for financing the operation of convention facilities
transient occupancy tax (TOT)/bed tax/room tax
consider country not just language - cliches, slogals and expressions differ from countyr to country. Hire professional for help. Comm should be simple and straightforward.
translation of marketing material considerations
written word
translation refers to:
two twin beds
twin room
for large int'l meetings from many economic sectors in many countries; options avail on hold in a lower price range is good practice. Range of props within walking distance or shuttle offer mult options
two-star hotels, hostels
announcement to a group of individuals, or private conversations w/ person on-site, or urgent alert to all attendees at fcacility; formal or informal; w/ tech (mobile app) or in person; does someone need to review messages?
types of messages (communications)
participant-led event. Agenda is created by attendees on arrival and inclued open discussions rather than formal rpesentations
unconference
hours worked, meals, and breaks
union rules include
each channel is different - understand this and customize message accordingly.
use of social platforms / messaging
tell vendor what you are using it for - indoor /outdoor - one time use or multiple. Avoid PVC to protect environment
vinyl, synthetic or non-woven banner materials
online exclusively - event
virtual event
engage remote audience - link btw live and remote; engagement: this takes practice, hire someone w/ skills; prep: must be able to use tech, aid gusts and fill in gaps of time
virtual hosts
phone calls and letters get noticed in today's digital age
ways for sales to get clients to notice
ties (not surveys, videos, links to protestor sites)
web designer presents proposed meeting website, incl purpose, audience, interactivity, and navigation. Seems to be missing one component
good example of virtual meeting
webinar
hands on exercises (more important that indepth theoretical lectures, Q&A, and retention and recall exams)
what is most important to include in a workshop where attendees develop expertise in resuscitation skills?
authentic storytellers who create a personal connection to the organization or event
what makes a successful marketer?
30%
what percent of people will drink at a cashbar before luncheon?
morning
what time of day should the most concentrated materials be presented?
choose two media that have worked in the past and experiment with one new medium, while measuring the return on investment for each medium to guide future decisions (good approach)
what to use --media and tools for event marketing
when they are useful and visually appealing
when do people keep promotional items?
when it is given with expectations of a return favor or decision; keep in mind culture oyu are working in. in some countries gift exchange is utiized as a standard/expected element of business. If a gift is refused it can result in loss of face, hurt feelings, damage to relationship. Corp gift policies should reflect local policies.
when is a gift a bribe?
send the names and addresses of subjects in the photos
when sending photos with press releases, what should you not do?
one wine steward per five tables
when wine accompanies dinner, there should be one wine steward per _____ tables
level of authority
when working with CSM what do you need to understand
apron (part of backstage includes: stage, dressing rooms, wings)
which is not part of backstage?
exploratory (methods of instruction include: expository, participatory, evaluative
which of the following is not a method of instruction?
colloquium (you can use a focus group, survey, committee meeting)
which of the following is not a tool to determin your group's future meeting needs
chairman of the association board (more important that you, the CSM and DMS rep who is handling transportation have one)
which of the following people is least important when assigning/distributing walkie-talkie's for meeting operations?
floor load (over door sizes, electrical outlets, lighting)
you are planning a trade for industrial manufacturers trade assocation. The convention center in the city has one hall avail for your show, a second floor of the 4 level facility. Date, price and space seem avail - what is the other most important detail to confirm?
headsets with english to spansh, french, and either japanese or chinese
you are producing at 15,000 person conference in the US with people from North America, South / Central America, Europe and Asia. You may also have small groups from Germany, Switzerland, and Africa. What is the most cost effective & economical way to do simultaneous interpretation?
a firewall
you have 1000 attendees and need to coordinate an on-site network and be assured that the network will restrict access to or from certain systems via the internet. What do you need to setup?
two buffet tables
you have 125 people at your daily buffet breakfast, how many buffet tables do you need?
what connection speed his computer is equipped to handle
you have speaker w/ web based presentation - what is one of the first questions you ask?
arrange an audio-conference call
you need to conduct a planning meeting with 3 internal directors of different regions for next year's conference. You need input to develop conf objectives. Your time and budget are limited. How do you conduct the meeting?
it needs stairs and rails at one or both ends
you request temp staging and it is made from woodwith metal legs and will be 16" high - what is most important instruction?
negotiate with the previous show's service contractor to arrange for your show to move in while that show moves you (over press cc for addl move in time, contract for overtime to compenate or time loss, reduce size of your exhibition)
your assoc usually reqs 3 days to set-up exhibit - the CC chosen only has 2 move-in days avail. What is the first and most effective course of action to take to avoid having to change the site?
french service
your org is planning a dinner for 75 execs, want most elegant, formal type of food service
aka Greenwich Mean Time
zulu time
