I KNOW - CMP

addl clause in a contract stipulating special requirements

Rider

fees associated with advance orders which typically include discounts when paid in advance

advance rate

3. person in a speaker bureau/agency that acts on behalf of the seller (speaker) or buyer (customer)

agent - speaker

methods for resolving disputes without going to court

alternative dispute resolution

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

a detailed agenda will provide a key overview for your front-line or registration staff and key hosts

Detailed Agenda

fresh, local, organic, seasonal, sustainable

FLOSS / food & floral arrangements

personally identiable 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. Does not include age bc lots of people share this

PII

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 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

1. one who acts or has the power to act as the representative of another. Ie retail travel agent

agent

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

final review copy for client's approval before printing. Also referred to as a proof.

blueline

the point at which revenues are equal to expenses

break-event point

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

an agent who purchases goods on behalf of a company or agency

buying agent

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 / walk away clause

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 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 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

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

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

space reservations confirmed in writing

definite booking

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 (does not include ESG)

elements in environment design plan

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

expense incurred regardless of the number of event attendees

fixed expense

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

limited free services with pad addl services

freemium model

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

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

IPO - the indv pays for specific drink or service request, rather than the event host

individual pays own

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)

intellectual property & speaker content

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

conflict between unions concerning the right to control certain jobs in a particular trade or industry

jurisidictional dispute

payment, benefit or privelege prec'd in addition to a regular income or salary

perk

display to show product, where sales can be made

point-of-purchase

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

pre registration

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

an alternatve event date contracted to use in case of inclement weather

rain date

rates est by event management, official service contractors, and or other official service providers and published in the exhibitor manual

show rates

cost per square foot/for exhibit space

space rate

contract signed, benefits tracking, comms during planning, sponsor training, on-site management of sponsor experience, post-event follow up and reporting

sponsorship tracking

one or more rows arranged above each other; price levels of guest room rates

tiered

total expenses needed to produce a meeting. fixed costs + variable costs = total costs

total cost

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 (function sheets, BEOs, AV orders, electrical orders, telecomm orders, room sets, signage list and distro, furniture orders, utility orders, ada compliance, in-conjunction-with meetings

Event Specification Guide (ESG)/resume

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

booking before an event takes place. Allows attendees to register for an event before it actually takes place.

advance registration / pre-registration

often called the "program" - print or electronic (full program usually includes room info, venue floor plan if it's a big space)

attendee agenda

payment made to an indv or org for bringing business to another indv or org

commission

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

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

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

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.

intellectual property/bid or supplier info

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

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 group to manufacture that product in return for specified royalties or payment. Many convention cneter agreements are written as license agreements.

licensing agreement

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 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

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

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

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. 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

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

time worked by an employee outside of or in addition, regular working time or beyond the standard work week

overtime

work performed in excess of the standard day or week and typically billed at a higher rate

overtime (OT) labor

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

written authorization for payment to be made

payment order

incomplete reg where the fees, full payment or forms have not been received

pending registration

daily allowance for food, lodging and in some cases incidentals or ground transportation expenses

per diem

societies who purpose tis to provide collecitvin licnesing for copyrighted musci - BMI, ASCAP, SESAC

performing rights societies

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

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

act of determining a person's authority or financial ability to purchase a product or service or perform a specific function

qualifying

deposit that may be returned under certain conditions

refundable deposit

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

from suppliers, vendors, partners - sponsorship sales, exhibit sales, advertising. From sales of event merch, sessiong recordings, and registration for event

revenue/revenue-generating items

money that must be paid in advance in order for a hotel to guarantee to hold a function or sleeping room

room deposit

this is when a guest has two folios, 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

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

statement of income and expenses following the end of an event

statement of account

labor performed and paid at stadnard rate for work during normal biz hours as est by union

straight time (ST) labor

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

charge over and above est rates, such as energy surcharge

surcharge

document needed from customer to verify tax exemption status in the locale where event is held

tax exempt certificate

type of barter. The exchange of goods and servcies instead of using money

trade-out

1. the # of union members hired to work for an event 2. addl servers obtained from a labor source shared by several hotels 3. the min # of hours fo rwhich a union laborer must be paid, regardless of actual hours worked

union call

the limits or territory w/in which control may be exercised by a union may be of at least two kinds. One has to do with geographical limits, the other with trade or craft activity

union jurisdiction

costs that vary according to the # of attendees such as F&B or printed materials

variable costs or expenses

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?