CMP - 1.13.17

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

the amount of data that can be transmitted (upload) or received (download) per second.

bandwidth

seek advice from local PCO or DMO if you have doubt about approriate materials

banned materials

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

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)

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:

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

short internal between sessions which coffee, tea, and/or other refreshments are served

break=

speaker or facilitator and provide in-depth discussion on a focused topic

breakout or concurrent session

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

oversees broadcast of virtual event; will work with you on content of the broadcast to create engaging event

broadcast producer

a line or multiple lines of attendees take plates and select their own food

buffet

when trays of bite-sized items passed around by serving staff; one type of item per tray

butler service

method to increase audience participation by dividing attendees into discussion groups, each reports group findings and opinions during a following plenary session

buzz sessions

when buffet is set-up with one side for attends and the other for servers who place on guests plate

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

patron pays individual costs

cash bar

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)

informal meeting for purpose of discussion, usually of an academic or research nature, to ascertain areas of mutual interest through the exchange of ideas.

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)

Outline the distro structure & identify approvals with list of all stakeholders/contact info

communication flowchart

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

if you have appropriate software - it allows you or tech supplier to position all items in the room

computer assisted design (CAD)

massive exposure, immediate action

connected catalysts

product purpose, number of participants, trade show budget, messaging

considerations for tradeshow giveaways

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

at site visit about - backup generators, evacuation plan, first aid caps, weather emergencies, and nearest medical facility

contingency plan (ask at site visit)

in possession of first staff to arrive and in hands of person who will receive the goods at final destination

copies of freight docs

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

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

some events (ie sporting or voting) may req further credentialing and verification to register an attendee

credentialed event - admittance verification systems

three phases: pre-crisis, crisis and post-crisis (effective plan can help mitiage effects)

crisis communicaton plan

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

crowd may behave in manner that is not safe - if people at back push, it ripples through

crowd mentality

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

freight forwarding company should also be a customs broker

customs broker

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

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

ensure you know any time or day restrictions by the neighborhood or venue

deliveries

profile individuals - race, age, gender, education, qualification(s), marital status, income, professional, level in org, and seniority in the industry

demographics

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

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:

raised platform

dias

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

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

1.5 x width of screen

distance from the projector to screen

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

one double bed

double room

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)

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

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

org branding & sponsor branding; org colors vs unique for event; décor location(s); signage

elements in environment design plan - branding requirements

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

focused beam of light that can be shaped and controlled

ellipsoidal or leko light

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

exposed to aisles on three sides and is comprised of two booths

end-cap booth

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

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

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

consider: convention & exhibition center, conference centers, hotels, resorts, cruises, college or uni campuses, and other non-traditional venues

event venue

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

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?

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

where each table was receives platters of food & guests serve themselves

family style or english service

in the US, fed laws govern sweepstakes, contests, and lotteries (even understand rules for social contests)

federal laws governing marketing promotions

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

when displaying flag on crossed staffs, host nations 'flag is in front; visitor national behind

flag rules

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

order for exhibitor services placed on-site after exhibitor set-up begins. More expensive than advance order

floor order

light material best suited for décor elements, creating 3D banner or temp uses. Does not transport well and easily damaged

foamcore

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 conference chair

open discussion with an audience, panel and moderator

forum

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

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

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

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

most expensive option - includes greatest selection of food, customized for profile of attendees

full buffet breakfast

attendees seated one time, with combo of pre-set and plated service. Best when there is a speaker or program planned

full-service breakfast

fabricated insert to further shape ellipsoidal or leko light, including logo or scenery

gobo

full weight of shipment, including goods and packaging

gross weight

16 feet / 5 m

ground supported draping max height

must provide usually within 48 to 72 hours before - you pay for guarantee or actual number served, whatever is higher

guaranteed number of guests

32 white, 8 red

guests have option of fish, chicken, or beef - you need 40 bottles of wine; how many of each color?

30 or 60 inches

half-rounds

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

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

30 inches high

height of school room & banquet tables

boardroom/conference; oval shape conference; hollow square; octagonal; angled hollow square

highly interactive room 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

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

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

live and online event

hyrbid event

image magnification

i-MAG

20 slides, lasting 15 seconds each

ignite presentations

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

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

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:

ear piece for director to speak to person during broadcast

interruptible foldback

a moderator, on behalf of audience, asks the 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

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

designed to bring everyone everyone together and may include high-profile speaker or a panel presentation

keynote session

distortion of a projected image on a screen

keystoning

Transportation emissions are often largest component of event impact when delgate and freight mileage is calculated

largest component of event impact

speakder support furniture / usually with

lecterns

celebrity or VIP transfers

limousines

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

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

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

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

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

confirm deliver services of weekends and holidays

major courier services days/hours

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

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

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

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

cost for venue to receive and handle items

material handling fee

if items arrive early to venue, they may charge a storage fee

material storage charges

front screen projection for wide angle viewing (you have a large group in a semi circle)

matte white

16'

max height of an island booth

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

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

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

5 feet

min. screen height off floor

20 - 24 guests, limited to no storage

mini coaches

takes all signals from mics and any other devices that need to be played audibly for the audience, allows tech combine and balance all sources and send to amp system

mixer

a type of room rate that includes breakfast and one other meal (usually dinner)

modified american plan

board that can be used for one or multiple meetings and has space to attach or insert smaller or specific signage

modular reusable signs

speakers used to let presenters hear themselves and other sources - like questions from the audience - without straining

monitor or fold-back speakers

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

large group movements - 47 - 65 passengers; undercarriage space for luggage

motor coach

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

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 reg clerk per 100 registrants

number of reg clerks per 100 registrants

less expensive by 30-50% than air, slower requires 3 - 7 week transit time

ocean freight

"

on-site contact sheet

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?

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

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

agenda is determined on arrival of participants. Faciliitator helps participants organized parallel working sessions along the event theme

open space technology

so if someone is searching online for an event with keywords, your site will show up

optimize website with SEO and SEM

Hierarchical order of precedence is an important etiquette guideline, as improper recognition of someone's rank is tantamount to an insult.

order of precedence

sometimes only avail option in certain places (China) and long distance rail & truck freighting will be common

overland carriage

should be resuable or not made with unsustainable material such as polystyrene

packaging supplies

materials should be packed so they can be inspected without damaging the packing or enclosed materials

packing for intl shipments

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

less focused or shaped light use to wash a broader area with even light

par

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

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

"buzz" at a scale; third-party endorsement

passionate publishers

night with the most rooms reserved

peak room night

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

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

part of a linear booth layout that backs to an outside wall of the exhibition space rather than an exhibition booth

perimeter booths

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)

postage stamp size copy of all slides in a row

pictogram

stage left

placement of area's (state) flag on stage

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?

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 - 32 inches; usually 4 x 8 feet

platform / riser

generaly assembly for all participants

plenary session

is a raised speaker's platform? Freestanding

podium

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

one portable toilet per 100 people

portable toilets per 100 people

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

plan and its implentation should be analyzed and recommendations developed to respond to a future crisis

post-crisis (PR)

adequate power and access can be critical for signs and other decorative elements, don't assume it's available

power accessibility in venue/room

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

1. registering in advance to attend an event; 2. at a facility, pre-assigned sleeping rooms available for occupancy

pre registration

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)

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

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

letters, invitations, brochures, postcards, and programes

printed direct mail

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

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

oversees all tech pro and suppliers, including videos and graphics

prodcuer

oversees crew and directly liaises with event pro

project manager for av

90 degrees

projection platform degrees to screen

to bottom of screen at least

projection platform elevation

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

giveaways for participants or merchandise sales

promotional products

study of personality, values, attitudes, interests, lifestyles, preferences, activities, tastes, likes, dislikes, complaints

pyschographics

for construction of horseshoe, rounded hollow squares and buffet tables

quarter rounds / serpentine's

refers to how quickly a function space can be set up and rearranged

quick set

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

should receiving messaging that promotes reasons for involvement specific to them

reason for different event promotion to each stakeholder

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 15 inches

rectangular tables

usually mid-morning or afternoon -- menu should be designed to boost attendee's energy level and increase networking

refreshment breaks

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

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

someone who suspends equipment in the air

rigger

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

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

event prof provide one list to hotel with all attendees / one cost center

rooming list

where each item is placed by a server onto the guest's plate at the table instead of the kitchen (req addl staff)

russian service

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

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

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)

may be used for VIP transfers, often chartered on standby status for VIPs over course of program

sedans and other vehicles

a lecture or dialogue with small group of attendees (10 - 50) led by a specialist

seminar

website and/or online reg system

short turn around on event prep - first step

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

use digital options; select sustainable substrate materials; sustainable inks; re-usable signs; donate/re-use materials

signage sustainability

for events with high number of intl guests; designated area for equipment and translators needed

simultaneous interpretation

single bed

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

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

lowered part of ceiling

soffits

speakers location to present from

speaker's lounge / den / ready room

most economical type of binding that will lay flat on a table

spiral binding

sponsor pays all costs

sponsored bar

work with all presenters and instruct crew with cues

stage manager

longside of the room - bring audience closer to the speaker or stage

staging setup

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

non-directional speaker used to increase at lowers frequencies of things like music

subwoofers

16 feet/ 5 m + should suspend

suspended draping height min

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

weight of container and/or packing materials deducted from the total weight to determine the weight of the contents or load.

tare weight

used for individual, not groups. Where avail taxi vouchers are common at corp and hosted events to ensure everyone gets to destination safely

taxis

run through, in order, each element of the show

tech rehearsal

functions w project manager to oversee production schedule, drawings, permits, any other tech details

technical director

conducted by individual sales staff or by machine robo-calling

telemarketing

tax exemption for temporary imports; in NAFTA & EU, a variety of incentives are available

temporary import license

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

event or sponsor pays for tickets and tickets are controlled

ticketed bar

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

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

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?

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?

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

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?

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

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?

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

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)

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 ppl; maximum:9 ; too tight 10

60 inch rounds seating

comfortable: 9 ppl; maximum:10 ; too tight 11

66 inch rounds seating

comfortable: 10 ppl; maximum: 11 ; too tight 12

72 inch rounds seating

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

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

cost, insurance, freight

CIF acronym

pricing term indciating that cost, insurance and freight costs are included in the quoted price. Cost + Insurance + Freight = CIF value

CIF meaning

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?

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

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

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 -

venue built to host trade shows, conventions, and large functions. Combines expo space and substantial number of smaller event spaces

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 -

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

DMC

(Destination Marketing Organization) - often referred to as a convention bureau (convention and visitors bureau (CVB) or a tourism office

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

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:

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)

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)

fixtures, furnishings, equipment

FF&E

fresh, local, organic, seasonal, sustainable

FLOSS / food & floral arrangements

Forest Stewardship Council certified products are sustainable

FSC Certified Products

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

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

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

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

light emitting diode

LED

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 -

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

North American Free Trade Agreement

NAFTA

include historical facilities, such as palaces or castles, restaurants, museums, outdoor areas and arenas

Non-traditional venues -

Professional Congress Organizer

PCO

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

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

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 -

Signed Exact English

SEE

search engine optimization / search engine marketing

SEO/SEM

Specific, Measurable, Attainable, Realistic, Time Bound

SMART Goals

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)

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

TIB acronym

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

varies from country to country

VAT %

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

Definition

Word

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 audienceare 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

the state of being usable by people with disabilities

accessible

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

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

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

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

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

methods for resolving disputes without going to court

alternative dispute resolution

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

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

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

AMCI is member of the CIC

association management company institue

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

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