Certified Meeting Professional (CMP) Exam

Debate

A discussion which takes place within a meeting, a public or private sitting or in one of the various types of assembly or meeting.

Island Exhibit

A display space that is exposed to aisles on all sides.

Junction Box

A distribution point for electrical power.

Validated Export License

A document issued by the U.S. Government authorizing the export of commodities for which written export authorization is required by law.

Certificate of insurance

A document provided by an insurance company as proof that a policy has been issued and coverage is in effect.

Bill of Lading (B/L)

A document that establishes the terms of a contract between a shipper and a transportation company under which freight is to be moved between specified points for a specified charge. It serves as a document of title, a contract of carriage, and a receipt of goods.

Request for proposal (RFP)

A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services. Same As BID MANUAL/SPECIFICATIONS.

Certificate of origin

A document, required by certain countries for tariff purposes, certifying as to the country of origin of specified goods.

Consular invoice

A document, required by some countries, describing a shipment of goods and showing information such as the consignor, consignee, and value of the shipment. Certified by a consular official of the foreign country, it is used by that country's customs officials to verify the value, quantity, and nature of the shipment.

Back Drape

A drape, curtain or fabric panel that provides a soft, colorful background for a speaker or stage presentation.

Black Drape

A drape, curtain or fabric panel that provides a soft, colorful background for a speaker or stage presentation.

Conference center

A facility that provides a dedicated environment for events, especially small events. May be certified by the International Association of Conference Centers. There is typically a higher ratio of meeting space to sleeping rooms.

Document sharing

A feature of many videoconference systems that allows participants at each conference site to view and edit the same document.

Application sharing

A feature of many videoconferencing systems that allows two or more people to use the same software program, even if all do not have it on their computer or conferencing system.

Whiteboarding

A feature of videoconferencing systems which allows the placement of shared documents on an on-screen shared space or "XX." Participants can edit and mark up the document just as on a physical XX.

Blind Commission

A fee that is paid by a hotel to a third party that reimburses for services and comes out of the hotel sleeping room rate, but is not disclosed to the guests or the event organizer.

Balance sheet

A financial status at a given time (includes liabilities, assets, etc.).

By the person

A fixed price per attendee; covers all consumption of food and beverage at a function, within a given time frame; usually includes beverages, snacks or hors d'oeuvres. In some cases, beverages are purchased XX, while food is ordered by the piece.

Pedestal

A floor support for an exhibit component.

Cafeteria service

A food service operation in which customers carry their own trays and select food from a display counter or counters. It is similar to a buffet, but food is served by attendants.

Banquet event order (BEO)

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.

Shipper's Export Declaration

A form required for all shipments by the U.S. Treasury Department and prepared by a shipper, indicating the value, weight, destination, and other basic information about an export shipment.

Consular Declaration

A formal statement, made to the consul of a country, describing goods to be shipped.

American Breakfast

A meal of fruits and/ or juices, cereal, eggs, meat, bakery goods and hot or cold beverages.

Step-On-Guide

A freelance guide who comes aboard a motorcoach to give an informed overview of the city or attraction to be toured.

Verbatim Report

A full and exact word-for-word transcript, in writing, of all speeches, debates or discussions.

Steady

A full time employee of a company or organization.

Mock-Up

A full-scale model of a proposed structure.

PSI (Pounds per Square Inch)

A measurement of pressure. Pressure is force per unit area. The standard unit for pressure outside of the United States is the Pascal (which is one Newton per square meter), which is the unit of pressure or stress in the International System of Units (SI). See PASCAL.

Publicity

A media campaign, normally consisting of a series of public notices and advertising activities, aimed at ensuring maximum attendance by focusing attention on an event.

Export license

A government document which permits the "licensee" to engage in the export of designated goods to certain destinations.

Planning Matrix

A grid used to plan meeting formats and finalize subject areas, topics and assignments.

Roundtable

A group of experts who meet on an equal basis to review and discuss specialized, professional matters, either in closed session or, more frequently, before an audience.

Discussion Group

A group of participants in a separate debate within some types of meetings. Similar to a working group but with no expectation of reports or papers.

Host Committee

A group of people bringing specific expertise of the locality and facilities of a given area to the Organizing Committee in planning the event program

Team of Interpreters

A group of people responsible for interpreting simultaneously by utilizing equipment.

Organizing Committee

A group of people who carry out the strategies and policies established for the organization of an event held in their geographic area.

Subcommittee

A group of people, frequently including one or more members of the main committee, meeting outside of the main committee, with responsibilities for specific items.

Peripheral block

A group of rooms reserved by a party outside of the Event Contracted Block (ECB) but is present in the city as a result of the Main Event (for example, some international tour groups). The consumed room nights should be credited to the Main Event's total room nights for historical tracking purposes. It may be used to help offset attrition charges against the ECB. The organizer usually negotiates their own terms.

Post-con meeting

A meeting at the primary facility at which an event occurred just after it has ended. Attendees generally include the primary event organizer, representatives of the event organizer/host organization, department heads at the facility, other facility staff as appropriate, and contractors. The agenda focuses on evaluating the implementation of the event and completing the APEX POST EVENT REPORT. It often includes a final review of bills with accounts payable.

Pre-con meeting

A meeting at the primary facility at which an event will take place just prior to the event beginning. Attendees generally include the primary event organizer, representatives of the event organizer/host organization, department heads at the facility, other facility staff as appropriate, and contractors. The agenda focuses on reviewing the purpose and details of the event and making final adjustments as needed.

Videoconference

A meeting between two or more people or groups across a distance, including video, audio, and potentially other data, utilizing telecommunications or communications satellites for transmission of the signal. See TELECONFERENCE.

Symposium

A meeting of a number of experts in a particular field, at which papers are presented and discussed by specialists on particular subjects with a view to making recommendations concerning the problems under discussion.

General Session

A meeting open to all those in attendance at a event.

Streaming Media

A method for delivering audio and video over the Web. Streaming refers to the ability of Web site visitors to access multimedia content without having to download an entire file first.

Analog

A method of conveying audio or video data electronically in by varying its signal frequency or amplitude.

Scissor Lift

A mobile work platform that extends vertically on a scissor-like mechanism with no increase in the size of the machine's footprint.

Radio frequency identification (RFID)

A new development using computer chips that can be read from a distance (similar to a bar code without the need for line of sight). This type of technology holds promise to help attendees, event managers and exhibitors share information, log into cyber cafes, track continuing education credits, and much more.

Show Daily

A newspaper published each day during the run of an event or conference. It includes articles about the exhibits and events and, often, advertising.

Broker

A non-asset based transportation provider that sells transportation services for commercial shippers. Brokers commonly use freight forwarders.

Waybill

A non-negotiable instrument of transport that serves as a receipt for the shipper, indicating that the carrier has accepted the goods listed therein and obligates itself to carry the consignment to the destination according to specified conditions.

Destination Marketing Association International

A nonprofit organization representing specific destinations formerly known as the International Association of Convention & Visitors Bureaus. Members have expert knowledge of their city and its surrounding areas; typically they represent local hotels and motels, converence and convention centers, restaurants, attractions, etc.

IP Address (Internet Protocol Address)

A numeric value unique to an individual computer or electronic device that identifies it on a network. It is assigned by a network administrator, Internet Service Provider (ISP), or other network hardware.

One-Sheet

A one-sheet piece of printed advertising. Often promoting a speaker's product or services.

Scattered Arrivals

A pattern of group arrivals that are separate from the main arrivals.

Gratuity

A payment added to the bill which is mandatory and varies from 17 - 22 percent. They go to staff in lieu of tips, and not usually subject to tax.

Commission

A payment to a sales representative for meeting or exceeding a sales revenue goal. Or a payment made to an individual or organization for bringing business to another individual or organization.

Backbone

A permanently installed series of cable comprised of copper wire cable and/or fiber optic cable, utilized as the main thoroughfare in a building to transmit voice and data signals in or out of the facility.

Banquet Manager

A person in charge of banquet service.

Tour Operator

A person or company that creates and/or markets inclusive tours and/or subcontracts their performance. Most tour operators sell through travel agents and/or directly to clients.

Party Planner

A person or organization that works with clients to design and implement private parties and other social events.

Third Party

A person other than the principals.

Authorized signatory

A person who is authorized to legally bind an individual or organization to a contract, to sign checks on behalf of an organization, or charge to an organization's master account.

Invited Speaker

A person who is invited to deliver a speech during the conference. Costs of travel, housing and appropriate appearance fees usually are provided for in the conference budget.

Consignor

A person who sends freight. Compare with CONSIGNEE.

Country of Origin

A person's country of natural birth or citizenship; an item's country of manufacture, production, or agricultural growth.

Escort

A person, usually employed or subcontracted (or independently contracted) by a DMC, who accompanies a tour from departure to return, as a guide. 2) A person who performs such functions only at the destination.

Paper Ticket

A physical ticket that is issued and presented to an airline in exchange for a boarding pass, or to an event organizer for admission.

Smart card

A plastic credit card with an embedded integrated circuit chip that can store up to 16,000 bits of data for lead retrieval and other functions.

DVCam

A popular digital format for meetings with a good quality image, an extended recording time up to 184 minutes, with a tape stock that is less expensive than BetaSP.

Prospect

A potential attendee, guest, buyer or exhibitor.

Gobo

A pre-cut, etched pattern fabricated from metal or glass that fits in the focal plane of a lighting instrument to form projected light into a shape (logo, graphic or even scenery). Templates can form light images on ceilings and walls. The pattern or template can be used in a projection type spotlight, to project decorative patterns on the walls. The "Bat" image from "Batman" is an example.

Option Date

A prearranged date by which a hotel or facility will no longer hold tentative arrangements for a group.

Stock Exhibits

A predesigned unit adapted to particular use by identification, color, graphics and minor structural modifications.

Panel System

A prefabricated exhibit composed of connected panels of various sizes and shapes.

Tentative Agenda

A preliminary agenda for a program, that is subject to change.

Press release

A prepared statement released to the news media. Can be "For immediate release," or at a specified time or date; an article intended for use by the media about a company, product, service, individual, or show. Also Called NEWS RELEASE.

Lighting Plot

A print showing the location and type of all lights used in a booth/stand, or in a meeting environment.

Public Accommodation

A private entity that owns, rents or leases a public facility.

Permanent Exhibit

A product display held on a long-term basis, i.e., museum exhibit, office exhibit, mart, showroom, etc.

Destination management company (DMC)

A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics. Depending on the company and the staff specialists in the company, they offer, but are not limited to, the following: creative proposals for special events within the meeting; guest tours; VIP amenities and transportation; shuttle services; staffing within convention centers and hotels; teambuilding, golf outings and other activities; entertainment, including sound and lighting; décor and theme development; ancillary meetings and management professionals; and, advance meetings and onsite registration services and housing.

Guarantee

A promise of commitment to provide a minimum amount of sleeping rooms, F&B, or other revenues. Usually there is financial liability if the commitment is not met.

Offer

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.

Bid

A proposal submitted by a convention & visitors bureau and/or hotel(s) or other suppliers to an event organizer that includes detailed specifications (such as dates, rates, concessions, etc.)

Acceleration Clause

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 organization. May also apply in other situations, such as assignments.

Invitation Program

A provisional program sometimes incorporating a call for papers. The program gives details of venue, participants, agenda, accommodations, etc.

Demi-Pension

A rate inclusive of breakfast and dinner, in addition to the room. In the U.S. and Canada it is called Modified American Plan (MAP), which means breakfast and one other meal (usually dinner).

24-Hour Rate

A rate offered in some venues in Asia and Europe. It is the DDR Rate plus a dinner and overnight accommodation in a standard room, plus breakfast.

Daily Delegate Rate (DDR)

A rate offered in some venues in Asia and Europe. It is the use of function space with all ancillary services and normally includes a set lunch and two coffee/tea breaks (am and pm). This is priced per person and is an "of the shelf" package designed specifically for events.

Foul Bill of Lading

A receipt for goods issued by a carrier with an indication that the goods were damaged when received.

Clean Bill of Lading

A receipt for goods issued by a carrier with an indication that the goods were received in apparent good order and condition, without damages or other irregularities.

Dock Receipt

A receipt issued by an ocean carrier to acknowledge receipt of a shipment at the carrier's dock or warehouse facilities.

Think Tank

A group of specialists organized by a business enterprise, governmental body and commissions to undertake intensive study and research into specified problems.

Advance Board

A group that offers advice or counsel to event organizer, event management, or other organization on strategic options such as education content, exhibitor matters, contracting policies or other issues.

Early-Out

A guest who checks out of a hotel one or more days earlier than the scheduled departure date.

Unexpected Departure

A guest who checks out of a housing facility (hotel, motel, etc.) one or more days earlier than his or her scheduled departure date. Also Called UNDER-STAY, EARLY-OUT. Compare With OVERSTAY.

Stay Over

A guest who stays at a housing facility (hotel, motel, etc.) one or more days longer than his or her scheduled departure date.

Overstay

A guest who stays at a housing facility (hotel, motel, etc.) one or more days longer than his or her scheduled departure date. Also Called STAY OVER, UNDER DEPART. Compare With UNEXPECTED DEPARTURE.

PNR (Passenger Name Record)

A record created in a CRS / GDS when a reservation is made for a traveler. A XX includes a set of identifying code letters and numbers unique to a single reservation, and contains information about a traveler's itinerary The XX forms the basic unit of information from which travel management reports are compiled.

Sampling

1) A research method based upon selecting a portion of a population for study. 2) Paperwork and fees paid to a building by exhibitors for the right to serve food product.

Tariff

1) A schedule of duties imposed by a government on imported and exported goods. 2) Published list of fares or rates and conditions of service from a supplier.

Valance

1) A trip or finish curtain, usually 12" deep with scalloped edge, used to give a tent a finished appearance. 2) A short overhead, decorative border normally used as a light baffle or screen.

Resolution

1) Ability of a projection system to distinguish and reproduce fine detail. 2) Motion put forward for a joint decision; usually has the force of a legislative decision.

Accessibility

1) Airline lift into and out of a destination. See LIFT.2) Capable of being used by people with physical challenges and disabilities. This is an important aspect of the United States' Americans with Disabilities Act (ADA).

Accrual accounting

1) An accounting method that enters income and expenses into the books at the time of contract. 2) A system in which revenue and expenses are accounted for as soon as they are committed.

Reservation

1) An arrangement to have a sleeping room (at a hotel or other housing facility) held for one's use. 2) Process by which an individual or group secures space at a facility.

Social Event

1) An event with the purpose of facilitating pleasant companionship among attendees, 2) Lifecycle celebration (e.g. a wedding, bar/bat mitzvah, anniversary, birthday, etc.). See SOCIAL PROGRAM.

Subcontractor

1) An individual or business, which contracts to perform part or all of the obligations of another's contract. 2) Company retained by a contractor to provide services to exhibitors or event management; outsourcing.

Master account

A record of transactions during an event where the resulting balance is paid directly by the group. May include room, tax, incidentals, food and beverage, audiovisual equipment, decor, etc. Also Called MASTER BILL.

Packager

1) An individual or organization that coordinates and promotes the development of a package tour and establishes operating procedures and guidelines for that tour. 2) Company that organizes speakers' demo tapes, press kits, etc. for a fee.

Call for Papers

1) An invitation to submit topic ideas for the conference program. 2) Document containing detailed instructions for submission of idea abstract for assessment and selection by a review committee; often referred to as "Abstract Forms."

Pilaster

A rectangular column that usually projects about a third of its width from the wall to which it is attached.

Pro Forma Invoice

1) An invoice provided by a supplier prior to the shipment of merchandise, informing the buyer of the kinds and quantities of goods to be sent, their value, and important specifications (weight, size, etc.) 2) A packing list on which a shipper describes what is being shipped including the quantity, the value, the weight, and dimensions.

Model

1) An object made in miniature representing something to be constructed. 2) A person stationed in an exhibit to demonstrate a product, provide attraction to booth/stand or greet visitors.

Accommodation

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, as defined under the Americans with Disabilities Act (ADA), to participate in an event.

Aisle

1) Area between a booths/stands for attendee traffic movement. 2) Space between tables or chairs to allow passage of an audience.

Agent

1) Broadly, one who acts or has the power to act: more usually, one that acts as the representative of another. Most frequently in travel, a specific kind of agent such as a retail travel agent. 2) Person that obtains engagements for entertainers, is paid by the entertainers and has no contract for production responsibilities. 3) Person in a speaker bureau/agency that acts on behalf of the seller (speaker) or on behalf of the buyer (customer).

Booking agent

1) Broadly, one who acts or has the power to act: more usually, one that acts as the representative of another. Most frequently in travel, a specific kind of agent such as a retail travel agent. 2) Person that obtains engagements for entertainers, is paid by the entertainers and has no contract for production responsibilities. 3) Person in a speaker bureau/agency that acts on behalf of the seller (speaker) or on behalf of the buyer (customer).

Overlay

1) Clear acetate film used to separate different components of art work. 2) Tissue sheet over artwork on which corrections or alterations are indicated. 3) A panel mounted to another surface. 4) A second, smaller tablecloth used for decorative purposes at banquets. See DOUBLE CLOTH.

Loop

1) Closed electric circuit. 2) A continuously repeated segment of music, dialogue, or images.

Montage

1) Composite made by combining several separate pictures.2) Rapid succession of images to illustrate an association of ideas.

Online

1) Connected to a computer network, such as the Internet. 2) Accessible via a computer or computer network.

Evaluation

1) Critiquing and rating the overall success of an event. 2) Developing an event profile from accurate event statistics.

Protocol

1) Customs and regulations dealing with diplomatic formality, precedence, and etiquette. 2) A formal description of message formats and the rules two computers must follow to exchange messages.

Staging

1) Design and placement of elements for events. 2) Implementation of an event.

Stage Call

1) Designated time and/or number of crew members required at stage for task assignments. 2) Asking a celebrity or speaker to return to the stage after completing the presentation.

Reception Desk/Registration Desk

1) Desk or defined area where guests are received at a hotel, motel, inn. 2) Desk or defined area where event attendees register for an event on-site or retrieve registration materials if they have pre-registered.

Strike

1) Dismantle exhibits. 2) To remove all scenery and props from the stage. 3) Union walkout.

Poster session

1) Display of reports and papers, usually scientific, accompanied by authors or researchers. 2) A session dedicated to the discussion of the posters shown inside the meeting area. When this discussion is not held in a special session, it can take place directly between the person presenting the poster and interested delegate(s).

Cluster

1) Enclosed lights used to illuminate the top of film and stage sets. 2) Group of speakers mounted in auditoriums, arenas, and theaters.

Switcher

1) Engineer (technical director) who is switching from camera to camera. 2) Panel with rows of buttons that allows switching from one camera or sound source to another.

Portal

1) Entry, doorway. 2) A Web site or service that offers a broad array of resources and services, such as email, forums, search engines, and online shopping malls to attract and retain a large audience.

Property

1) Establishment such as a hotel, motel, inn, resort, conference center, or event facility. 2) Something (e.g. an interest, money, or land) that is owned or possessed.

Courier

1) European term for a travel professional who supervises arrival details and escorts tours. 2) A messenger or messenger service.

Fair

1) Event principally devoted to the exhibition of agricultural products or industrial products. Fairs may also provide entertainment activities. 2) Exhibition of products or services in a specific area of activity held with the objective of promoting business.

Waiver of subrogation

A release of rights to substitute one party for another party. The release of an insurance company right to succeed to the insured's rights to sue for damages against the tortfeasor, after the insurance company pays an insured's claim of loss due to another's tort.

Acceptance

A 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 any changes to the offer before signing, it is a counter offer, not acceptance.

Charter

1) Exclusive use of all or some space on an airplane, bus, ship, or other vehicle for a special period of time and for a specific itinerary. 2) To create a new association, organization or chapter of an association or organization.

Carrier

1) Exclusive use of all or some space on an airplane, bus, ship, or other vehicle for a special period of time and for a specific itinerary. 2) Transportation contractor moving passengers or freight (van line, common carrier, rail car, airplane).

Room Service

1) Facility department which provides food and beverage service to guest rooms. 2) Food and beverage provided to guest rooms.

Proof

1) Final copy for approval before printing. See BLUELINE 2) To correct before final printing. 3) Standard measure of alcoholic strength; e.g., 100 proof = 50 percent alcohol content.

Inclusive Rate

1) For lodging and accommodations, the amount charged for a room, usually including breakfast (or other meals), taxes and service charge. 2) For food and beverage or catering, a rate that includes taxes, gratuities and/or service charges.

Quad/Quadruple

1) Four-channel audio tape recording system. 2) Room with two or more beds for four persons.

Kiosk

1) Free-standing pavilion or light structure, often inside a facility, where printed or electronic information is available. 2) A small enclosure for ticket sales, information, etc.

Paid-in-Advance Registration

1) Full payment for anticipated room and tax charges at registration; credit for incidentals is not extended. 2) Full payment for meetings, conventions, and trade shows. See CASH REGISTRATION.

Walk-In

1) Guest requesting accommodations without a prior reservation. 2) Event attendee who has not pre-registered.

Open Seating

1) Guests can sit anywhere. 2) Extra banquet tables are placed, but not fully set; these can be prepared quickly if there are more guests than expected.

Package

1) Hotel, conference center, or tour arrangement components combined and sold at a single all-inclusive price. 2) A single-fee booth/stand package offered by event management which might include booth/stand space, one electrical outlet, and basic furnishings.

Occupancy Rate

1) In hotel/motel industry, the percentage of total number of available sleeping rooms actually occupied. Derived by dividing the total number of rooms occupied during a given time period (night, week, year) by the total number of rooms available for occupancy during that same period. 2) Measurement of building use, usually expressed as an annual percentage rate comparing potential facility capacity to actual usage.

Seminar

1) Lecture and dialogue allowing participants to share experiences in a particular field under the guidance of an expert discussion leader. 2) A meeting or series of meetings of from 10 to 50 specialists who have different specific skills but have a specific common interest and come together for training or learning purposes. The work schedule of a XX has the specific object of enriching the skills of the participants.

Ambient Light

1) Level of illumination from natural lighting sources already existing in an environment. 2) Uncontrolled and unintended illumination.

Released Value

1) Limit of a carrier's liability. 2) Stated value of a shipment when released to the carrier. If shipper declares a higher value than the per-pound limit, shipping costs will increase.

Runner

1) Long narrow carpet in a hallway, aisle, or on stage. 2) Piece of portable or constructed staging that extends a main stage to form a runway. 3) Main cord extending from a microphone to an amplifier.

Average Room Rate

1) Mathematical average of a series of sleeping room rates. 2) The total sleeping room revenue for a given period's occupied rooms divided by the number of rooms occupied for the same period. In this instance the average is commonly referred to as a hotel's Average Daily Rate (ADR).

Point

1) Measurement of type size. Twelve points equal one pica—approximately 1/6 inch (.43 centimeter). 2) A city, town, village, or other community or area which is treated as a unit for the application of freight rates.

Marshalling yard

A holding area where trucks or buses check in and wait for instructions before delivering or picking up freight or passengers.

Rounded hollow square

A hollow square whose corners are replaced by serpentine or half-moon tables.

Bell Captain

A hotel employee who supervises the work of staff whose primary responsibility is to carry luggage, run errands, etc.

Double Room

A hotel guest room that may be occupied by two persons.

Double-Double Room

A hotel guest room with two double beds.

Workshop

1) Meeting of several persons for intensive discussion. The concept has been developed to compensate for diverging views in a particular discipline or on a particular subject.2) Informal and public session of free discussion organized to take place between formal plenary sessions or commissions of a congress or of a conference, either on a subject chosen by the participants themselves or else on a special problem suggested by the organizers. 3) Training session in which participants, often through exercises, develop skills and knowledge in a given field.

Duoserve Property

A hotel property in which logistics are handled by the convention services manager (CSM), with catering handled by a separate manager.

Uniserve Property

A hotel property in which the convention services manager (CSM) handles all aspects of the event, including catering.

Concession

1) Merchandise or refreshments sold on site, to individuals, in conjunction with an event. 2) Contractual agreement where one party provides something of value to the other party in exchange for something else, pending certain conditions.

Traffic Flow

1) Movement of people through an area. 2) A supposed or directed path that attendees will take through an exhibition.

Off-Line

1) Non-route airline ticketing service. 2) Computer application performed while not connected to a computer network.

Tiered

1) One or more rows arranged above each other. 2) Price levels of guest room rates.

Show

1) Organized performance for entertainment. 2) An exhibition. See EXHIBITION.

OT

1) Overtime. 2) On Truck or Railway.

Skid

1) Pallet. 2) Wooden platform used to support machinery or a collection of objects for easier handling. 3) Thick wood blocks attached to crates which allow forklift access for easier handling. 4) Wood runners protecting the exterior of a shipping case.

Set

1) Performance area including props, equipment, backdrops, etc. 2) Length of time band or orchestra plays between breaks. 3) Make preparations for a predetermined number of attendees. 4) To arrange type for printed materials.

Talent

1) Performer, entertainer. 2) Outside personnel stationed in an exhibit booth/stand to demonstrate a product, provide attraction to booth or greet visitors. Includes magicians and similar attractions.

Reporter

1) Person appointed to note and record the proceedings of sessions and to write summaries of the paper(s) presented for a final summation session. 2) Person who reports on an event for the media (TV, radio, print, Web sites, etc.).

Exhibit Manager

1) Person in charge of individual exhibit booth/stand. 2) Event management staff member in charge of all or part of the exhibit floor.

Exhibitor

1) Person or firm that displays its products or services at an event. 2) Event attendee whose primary purpose for attending the event is to staff a booth/stand.

Rigger

1) Person responsible for machinery uncrating, unskidding, positioning, leveling, and reskidding. 2) Skilled labor responsible for attaching signs, banners, truss, and other equipment to ceilings.

Proposal

1) Plan put forth for consideration or acceptance. 2) Communication sent by a supplier to a potential customer detailing the supplier's offerings and prices.

Tour Package

1) Prearranged combination of elements such as air, hotel, sightseeing and social events packaged together and sold as an all-inclusive package price, not sold by component parts. 2) To package, meaning to combine elements as above into an all-inclusive package product sold as such at a package price. See PACKAGE.

Package Plan

1) Preassembled assortment of goods and services offered to the exhibitor at a single, fixed price. 2) In catering, refers to purchasing liquor and/or food at a set price per person. 3) Package offered by a hotel or conference center that includes lodging, food and beverages, and services at a set price.

Registration

1) Process by which an individual indicates his/her intent to attend a conference or stay at a property. 2) A method of booking and payment. 3) The process of recording data about an attendee (or exhibitor), sending a confirmation and creating a badge used on-site.

Transfer

1) Process of moving equipment and/or people from one point to another. 2) Transportation between terminals and hotels. 3) To copy a picture or sound that is transmitted by one recorder to another, or to make a tape copy from film.

Promotion

1) Publicizing an event. 2) An advancement in rank or position.

Lockout

1) Refusal by a facility to allow guests access to their guest rooms. 2) Labor action where employers refuse access to the facility by employees.

Resort

1) Regions associated with recreation and leisure, such as the mountains, seashore, or natural or man-made attractions. 2) A XX hotel or motel offers or is located near facilities for sports and recreational activities such as tennis, swimming, sailing, etc. This location should not be selected if there is a full program and attendees do not have time to enjoy the benefits.

Junior Suite

A hotel room that features a separate living-sitting area (although not a separate room), in addition to the bedroom. Also called a MINI-SUITE.

Suite Hotel

A hotel whose entire inventory of sleeping rooms have separate bedroom, bathroom, living room or parlor areas, and possibly a kitchenette or other special features. Also called All Suite Hotel.

PAR lamp

A lamp shaped like an automobile headlight that consists of a tungsten source housed in an enclosed lens, which produces a rectangular beam.

English Breakfast

A large, hearty breakfast that includes juice, fruit, hot and cold cereal, eggs, meat (often fish), pastries with jellies and preserves, and made to order foods such as omelets and crepes, and hot beverages.

2-D bar code

A larger-than-average bar code that uses the PDF417 standard (the same used for e-stamps). Stores up to 1,800 characters in bar code on standard paper badge, which can then be used by exhibitors to get contact information from registrants.

Credit card badge

A lead retrieval method using embossed plastic cards similar to credit cards.

Mag-stripe

A lead retrieval system using a magnetic strip on either the back of a paper badge (similar to some airline tickets) or on plastic badges similar to credit cards.

Small Group Learning Patterns

A learning activity that is dependent on the participation of a small group of people.

Arranged Environment

A learning environment with planned physical set-up and seating arrangements.

Usability

A lesser standard of accessibility that does not meet ADA Accessibility Guidelines for Buildings and Facilities (ADAAG) minimum requirements, but that may be functionally usable by some people with disabilities.

KOH

A light fixture that is installed from catwalks, ceilings, or truss systems, and can easily light up a 10x20 booth/stand space. It cannot be installed on the exhibit itself due to the temperature at which it burns.

Arc Light

A light source providing high-intensity light utilizing a positive and negative metal rod (instead of a light bulb) for large screens or long projection distances; also used in follow spotlights; replaced by xenon lamps in the 1980s.

CYC

A lighting instrument with a special function to light a seamless backdrop to a stage.

Line of Sight

A line of vision from an observer's eye (such as an audience member) to a distant point (such as a stage).

Perimeter Booth/Stand

A linear booth that backs to an outside wall of the exhibit facility rather than to another exhibit. All guidelines for linear booths apply except that the typical maximum back wall height is 12'.

Style sheet

A list of special spellings, terms and style points to be used consistently in publications related to an event.

Agenda

A list or plan of items to considered, decided, undertaken, or accomplished at a meeting or event. Agendas are generally formal, structured lists and may include a time schedule.

Packing list

A list showing the number and kinds of items being shipped, as well as other information needed for transportation purposes. General information such as the name of the shipping company, the date shipped, scheduled delivery date, specific destination and address, and the airway bill, bill of lading or pro number.

Pre-registration

1) Registering in advance to attend an event. See Advance Registration

No-Show

1) Reservation made, but not kept. 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.

Double Booking

1) Reserving space for two groups to use the same space at the same time and neither can be fully accommodated as contracted. 2) An organization reserving space in more than one venue for the same event. 3) Two or more reservations made for the same traveler for the same dates.

Outlets

1) Restaurants, lounges or retail stores within a facility. 2) Electrical outlets.

Walk-Through

1) Review of event details. 2) Site inspection. 3) Inspection of function room prior to function. 4) Inspection of exhibit floor prior to opening of the event.

Hospitality suite

1) Room or group of rooms used to entertain guests. 2) An event in the United States usually separate from the exhibit, in which refreshments are served and exhibitor personnel and visitors socialize.

Run of the House

1) Rooms given at random according to availability when the reservations are made. 2) Flat rate for which a hotel or motel agrees to offer any of its available rooms (with the exception of suites) to a group. Final assignment of rooms is at the discretion of the hotel.

Mask

1) Scenic drape used to obscure undesirable view from the audience or to protect or cover. 2) An item used or worn to hide the face. 3) Covering an item with masking tape.

Masking

1) Scenic draping to obscure undesirable items, such as equipment storage, or unused areas from view. Also used for security purposes. 2)Sound applied to an environment to provide privacy in open areas. The term "masking" refers to the so-called "cocktail-party effect" where certain conversations are hard to pick out because similar sounds mask them. The ear-brain can be fooled into not hearing certain sounds if other sounds at lower volume but sufficient complexity are simultaneously present. Pink noise is most often used to cause intentional masking; its spectrum is shaped or filtered and fed to loudspeakers hidden above an acoustical tile ceiling.

Floor plan

1) Schematic drawing of an exhibit hall including dimensions, design, shape, entrances, aisles, numbered exhibit booth/stands, lounges, concession areas, restrooms, electrical/plumbing accessibility, etc. 2) Scale plan of the floor area of a hotel's event space. 3) Schematic drawing of a function room with specific requirements (dais, tables, chairs, etc.) drawn to scale.

Lighting

1) Service offered by electrical contractor for illumination. 2) Booth/stand or hall illumination. 3) Existing light provided by the venue for functionality and safety. 4) Controlled application of the art of lighting to impact sales, achieve atmosphere and otherwise enhance the experience of the event.

Release

1) Signed form giving permission to use a person's name, picture, or statement (often in an advertisement). 2) Form signed by presenter allowing recording of presentation. 3) Document provided by management to permit removal of goods from exhibition during event hours. 4) To release space, as in returning unsold air or hotel reservations to the supplier that originally allotted them.

Venue

1) Site or destination of meeting, event or show 2). Location of performance such as hall, ballroom, auditorium, etc.

Option

1) Space which is reserved but not yet contracted for an event. The right of first refusal to confirm a tentative space reservation if there is demand from another group.

Porters

1) Staff who carry luggage for guests using trains, planes, and hotels. 2) Staff who perform cleaning duties.

Props

1) Stage furniture, set dressing/ 2) Articles used by actors, entertainers, or speakers.

Cover

1) Table setting for one person. 2) Actual number of meals, or servings, served at a food function. 3) Dome placed over a plate, used to keep food warm/cold.

Demonstration

1) The act of showing how to do something. 2) A group of individuals organized to picket or protest against a group using placards, literature, songs, shouts and, sometimes, marches or sit-ins.

Customs

1) The governmental authorities designated to collect duties levied by a country on imports and exports. The term also applies to the procedures involved in such collection.

Jurisdiction

1) The jobs that may be performed by a specific labor union. 2) The locality where a contractual dispute is decided. 3) In law, the ability of a court to hear and decide a matter brought before it.

Union Call

1) The number of union members hired to work for an event. 2) Additional servers obtained from a labor source shared by several hotels. 3) The minimum number of hours for which a union laborer must be paid, regardless of actual hours worked.

On-demand

1) The opposite of real-time. 2) Audio and/or video programming available on a Web site after the completion of an event, providing this content so Web site visitors can listen or view at their discretion. 3) FAX system for sending out faxed material upon request.

Retention Rate

1) The percentage of exhibitors or attendees that return to an event from one year to the next. 2) The percentage of an organization's membership or company's employees that remain with the organization or company from one year to another.

Speaker

1) The presenter of a program. Types of speakers include keynote, general session, seminar leader, trainer, workshop leader, and "change of pace" speakers such as humorists and entertainers. 2) Device for sound output.

Rigging

1) The process of attaching the cable on a crane to a piece of machinery or equipment. 2) The process for hanging materials or signs.

Backwall

1) The rear (either hardwall or draped) of a perimeter, booth/stand/exhibit, or inline. 2) Panel arrangement at rear of booth/stand area.

Installation and dismantle (I&D)

1) The set-up and teardown of exhibits or (2) the firm that does this kind of work.

Turn-Around Time

1) The time it takes to return to your original point of departure during a continuous move. 2) Time it takes to breakdown and reset a room.

Pad

1) To apply attenuation to a signal (e.g. line level to mic level pad.) A very commonly overlooked problem in audio when interfacing VCRs etc. to mic level inputs in ballrooms, event rooms, etc. A pad can be applied most often by using a 'filter direct box'. 2) A tablet of paper placed on the table for classroom or conference seating.

Early Arrival

1) To reach your destination before the appointed date or time. 2) When a hotel guest with a confirmed reservation requests to check in to his/her room prior to the scheduled date and/or check-in time. 3) Arrival prior to arrival of the majority of the group.

Patch

1) To temporarily join wires or slides by overlapping. 2) Plug-in connection between two lines.

Scrim

1) Translucent material used to diffuse or soften light. 2) Gauze-like theatrical curtains.

Padding

1) Usually blanket protection for uncrated material. 2) Additional material for comfort installed under carpeting in an exhibit booth

Site

1) Venue, area, location, property or specific facility to be used for an event. 2) A particular platform or location for loading or unloading at a place.

Monitor

1) Video or audio device used to maintain a reference on the sound or video that is being sent out to the audience. Audio feeds given to performers are also referred to as monitors but do not necessarily represent the sound sent to the audience. See CUE CHANNEL. 2) Event staff who observe sessions, report on problems and count attendance. Also called SESSION MONITOR.

Mix

1) Visual repetitive and/or alternating projection of two different slides on the screen used to add emphasis. 2) (Sound) adjustment of each microphone for volume and sound quality.

Set-up

1) Way in which a function room is arranged. 2) Erecting displays, installation, or, articles in their assembled condition. 3) Mixers, fruit, and glassware accompanying a liquor order.

Abstract

1) Written summaries of speeches or papers, generally between 200-500 words. 2) A brief statement of content.

Rooming list

A list, whether printed or electronic, by which an event organizer and/or their designates (e.g. a housing bureau) delivers multiple reservations to a hotel or other housing facility. Often the information contained in a rooming list is originally gathered through attendees' completed Housing Forms.

Show Directory

A listing, with booth/stand numbers, of all the exhibitors in an event and a map showing booth/stand locations.

Operator

A loose term that may mean Destination Management Company (DMC).

Side Rail

A low divider panel (usually 3 ft. high') used to separate an exhibit space from an adjacent area.

Soffit

A lowered portion of a ceiling.

Reduce, Reuse, Recycle

3 Principles of going Green

Audience reaction team

4 or 5 participants query the main speaker from the stage with questions from the audience and follow up questions.

Parcan

A 150 watt to 1000 watt lighting instrument that acts like a floodlight providing an even light over a specific area; frequently seen in polished aluminum version, hanging in large groups from a ground support or flying truss system.

Inland Bill of Lading

A Bill of Lading used in transporting goods overland to the exporter's international carrier. Although a bill of lading can sometimes be used, it is usually necessary to prepare both an XX and an ocean bill of lading for export shipments.

Special Event Tour

A TOUR designed around a particular event, e.g. the Kentucky Derby, Mardi Gras, or Rose Bowl Parade.

Special Interest Tour

A TOUR designed to appeal to clients with a curiosity or a concern about a specific subject. Most special interest tours provide an expert tour guide and usually visit places and/or events of specific interest to the participants.

Optional Tour

A TOUR or side trip offered at a designated date, time and price, and is not included in the formal agenda.

Business exchange

A Web site that serves as a year-round online marketplace for buyers and sellers within a given marketplace. Such sites are also referred to as business-to-business (B2B) marketplaces, business-to-consumer (B2C) marketplaces or consumer-to-consumer (C2C), depending upon the target audience.

Smart form

A Web-based form that can be designed to guide the user through the process of completing the form and can alert the user to errors.

Station

A banquet server's assigned area. Also refers to the individual buffet tables located throughout a reception area, with each table offering one food item or representing one theme.

Light Bar

A bar with a light that hangs behind a header.

Air waybill

A bill of lading issued by the airline that covers both domestic and international flights transporting goods to a specified destination. Technically, it is a non-negotiable instrument of air transport that serves as a receipt for the shipper, indicating that the carrier has accepted the goods listed therein and obligates itself to carry the consignment to the airport of destination according to specified conditions. A bill of lading that covers domestic and international flights transporting goods.

Air Consignment Note

A bill of lading that covers domestic and international flights transporting goods to a specified destination.

Ultraviolet lighting

A black light used to make phosphorescent and fluorescent paints glow in the dark.

Draped Booth/Stand

A booth/stand where the back and side walls are constructed using pipe and drape (typically provided by management).

Theme Break

A break during formal program sessions with special food and beverages pertaining to a theme and often including decorations, costumes, and entertainment.

Service/Product Mix

A business, while involving both service and product, where the quality of the service is often more important than the product received. Examples of this type of service would be: service contractors, catering, etc.

Certified Exhibition Manager (CEM)

A certification offered by the International Association of Exhibitions and Events (IAEE).

Certified Manager of Exhibits (CME)

A certification offered by the Trade Show Exhibitors Association (TSEA).

Wharfage

A charge assessed by a pier or dock owner for handling incoming or outgoing cargo.

Corkage

A charge placed on beer, liquor, and wine brought into a facility but purchased elsewhere.

Container Detention

A charge that is assessed when the container is removed from the carrier's control but is not returned within the allowable free time.

Second Tier City

A city where the space limitations of the convention center, the hotels, or the air lift, make the city more appropriate for smaller meetings and events.

Force Majeure Clause

A clause in an agreement that excuses performance in the event that an XX makes the performance impracticable or impossible.

Visqueen

A clear plastic sheeting used to protect booth carpeting during move-in and set-up of a trade show. Technically a brand name, it is applied generically in common usage.

Press kit

A collection of publicity items that includes: 1) pertinent data on the meeting, such as agenda, historical data, guest speakers, special events, etc. The property, such as photos, descriptions of public space areas, local entertainment, etc. 2) information relative to a sponsor's products or services.

Switchboard

A combination of switches, dimmer plates and fuses for controlling light.

Override

A commission over and above the normal base commission percentage.

Reservation Request

A communication by which a guest indicates sleeping room requirements; these are forwarded to the hotel to secure a reservation.

Multi-management firm

A company that offers complete turnkey organization support for an event, including administrative and event management services.

Special Events Company (production company)

A company that presents special effects and theatrical acts. This type of company may contract to put on an entire event or only parts of one. They sometimes hire speakers as part of their contract.

Application service provider (ASP)

A company that provides software to customers through the Internet using centralized servers owned and managed by the provider. Only a computer with a web browser and an internet connection are needed. Advantages: Customizability, Common interface and ease of training, Broad access, Robustness of applications, Quick turnaround,Reduced need for IS support,Greater security, Interoperability and future expandability,Total cost of ownership. Disadvantages: Control your data, Company closures

Outbound Operator

A company that takes groups from a given city or country to another city or country.

Meeting Management Company

A company, representing another organization, handling site selection, negotiations and turnkey support for an event.

Run-Through

A complete rehearsal including all elements of the event production, such as presentations, performances, music or entertainment, lighting, audio-visual and technical aspects.

Video Character Generator

A computer-assisted device used to generate and create letters, numbers and symbols electronically. In simple terms, it is a video image that can also be used to recap key points made by a speaker or supply basic information such as final credits.

Resort Conference Center

A conference facility with at least one major amenity, such as golf or tennis.

Audioconference

A conference using only voice transmissions between two or more sites.

Multi-Track Conference

A conference with parallel program sessions where participants have the choice to follow one or the other track or to jump from one track to the other during the duration of the event.

Lighting Truss

A construction of tubular steel or aluminum alloy onto which lighting instruments are hung and which is in turn suspended above the stage or exhibit.

Indemnification clause

A contract clause in which one party agrees to pay damages or claims that the other party may be required to pay to another. For example, if a hotel is sued by an attendee that is injured at an event due to the fault of the group, an XX clause might require the group to pay back the hotel. Some times the law requires one party to XX another even without a specific clause. Generally, the terms of the clause will be followed over the state law.

Lead Tracking

A manual or automated system used to conduct follow-up activities for sales prospects resulting from an event.

Fair Trade

A market initiative to insure that small farmers in developing countries are paid a fair market price that encourages independence and sustainability. Agricultural products may be Fair Trade certified.

Commissionable Rate Commitment

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.

Service Bar

A counter from which alcoholic beverages are served that is located outside of a function room, usually in an area not visible to guests.

Right of First Refusal

A courtesy a facility extends to a previously booked party to approve or disapprove a concurrent booking or to save uncontracted space for the previously booked party for program growth.

Soft Currency

A currency that cannot be traded outside its native country.

Carnet

A customs document permitting the holder to carry or send merchandise temporarily into certain foreign countries (for display, demonstration or similar purposes) without paying duties or posting bonds.

Target date

A date set by event management and/or general service contractor for the arrival of freight at a trade event. Usually shipments received before or after this date are assessed a penalty charge.

Refundable Deposit

A deposit made to a venue or supplier that may be returned under certain conditions agreed to by the venue/supplier.

Spokesperson

A designated representative who has the authority, knowledge, and credibility to speak and be interviewed by the media.

Chart of accounts

A detailed list of the individual line items that make up the revenue and expense categories in a budget. A numbering system used to identify every line item in a budget, so income and expenses are posted to the correct accounts.

Clause

A detailed section of a contract pertaining to a specific issue.

Digital video

A device that stores video on a computer and plays on command. Advantage of this kind of server is that the program is accessible at the touch of a button and it can be played and replayed with no degradation of image quality. Capture, manipulation and storage of video in digital format on a computer. Can be displayed on a computer as part of a graphic presentation.

Green event

An event that incoporates environmental considerations throughout all states of the planning process in order to minimize the negative impact on the environment.

Citywide event

An event that requires the use of a convention center or event complex, as well as multiple hotels in the host city.

Meeting

An event where the primary activity of the participants is to attend educational sessions, participate in discussions, social functions, or attend other organized events. There is no exhibit component .

Technical Meeting

An event with attendees who are involved in research, applied sciences, engineering or technology or are suppliers to them.

Show Within a Show

An event with its own name and focus that takes place within a larger, related event. See IN CONJUNCTION WITH.

End Cap Booth

An exhibit space with aisles on three sides and is comprised of 2 booths. Dimensions are generally 10' x 20'. Height is max of 8' in the areas that it is 5' away from the edge. These booths cause more problems between exhibitors than any other booth, because most exhibitors fail to observe back wall height restrictions.

Corner Booth

An exhibit space with exposure on at least two aisles, often sold by show managers at a premiums rate. It is a linear booth at the end of a series of in-line booths with exposure to intersecting aisles on two sides.

Portable Exhibit

An exhibit that "pops-up" or a self-contained exhibit that is lightweight and easily set up.

Modular Exhibit

An exhibit that uses standardized components (e.g., panels, frames) that can be assembled and reassembled in different configurations for different needs.

Peninsula booth

An exhibit with aisles on three sides. Minimum of four booths (20' x 20'). Two types of XX booths: one which backs to linear booths or one which backs to another XX booth, and is referred to as a "Split Island Booth."

Vertical Show

An exhibition at which the products or services being displayed represent one element of an industry or profession. See EXHIBITION.

Trade Show

An exhibition of products and/or services held for members of a common or related industry. Not open to the general public. See EXHIBITION. Compare With GATE SHOW, PUBLIC SHOW, CONSUMER SHOW.

Countervailing Duty

An extra duty imposed by the U.S. Secretary of the Treasury to offset export grants, bounties, or subsidies paid to foreign suppliers in certain countries by the governments of those countries as an incentive to exports.

Act of God

An extraordinary natural event such as extreme weather, flood, hurricanes, tornadoes, earthquake or similar natural disaster that cannot be reasonably foreseen or prevented over which a contracting party has no reasonable control, making performance of the contract illegal, impracticable or impossible, thus the parties have no legal responsibility to continue performance of the contract. See FORCE MAJEURE.

Record Locator

An identifying number for the Passenger Name Record (PNR) in a file or record.

Pillow Gift

An in-room amenity left in the evening while an event is underway, that the attendee will discover upon returning to the room. Can be gifts from sponsors, etc.

Accepted Practices Exchange

An initiative of the meetings, conventions & exhibitions industry managed by the Convention Industry Council (CIC). APEX develops and manages the implementation of accepted practices (voluntary standards) for the industry.

Power of Attorney

An instrument in writing whereby one person, as principal, appoints another as his/her agent and confers authority to perform certain specified acts or kinds of acts on behalf of the principal.

Shipping Manifest

An instrument in writing, signed by the captain of a ship that lists the individual shipments constituting the ship's cargo.

General liability insurance

An insurance policy that provides protection against claims involving bodily injury and property damage to third parties.

Stopover

An intentional interruption of the trip that either prevents a continuous through fare or is permitted by the carrier with a through fare.

Fishbowl

An interchange between an inner circle debating an issue and an outer circle of observers. Individuals occasionally move from one circle to the other.

ATA Carnet

An international customs document that permits duty-free and tax-free temporary import of goods for up to one year. It eliminates or reduces VAT charges, customs fees, and bond fees. The initials "ATA" are an acronym of the French and English words "Admission Temporaire/Temporary Admission." They cover commercial samples; professional equipment; and, goods for presentation or use at trade fairs, shows, exhibitions, etc. Items not covered are consumable or disposable goods, which will not be returned home.

Trade Fair

An international term for an exhibition.

Meeting, Incentive, Conference/Congress, & Exhibition (MICE)

An internationally used term for the events industry.

Wireless Infrared Interpreting System

An interpreting system operated by radio waves and hence without wire or cable connections to audience headsets.

Commerical invoice

An itemized statement furnished to a purchaser by a seller and usually specifying the price of goods or services and the terms of sale.

State Travel Office

An official government agency or privately run, nonprofit organization responsible for travel development and promotion of a state (or territory). Often, an office responsible for travel development is part of another department or agency of a state government such as commerce and economic development. They vary in sizes of staffs and budgets.

Advance Order

An order for goods and/or services ordered before the move-in date for an exhibition. Usually less expensive than a FLOOR ORDER.

SESAC

An organization similar to ASCAP and BMI that licenses the use of copyrighted music for various artists. Formerly called the Society of European Stage Authors and Composers.

General service contractor (GSC)

An organization that provides event management and exhibitors with a wide range of services, sometimes including, but not limited to, Installation & Dismantle, creating and hanging signage and banners, laying carpet, drayage, and providing booth/stand furniture. Also called the decorator.

Tourist Office

An organization which exists to promote a city, town, locality, or country to groups or individuals as a tourist destination.

Speakers bureau

An organization who locates and books speakers according to my specifications and budget.

Non-Profit

An organization whose members may not benefit financially from its net proceeds.

Association

An organized group of individuals and/or companies who band together to accomplish a common purpose, usually to provide for the needs of its members. Usually nonprofit.

Amphitheater

An outdoor facility with a flat performance area surrounded by a sloped seating area for the audience. The seating area is usually a semi-circular shape or adapted to the surrounding landscape.

Cross Aisle

An smaller aisle perpendicular to a larger main aisle.

Voice Over

Announcement or other narrative copy which is "voiced" over the top of film, video or musical programming.

Place Setting

Another name for cover (a combination of flatware, glassware, china and napery).

Licensing Agreement

A right or permission granted by the owner of a property (tangible or intangible) to engage in some business or occupation or engage in some transaction, which would be unlawful without such right, or permission. A business arrangement in which the manufacturer of a product (or a firm with proprietary rights over certain technology, trademarks, etc.) grants permission to some other group or individual to manufacture that product (or make use of that proprietary material) in return for specified royalties or other payment. Many convention center agreements are written as these.

European Plan (EP)

A room rate that does not include meals.

Boardroom

A room set permanently in a conference configuration, generally with a fixed table and executive seating.

Press Room

A room where members of the media may obtain exhibitor press kits, conduct interviews, or relax. Larger press rooms offer computers, Internet access, and office equipment for use by the press in filing their stories.

Random Sample

A sample in which the probability of selection for each element in the population is known prior to the sample selection.

Red Eye Flight

A scheduled flight that departs late at night and arrives in the morning.

Half Moon Set-Up

A seating arrangement in which 60-, 66- or 72-inch (152-, 168- and 183-centimeter) diameter rounds have seats on two-thirds to three-quarters of the table and no seats with their backs to the speaker. Used for banquet-to-meeting or meeting-to-banquet quick set. See CRESCENT-ROUND SET-UP.

Two-tiered set-up

A seating arrangement with a row of seats on low risers around a BOARDROOM SET-UP. A very space-intensive set-up.

Liquid Crystal Display (LCD)

A self-contained projector with an (xx) panel, light source and lens that works with both PC and Mac computers and duplicates the image being shown on the monitor without any need for special software or complex setting up. This projector provides both video and computer data projection. They are reliable, relatively affordable and of acceptable quality. It is a good choice for a classroom, the boardroom and even general sessions for many groups. It was surpassed by DLP in technology.

LCD Projector

A self-contained unit with a LCD (liquid crystal display) panel, light source and lens that works with both PC and Mac computers and duplicates the image being shown on the monitor without any need for special software or complex setting up.

Public Seminar

A seminar that is open to the public. Usually, tickets are sold to individuals.

Multi-point bridge

A service provider of videoconferencing which allows multiple sites to connect simultaneously. It connects three or more tele- or videoconference sites for simultaneous communication. This works like the hub and spokes on a wheel, with each spoke (conference site) dialing into the hub (the XX).

Keynote

A session that opens or highlights the show, meeting, or event.

Display Rules & Regulations

A set of specifications for exhibit construction endorsed by all major exhibit industry associations. Also refers to the individual additional rules which may be adopted by event management. Guidelines are provided by the International Association of Exhibition Executives.

Pocket Program

A shortened version of the event program giving basic information in a way which is easy to refer to and convenient to carry.

Through Bill of Lading

A single bill of lading (B/L) covering both the domestic and international carriage of an export shipment, a air waybill, for instance, is essentially a through bill of lading used for air shipments. Ocean shipments, on the other hand, usually require two separate documents - an inland bill of lading for domestic carriage and an ocean bill of lading for international carriage. Through bills of lading, therefore, cannot be used.

International Room/Bed breakdown

A single room is a room with one single bed, a twin room is a room with two (generally) single beds, and a double room is a room with a double bed.

Complimentary room

A sleeping room or function room provided to an individual or organization at no cost. There is usually a negotiated ratio with the facility.

Table Tent

A small sign used to identify the speaker or speakers.

Computer assisted drawing (CAD)

A software than some facilities have to provide room setup diagrams. Files are called DWGs.

Revenue Management System

A sophisticated computer based pricing system that vendors use to adjust prices based on anticipated demand. Also referred to as Yield Management.

Distributed speaker system

A sound system that is typically used in ballrooms, exhibit hall venues, etc, and are most appropriate for voice reproduction. They also do a good job with music. This layout requires delay speakers to be hung throughout the room.

Interpreter's Booth/Stand

A soundproof cubicle in which the interpreter works.

Tentative Hold

A space temporarily held by a facility or venue for a specific date pending a definite booking. There are no consequences for cancellation.

Professional Speaker

A speaker who is paid a fee for performances and makes a living from presenting information to various organizations.

Regional Exclusivity

A speakers bureau's/agency's exclusivity is limited to a particular region or territory.

Cut-Off Time

A specific point in time at which the exhibition contractor will cease (for the day) all unloading or loading activities. In transportation environment this refers to the specific time a shipment must be tendered to a carrier in order to receive service that day. For example, a flight that departs at 10:00 p.m. may have a cargo cut-off time of 7:00 p.m.

Lectern

A stand upon which a speaker may rest notes or books. May be "standing," which rests on the floor, or "table-top" which is placed on a table. Often confused with PODIUM.

Budget

A statement of estimated revenues and expenditures for a specified period of time; divided into subject categories and arranged by principal areas of revenue and expense.

Income statement

A statement of revenues and expenses. Also known as a profit & loss statement.

Tube Lights

A string of small, low voltage lights contained in a clear or transparent colored plastic tube, generally wired to be run by a three- or four-circuit sequencer (controller); used as a highlighter around signs, stages, or entrances. They can be bent and mounted on peg-board or other surfaces to form lighted words.

Facility

A structure that is built, installed or established to serve a particular purpose.

Business casual

A style of dress that is less formal than the standard office attire of suit and tie or dress.

Metric System

A system of weights and measures, based on decimals, used throughout most of the world. Basic units are the gram for weight and the meter for length.

Turnkey Exhibit

A system whereby the exhibit manager turns responsibility of the display over to an exhibit house. In essence, the exhibitor simply 'turns the key' upon arrival at the event and opens the booth/stand.

Interactive Response

A system which enables the audience to respond to prepared questions by means of a multifunction keypad, text messaging or other electronic systems. Responses are collected and tabulated by software and can be shared or displayed graphically.

Order of Precedence

A system which ranks dignitaries according to international protocol for purposes of seating, honors or ceremonies.

On-Site

A term that describes any function or activity that occurs at the primary event facility.

Off-Site

A term that describes any function or activity that occurs away from the primary event facility. Examples of its use include "Off-Site Food & Beverage," "Off-Site Venue," etc. See OFF PREMISE CATERING.

Banquet Service

A term used in European countries which is similar to American Service. However, all the silverware and glasses are arranged on the table before the start of the function and food is placed by the server from the right and removed from the left. Service speed is enhanced and less movement and space are required for this service.

On consumption

A term used in food and beverage that refers to the purchasing option based on the amount utilized by the group. The organization pays for the food and beverage based on the actual food and beverage served.

Back of the House

A term used in hotels to refer to areas for staff only, as opposed to the front of the house.

24-Hour Hold

A term used to describe the type of reservation made on function space within a venue (hotel, convention center, etc). An event organizer who has this type of hold has exclusive use and access to that space for an entire day, usually from midnight to midnight.

International Freight Forwarder

A third-party logistics provider which handles export shipments for customers using common carriers.

Plexiglas

A trade name for acrylic plastic material in common use.

Package Tour

A travel offering which provides, at an inclusive price, several travel components that a traveler would otherwise purchase separately.

Overnight Service

A type of airfreight service. Overnight does not necessarily mean 24-hour delivery as carriers deal in business days (usually, Monday - Friday). In addition, a shipment might not move until the following day, depending on the time of day it is picked up or loaded.

Trade-out

A type of barter. The exchange of goods and services instead of using money.

Distance learning

A type of education where students work on their own at home or from an office, and communicate with faculty and other students via email, electronic forums, chat, webconferencing and other forms of online communication. Includes correspondence courses, audio, video and internet delivery. Meeting and event Web sites can facilitate distance learning by offering online educational programs.

American Plan (FAP)

A type of hotel rate that includes the price of the room and all meals.

Full American Plan (FAP)

A type of hotel rate that includes the price of the room and all meals. Often found at resorts.

Hold harmless

A type of indemnity clause that requires one party to fully protect the other from a claim asserted. This would include the payment of costs or attorney fees.

Modified American Plan (MAP)

A type of room rate that includes breakfast and one other meal (usually dinner). Often found at resorts.

TV Monitor

A type of screen used to show a video image, which has denser pixels (for a sharper image) than a normal television screen.

Lowboy

A type of truck that can be adapted for picking up loads at ground level.

Union Shop

A unionized business in which the employer by agreement is free to hire nonmembers as well as members of the union. Newly-hired employees are required, as a condition of employment, to join the union within a specified time after employment. All employees must maintain good standing in the union as a condition of employment.

Shuttle

A vehicle, usually a bus, contracted to transport event attendees between facilities during a certain time period.

Point-to-Multipoint Videoconference

A videoconference of more than two sites.

Tip

A voluntary and selective amount of money, given at will for special or excellent service.

Bonded Warehouse

A warehouse authorized by customs authorities for storage of goods on which payment of duties is deferred until the goods are removed.

Traffic Density

A way of calculating exhibition hall traffic, based on the number of attendees per 100 square feet of exhibits.

Sommelier

A wine steward, expected to have an extensive knowledge of wines and their suitability with various dishes.

Lavaliere

A wired or wireless microphone that hooks around the neck or is clipped to clothing. Sometimes called a NECKLACE, LAPEL, or PENDANT MICROPHONE.

Meeting Profile

A written report outlining statistics of previous events, anticipated use of all services, profile of attendees, hotel occupancy patterns, etc.

American Society of Association Executives

ASAE

Rider

Additional clause in a contract stipulating special requirements. For example, an "Entertainment XX" should outline the expenses and concessions of entertainment for a function. This will serve as a binding agreement to perform or refrain from performing specific entertainment.

Cargo Insurance

Additional coverage protecting the owner of goods for loss or damage while goods are in a carrier's possession. Recommended for all international shipments.

Americans with Disabilities Act (ADA)

Americans with Disabilities Act. U.S. legislation passed in 1992 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make their facilities accessible to individuals with physical disabilities.

Hotel Reservation

An agreement between the hotel to provide a guest room on certain dates and rate and the guest who agrees to use the hotel on the specified dates at the agreed upon rate (and any other terms). Normally, a deposit of one night's stay is required to hold the reservation.

Strategic Relationships

An agreement between two or more enterprises to conduct specified business processes in a joint manner. Usually related to technology development and/or marketing and distribution efforts.

Contract

An agreement between two or more parties that creates in each party a duty to do or not do something and a right to performance of the other's duty or a remedy for the breach of the other's duty. Three specific elements are: offer, acceptance, legal consideration.

Forward Contract

An agreement guaranteeing a specific price for a product or service at a given future date. May also guarantee a specific rate of exchange when foreign currency is used.

Airfreight Forwarder

An airfreight company that transports freight via scheduled airlines. Forwarders do not operate their own planes.

Secondary Airport

An airport that is used as an alternative to a city's primary airport.

Rain Date

An alternate event date contracted to use in case of inclement weather.

Contingency plan

An alternative plan that may replace the original plan when circumstances change.

Projector

An apparatus for getting a picture on a screen. Whether the device is an overhead XX, data (LCD) XX, slide XX, or a film XX, it is usually referred to as simply a XX.

Parallax

An apparent change in the direction of an object, caused by a change in observational position, that provides a new line of sight.

Foreign Trade Zone

An area within a country where imported goods can be stored or processed without being subject to import duty.

Suspended Elements

An attachment of devices to the frame work of an exhibition hall.

A/V Technician

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.

Banquet

An elaborate, and often ceremonial, dinner for numerous people, often in honor of a particular person or persons.

Digital marketing

An electronic form of marketing communication that can be used as an element of an integrated marketing effort. Methods may include emailing digital brochures, delivering voice mail marketing, or sending video emails to the target audience.

Permission Marketing

An email marketing campaign that only sends messages to users who have requested (or opted-in) to receive specific types of information. Email conference reminders and newsletters are examples of opt-in email marketing campaigns based upon permission marketing. See OPT-IN.

Opt-in

An email marketing campaign that only sends messages to users who have requested to receive specific types of information. Email conference reminders and newsletters are examples of this kind of email marketing campaigns based upon permission marketing.

Conference reminder

An email, bulk fax, or bulk mail broadcast that provides attendees and prospects with the latest news and information about an upcoming event. Such reminders are usually distributed on an opt-in basis. See EMAIL ALERT.

Secure digital certificate

An encrypted file that authenticates the source of financial data, usually for an online credit card transaction.

Post-Consumer Material

An end product that has completed its life cycle as a consumer item and would otherwise have been disposed of as a solid waste. Post-consumer materials include recyclables collected in recycling programs, such as office paper, cardboard, aluminum cans, plastics and metals.

Needs assessment

An evaluation essential in ensuring that educational offerings are relevant to attendees. The results of post-event evaluations can be as valuable when doing one.

Force majeure

An event (e.g. war, labor strike, extreme weather, or other disruptive circumstances) or effect that cannot be reasonably anticipated or controlled: a "fortuitous event." See ACT OF GOD.

Exhibition

An event at which products, services or promotional materials are displayed to attendees visiting exhibits on the show floor. These events focus primarily on business-to-business (B2B) relationships.

In conjunction with (ICW)

An event or function that occurs because of another event.

Regional Event

An event targeted to attendees from a specific geographical area. May be a stand-alone event, or a regional version of a national event. Typically 60% of attendees reside within a 400 mile (640 km) radius of the event city.

Webcast

An event that broadcasts the audio and/or video portion of a keynote presentation or other educational sessions over the Web in real-time or on-demand.

International event

An event that draws a national and international audience. Typically 15% or more of attendees reside outside of the host country.

State/Province Event

An event that draws more than 80% of attendees from the state/province in which the event is held. Less than 20% of attendees reside outside a 50-mile (80 km) radius of event site. State/provincial audiences are less inclined to use air travel and local auto rental than regional audiences.

Special Handling

Applies to display shipments requiring extra labor, equipment, or time in delivery to booth/stand area.

Receiving Fee

Arbitrary fees sometimes imposed by a host government to officially recognize an event.

Pre-Function Space

Area adjacent to the main event location. Often used for receptions prior to a meal or coffee breaks during an event. See FOYER.

Sound Control Booth

Area from which technician operates sound system in a room.

Loading Dock

Area on premises where goods are received. Usually a raised area that back loading trucks can back up to and offload freight easily.

Speaker Ready Room

Area set aside for speakers to meet, relax, test AV, or prepare prior to or between speeches.

Poster Exhibition

Area with display of posters.

Exhibit Hall

Area within a facility where an exhibition is located; usually designed specifically for large shows..

Side Chair

Armless chair.

Videowall

Array of video screens in a rectangular fashion on which images may be displayed individually on each screen or portions of the same image may be displayed in an enlarged format involving the whole or part of the array.

Press Clipping/Cutting

Article cut from a printed publication.

Sound Effects

Artificially produced sounds for a theatrical effect.

Mixer

Audio unit by which sound signals from all sources feed into one system; allows for dissimilar inputs (microphone and line) to be combined and controlled into one output. The signals enter the device at two different levels: mic level and line level.

Six-by-Six Rule

Audiovisual guidelines by which no transparency of slide should contain more than six words per line of text and no more than six lines of text.

6 by 6 rule

Audiovisual guidelines by which presentation slide should contain more than six words per line of text and no more than six lines of text.

Certified Association Executive (CAE)

CAE

Chief Financial Officer (CFO)

CFO. Executive responsible for financial affairs of an organization.

Certificate in Meeting Management (CMM)

CMM

Certified Professional Catering Executive (CPCE)

CPCE. A certification program offered by the National Association of Catering Executives (NACE).

Certified Special Event Professional (CSEP)

CSEP, an earned designation from the International Special Events Society (ISES).

Certified Speaking Professional (CSP)

CSP. Accredited designation offered by the National Speakers Association. This designation is earned for extensive, documented speaking experience and client satisfaction.

Permit Card

Card granting temporary employment rights to a non-union member, issued by a union having a closed contract with an employer.

Place Card

Card placed on the banquet table, inscribed with the name of the person designated to sit at that place.

Van line

Carrier that specializes in shipping uncrated exhibits, high-tech equipment and delicate materials that require special handling.

Preferred Carrier

Carriers that have alliances with exposition service firms and general service contractors. They receive preferential treatment, and some discounts may be obtained by using these carriers.

Video projection

Casting video images on monitors or on large screen. The technology is similar to how you would show computer data, but the resolution is very different. This one is not considered high-resolution, instead iages are made up of 525 horizontal lines of information.

Market segments

Categorization of people, organizations or businesses by professional discipline or primary areas of interest for the purposes of sales analysis or assignment.

Service Desk

Centralized on-site location for ordering or reconfirming services provided by general service contractor and specialty contractors.

Space Verification Program

Certification of measurements of meeting space through software offered by the Professional Convention Management Association or through graphics layout software companies, e.g. MeetingMatrix.

CPCE

Certified Professional Catering Executive. A certification offered by the National Association of Catering Executives (NACE).

CSP

Certified Speaking Professional. A designation offered by the National Speakers Association (NSA).

CSEP

Certified Special Event Professional. A designation offered by the International Special Events Society (ISES).

Lead Retrieval Types

Credit card badges were the standard. Mag-Stripe cards require the exhibitor to rent a mag-stripe reader with the advantages that they can provide the data in a digital form immediately importing into computer databases. Bar codes (standard) requires a wand capturing a max of 40 characters. The wand is turned in for the information. The 2-D bar code has a better scanner and stores up to 1,800 characters and provide data immediately in hard-copy format or directly into computers. Lastly, Smart Cards (contact & contactless) have an integrated circuit chip holding up to 16,000 bits of data. Data increases on the card as the attendee uses the card to enter different sessions. It is a dual-badge system.

Base Currency

Currency in which all official business transactions will take place.

Serpentine

Curved, S-shaped tables that when placed together make a snake form.

Round Robin

Contest or tournament in which each participant is matched with every other participant.

Postgraduate Refresher Course

Continuing education courses often provided for professional accreditation purposes, and designed to enhance professional knowledge, or reinforce information originally taught as part of a degree program.

Continuing Legal Education (CLE)

Continuning education requirements for legal professionals are adminstered by the American Bar Association (ABA).

Exclusive Contract

Contract between a facility and a service provider designating that provider as the only source of a specific service or product within that facility.

Rental Contract

Contract stating terms and conditions for rental of exhibition venue or for individual booth/stand within a venue.

Standard Agreement

Contract suggested as a guide by a national or international union as a guide for adoption or use by its locals.

Letter of Agreement

Contract. Document outlining proposed services, space, or products which becomes binding upon signature by authorized representatives of both parties. It lists services, foods, beverages, and so forth.

Exclusive Contractor

Contractor appointed by event or building management as the sole agent to provide specific services or products.

In-house contractor

Contractor retained by a facility to be on-site and provide services as needed. In some cases, Planners are not required to use their services, but may be charged a surcharge or facility fee for bringing in an outside vendor for the same service.

Oral Presentation

Contribution or address made verbally to an audience.

UTC

Coordinated Universal Time. It is the standard used for all timekeeping applications, and the reference time used for calculating all other time zones. In the United States, the national standard for time-of-day is XX (NIST), the coordinated universal time maintained by the National Institute of Standards and Technology (NIST).

Rental Charges

Cost of hiring a piece of equipment or function space for a specified period of time.

Space Rate

Cost per square foot/meter for exhibit space.

Round

Banquet table, usually 60 inches (152 centimeters) in diameter. Commonly, a 60-inch (152 cm) round is used to seat 8, a 66-inch (168 cm) round seats 9, and a 72-inch (183 cm) round seats 10. 13.5 sq ft per person regardless of which size table is comfortable. 12.5 sq ft per person is max.

Ticket Exchange

Banquet-control procedure whereby guests exchange an event coupon from their registration packet for an actual event ticket and seat assignment. Increases control. Also tends to reduce the number of no shows to provide more accurate guarantees.

Triple Sheet

Bed made with a third sheet on top of the blanket. Also Called 3-SHEET.

Three Sheet

Bed made with a third sheet on top of the blanket. Also Called TRIPLE SHEET.

Split Folio

Billing arrangement where room, tax and other incidental charges can be allocated to two or more accounts. Most often used when room and tax are billed to a master account and the guest is responsible for all other charges.

Saddle-Stitch Binding

Binding process using wire staples, thread, or wire.

Advance registration

Booking before an event takes places. Allows attendees to register for an event before it actually takes place. See Pre-Registration

Outside Exhibit

Booth/stand located outdoors.

Space assignment

Booth/stand space assigned to exhibiting companies or meeting rooms assigned to event groups.

Island booth

Booth/stand space with aisles on all four sides. Typically 20' x 20' or larger. Maximum height is usually max, 16' - 20'.

Bare Booth/Stand

Booth/stand with no services or facilities, meaning that these all have to be hired at an additional cost.

Utility Box

Box in floor, wall, or column which houses electric outlets and other utility sources.

Fast-fold

Brand name for a large screen with a frame which folds down into a small case for storage. The legs of this screen are attached at the sides of the screen, or the screen may be flown from above. It is front or rear projection. Not square and picks up where the tripod screen leaves off. 6' x 8' = Up to 150 ppl, 7.5' x 10' = 150-200 ppl, 9' x 12' = 200-300 ppl, 10.5' x 14' = 300-500 ppl, 12' x 16' = 500-750 ppl, 15' x 20' = 750 - 1500 ppl. As audience increases, more screens will be needed.

House Brand

Brand of wine or distilled spirits selected by a hotel or restaurant as their standard when no specific brand is specified.

Premium Beer

Brands of domestic or imported beer sold at a higher price point than other brands.

Premium Brand

Brands of spirits (hard liquor), beer and wine sold at a higher price point than other brands.

Marine Insurance

Broadly, insurance covering loss or damage of goods at sea. It will typically compensate the owner of merchandise for losses sustained from fire, shipwreck, piracy, and various other causes, but excludes losses which can be legally recovered from the carrier.

Shell Folder

Brochure with preprinted illustrations to which varying text can be added.

Incremental budgeting

Building an event budet by analyzing both the projected and actual figures from the previous year's budget.

Zero-based budgeting

Building an event budget on estimates of potential income and likely expenses because there is no financial history from prior events available to use.

Stack

Buses assembled in one location convenient for passenger loading.

Cancelled Business

Business that was confirmed definite by contract and was later cancelled.

B2B

Business-to-Business.

Arrival pattern

Anticipated dates and times of arrival of group members.

Exclusive

Any agreement which limits who may provide specific products or services under certain conditions to only one party. A general service contractor, for instance, may have an "XX" in a particular facility, meaning that no other contractor is allowed to provide the same services or products in that facility.

Exhibitor appointed contractor (EAC)

Any company other than the designated "official" contractor providing a service to an exhibitor. Can refer to an Install & Dismantle Company (I&D House), photographer, florist or any other type of contractor.

Plus One

Any component of a package tour that is not included in the package price, but may be purchased as an added feature or to extend the length of the package. Tour options are purchased at additional cost.

Post Conference

Any event which is arranged for the period immediately following the conference proper.

Sub-block

Any group of rooms that is classified or separated differently than the general attendee block within the Event-Contracted Block (ECB).

Virtual conferencing

Any meeting where people at two or more distant locations are linked using video, audio and data for two-way communication via satellite communications or the Internet. Each party sees and hears the other through a TV screen or computer monitor and audio speakers. Three types: Satellite , Room-Based, Desktop and web

Function

Any of a group of related organized occasions that contribute to a larger event.

Plastic Laminate

Any one of several of the melamine plastics bonded to paneling for durability and appearance.

Special Needs

Any physical or mental consideration that requires special alternatives to ensure an event's physical space, technologies, and food and beverage accommodates those individual needs. This can include food allergies, wheelchair access, signing interpreters, etc. In the United States, see the Americans with Disabilities Act for specific guidelines.

Reasonable Accommodation

Any provision that aids the participation of a person with a disability, as long as it does not create a hazard to others, a major disruption in business or an undue financial or administrative burden.

Event Technology

Any technical and technology needs to support meetings or events. Includes items such as audio-visual, computers, software, power, networking and connectivity

Outbound Tour

Any tour that takes groups outside a given city or country to another city or country.

Virtual Tour

Any tour where people at two or more distant locations are linked using video, audio and data for communications. Each party sees and hears the tour through a TV screen or computer monitor and audio speakers.

Shirring the Drape

Gathering drape along the rods to even out the folds and give each panel of drape equal spacing.

Convention

Gathering of delegates, representatives, and members of a membership or industry organization convened for a common purpose. Common features include educational sessions, committee meetings, social functions, and meetings to conduct the governance business of the organization. Conventions are typically recurring events with specific, established timing.

Rally

Gathering to promote enthusiasm and excitement.

Time Lines

Includes each task to be accomplished and is the core of the program plan.

Pending Registration

Incomplete registration where the fees, full payment or forms have not been received. Also Called PROVISIONAL REGISTRATION.

IPO

Individual Pays Own.

Exhibit Booth/Stand

Individual display area constructed to showcase products or convey a message, or to sell products or services.

Operations Manager

Individual in charge of performing the practical and detailed work of a program. See OPERATIONS.

Registrar

Individual responsible for handling registrations.

Registrant

Individual who has submitted a registration form and attends an event.

Informal Meeting

Informal gathering, not necessarily social.

Poster Presentations

Informal sessions near poster exhibition to present and discuss contents of posters.

Rap Sessions

Informal sessions with no specific agenda.

Registration Data

Information about an attendee that is gathered as part of the registration process (occupation, fee category, etc).

Quantitative Data

Information that is represented numerically so you can assign ranks or scores, or determine averages and frequencies. Also Called HARD DATA.

Lecture

Informative and instructional speech.

Original Language

Initial language in which a document is drafted or a speech is delivered.

First Announcement

Initial notification of an event, generally outlining the basic framework of a meeting; a widely circulated document. Also Called PRELIMINARY ANNOUNCEMENT.

Panel Discussion

Instructional technique using a group of people chosen to discuss a topic in the presence of an audience, or for a virtual event, such as a Webinar.

Stage Directions

Instructions in the script concerning movements and arrangements on the stage.

Post As

Instructions to a facility indicated the exact way a specific function should be listed on the facility's reader board.

Microphone

Instrument which converts sound into electrical signals for transmitting or recording sound.

All-Risks Insurance

Insurance against loss of or damage to property arising from any fortuitous cause except those that are specifically excluded.

Cancellation or Interruption Insurance

Insurance that protects a event organizer against financial loss or expenses incurred when contractually specified perils necessitate canceling or relocating a event, or cause a reduction in attendance.

Simulation

Interactive instructional technique in which the learner has an opportunity to practice a new skill in a simulation, imitation or role-play of a real life situation.

Event Profile

International term for Event Specifications Guide

Whispered Interpretation

Interpretation by an interpreter in a low voice to the audience usually while sitting next to the interpreter.

Intelligent lighting

Lighting instruments that can be computer controlled to move light around the room, and project color and patterns on screens, scenery, walls or floor.

House Lights

Lighting of room separate from stage lighting.

Pop-Up Exhibit

Lightweight display normally shipped in molded plastic crates.

Serpentine Queue

Line formation of people going to the same area; line feeds off into several different service stations.

Linear booth

Linear exhibits are generally 10' deep. They are offered in 10' or 15' widths and can be combined to create an exhibit of almost any length. A maximum back wall height limitation of 8' is generally specified. Also called "in-line" or "inside" XX.

Hospitality Sales & Marketing Association International

HSMAI

Way Bill

List of enclosed goods and shipping instructions, sent with material in transit.

Strategic plan

Long range plan of action for a company or organization.

Tweeter

Loudspeaker designed to reproduce high frequencies only. Tweeters are typically use at frequencies beyond the center of the audio spectrum which, if placed on a logarithmic scale like a piano keyboard, would be about 630 Hz.

Rail

Low drape divider between exhibit booths/stands, also known as a SIDE RAIL.

Signed Exception

Delivery receipt, signed by the carrier, noting a damage or shortage.

Matte

Lusterless surface.

Omnidirectional microphone

MICROPHONE that picks up sound from all directions.

omnidirectional

MICROPHONE that picks up sound from all directions.

Unidirectional

MICROPHONE that picks up sound primarily from the direction in which it is pointed.

Meeting Information Network

MINT (formerly CINET or Convention Industry Network). On-line information network tracking historical and future site/booking information. CINET is provided by IACVB to its members.

Manager on Duty

MOD. Person at a facility in charge of operations and/or guest relations for a certain period of time.

Qualitative Data

Descriptive information that is a record of what is observed, presented in narrative by the respondent. Also referred to as "soft data."

Registration Area

Designated area where event registration takes place.

Cut-off date

Designated date when the facility will release a block of sleeping rooms to the general public. The date is typically three to four weeks before the event.

Reservation review date

Designated day when the facility will release a block of sleeping rooms to the general public. See CUT-OFF DATE.

Spot Time

Designated time for vehicle or staff to report to assignment.

Lighting Control Console

Desk-type housing, used to contain the controls required for adjusting production lighting. Also

Port of Entry

Destination providing customs and immigration services.

Profile

Detailed information about a traveler and/or company kept on file by a travel management company.

On-Site Management

Details that the event manager must supervise at the site of the event.

Automated external defibrillator (AED)

Device installed in many large public areas (e.g. airports, hotels, convention centers). Can be used by any individual to administer life-saving care to person experiencing a heart attack.

Equalizer

Device used to compensate for undesired sound system characteristics or room acoustics.

Telecommunications devices for the deaf (TDD)

Devices for the deaf or hearing imparied available in public phone banks and/or at the registration desk.

Assisted listening devices (ALD)

Devices that help people who are hard of hearing connect to the speaker system and use their hearing aids to hear the speaker more clearly.

Stage Plot

Diagram, drawn to scale, indicating placement on stage of equipment, props, microphones, etc.

Function Book

Diary or log used to control and document the assignment of function space within a facility.

Markup

Difference between the cost and the selling price of a given product. Difference 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 a 20 percent markup on the net.

Marketing promotional opportunities

MPO. Sponsorship of logoed items (e.g. tote bags).

Receiving Line

Dignitaries, host, sponsor, and guest of honor lined up to greet guests.

Exhibitor prospectus

Direct mail promotional materials sent to current and prospective exhibitors to encourage participation and promote the benefits of exhibiting in a specific show. Contains information about technical points, cost of exhibition space, floor plan of the exhibition and application for participation.

Stage Left and Right

Directions from the perspective of a person on stage.

Stage Right and Left

Directions from the perspective of a person on stage.

Screen Left and Right

Directions given from audience perspective.

Tear Down

Dismantle.

Point-of-Purchase

Display to show product, where sales can be made.

Mediation

Dispute resolution process in which the parties use a third party to assist them in reaching a compromise. The mediator 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 an alternative dispute resolution organization like American Arbitration Association (AAA) or Judicial Arbitration and Mediation Service (JAMS). Unlike arbitration, a mediator is not empowered to impose a decision on the parties.

Screen/Audience Distance

Distance between the projection screen and the front row of the audience. Rear most audience member should be no more than 8 times the width of the screen in use. Remember 2 by 8 rule.

1 inch

Distance that utensils are positioned from the edge of the table to the bottom of the utensil.

Canadian Customs Invoice

Document required by Canadian Customs identifying shipper, seller, consignee, terms, date of shipment, material being sold/shipped, classification code, quantity, unit and total prices. Additional information required on the invoice depends on shipper and consignee arrangements.

Sponsorship

Donated financial or material support, usually in exchange for recognition; Paid opportunity for entity or an exhibitor to increase its visibility at the event.

Fire Exit

Door or passageway, clear of obstructions, designed by local authorities for egress from a building or structure.

Campus Housing

Dormitory or other university/college sleeping accommodations.

Masking Drapes

Drapes used to cover storage and other unsightly areas, unused areas or for security.

Backdrop

Drapes, curtain, or fabric panels at the back of a stage, speaker's table, or exhibit booth/stand.

Shimmer Curtain

Draping made of strips of colored material that catch and reflect the light.

Executive Conference Center

ECC. A first class conference facility that caters to executive level events.

Exhibition Services & Contractors Association

ESCA

Turn-Down Service

Early evening service in which beds are prepared for sleeping. Usually includes replacement of bathroom linens, perhaps leaving the lights on, turning on a radio, or adding candy on the pillow.

Guest program

Educational and/or social events planned for spouses and other people connected to event participants.

Confrontation

Efforts of a dissident group to obstruct the conduct of an event.

TelePrompTer®

Electronic device which allows display of script for speaker to read during presentation.

Reviewing Stands

Elevated platforms accommodating not more than 50 persons. Seating facilities, if provided, are normally in the nature of loose chairs. XX accommodating more than 50 persons shall be regulated as grandstands.

HCEA

Healthcare Convention and Exhibitors Association.

Differences between High Season, Shoulder Season & Low Season

High Season - Period which local hotels routinely have very high occupancy rater (often higher then 90%). The hotel has little need to be flexible and make rate or rate related concessions. Shoulder Season - Period when hotels typically run 70%-89% occupancy, giving you more negotiating power. Low Season - Occupancy at this time normally is less than 70%. Hotels most compete and negotiate aggressively to attract business.

Fishpole

Holder with microphone often used in Q & A (question and answer) sessions. See Also Gooseneck Light

Split Screen

Horizontally or vertically separated video pictures shown simultaneously.

Underground Hospitality Suite

Hospitality suite that is not hosted by an official sponsoring organization (liability risk).

Bermuda Plan

Hotel accommodations with full American-style breakfast included in the rate.

Parlor Suite

Hotel living room, usually with a hide-a-bed sofa, connected to an adjoining sleeping room.

Suburban Hotel

Hotel on the outskirts of a large city, which may or may not be near local attractions.

Sales Coordinator/ Manager/Representative

Hotel staff person responsible for assisting salesperson in selling sleeping rooms and function space. Usually reports to Director of Sales (DOS).

Opening Hours

Hours during which an exhibition, event registration or business is open.

Loop Fabric

Fabric to which Velcro® fastener fabric will adhere.

Complete Meeting Package (CMP)

Facilities that are members of IACC (International Association of Conference Centers) offer this - inclusive price for the room, meeting facilities, audiovisual, and F&B.

50

Facility complimentary room policy: one complimentary room night for every XX room nights picked up and paid for. While it was once the standard, the complimentary policies vary per hotel/event.

Change order

Facility form to advise departments of changes in reservations or functions.

Convention center

Facility that combines an exhibition space with a substantial number of smaller event spaces. The purpose of these buildings is to host trade shows, public shows, conventions, large food functions and other functions related to the convention industry. They may be purpose built or converted and municipally or privately owned. See Exhibition Center or Facility Hall

Arena

Facility type featuring a large flat main floor surrounded by fixed seats in a sloping oval or modified oval shape, much steeper that the typical theater. Some are arranged in two or more tiers. Sight lines are nearly always designed for events the size of a hockey floor, circus, ice show, or basketball court.

Stadium

Facility usually designed for baseball or football as a primary function. May be domed or open-air. Sometimes difficult to distinguish from a large arena.

Theater

Facility with fixed seats usually on a sloped floor with site lines focused on a permanent state. Typically a Stage Box is located behind the Proscenium which contains the performance area and the Fly Loft.

PA System

Facility's in-house public-address system.

Rack Rate

Facility's standard, pre-established guest room rates.

Headquarters

Facility, as the center of operations, where registration, general sessions, and conference staff office are located.

Social/Cultural Factors

Factors related to interaction with other learners that affect the way a person learns.

Goods and Services Tax (GST)

Fee imposed on the sale of goods and services.

Duty

Fee levied on imported and exported goods. Fees are generally based on the value of the goods (ad valorem XX's), some other factors such as weight or quantity (specific XX's), or a combination of value and other factors (compound XX's).

Advance Rate

Fees associated with advance orders, which typically include discounts when paid in advance.

Pink Noise

Filtered white noise that exhibits a constant power in any band of frequencies of the same span percentage. Generated to test loudspeakers in a room as well as to "tune" a room for best audio reproduction.

Manifest

Final official listing of all passengers and/or cargo aboard a transportation vehicle or vessel.

Blueline

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

FICP

Financial and Insurance Conference Planners

Pro Forma

Financial forms (invoices, profit and loss statements, balance sheets, etc.) based on future expectations; provided or made in advance to describe items or projections.

Budget Philosophy

Financial goal of the event (break even, profit or lose money).

Preliminary Draft

First draft. The first version of a paper or document which is subject to further amendment.

ROI Process

Five-step process for aligning your events with the strategic needs of your internal and/or external clients. 1. Stakeholder anaylsis. 2. Development of event objectives. 3. Measurement. (Phillips model of five levels of measurement) 4. Design, development and delivery of meeting content. 5. Demonstrating value.

Registration Form

Form used by an event attendee to sign up to attend an event. It is used to collect important information about the attendee and his/her intended participation in the event.

Reservation Form

Form used by event organizer, housing bureau or lodging facility to register guests for sleeping rooms.

White Tie

Formal dress requiring white tie and tails for men and formal evening dress for women. See BLACK TIE.

Motion

Formal proposal to be discussed and voted on in a meeting.

Opening Address

Formal speech given at the commencement of a meeting to welcome participants; usually given by an eminent person. See KEYNOTE.

Objective

Formalized statement of outcomes to be anticipated as a result of the educational process.

Percentage of Change Formula

Formula used to establish the variability in cost for future facility services.

Quad Box

Four electrical outlets in one box, which should be grounded.

Power Bandwidth

Frequency range over which a power amplifier can produce at least half power (-3dB). This important specification is the actual indication of an amplifier's true power output capability, since many amplifiers are capable of much higher power outputs if frequency extremes such as those produced by music are ignored.

Downstage

Front of the stage, closest to the audience.

Quick set

Function room set-up that saves room turnover time, limits the number of event rooms required, and avoids additional charges for changing room set-ups.

Risk Monies

Funds that an agency would not recoup should a tour not materialize, i.e., nonrefundable deposits to suppliers, promotional expenditures, printing expenses.

Greenwich Mean Time

GMT. Time on the line of longitude that passes through Greenwich, England used as a basis for calculating time throughout the world. See ZULU TIME, UTC

Room Deposit

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

American service

Most common type of service for a seated function. Food is plated in the kitchen and served to by attendants. Most functional, economical, controllable & efficient. 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 the service used for banquets.Outside North America, if there are more than one course, the silverware is removed and new silverware is brought to the table for the next course. For international meetings, it is different than "Banquet Service" in a few small ways.

Readymen

Nonunion, temporary labor hired from a personnel agency.

Offstage

Not in view of the audience.

Net Rate

Non-commissionable rate.

Gray Water

Non-drinkable water, not potable.

Errors and Omissions Insurance

Often referred to as E&O insurance. A form of insurance that indemnifies the insured for any loss sustained because of an error or oversight on his part.

Show Office

On-site event management office.

Master Key

One key that will open function and guest rooms.

Star Rating

One or more ratings of the facility and services of lodging facilities and restaurants by travel publications, such as Mobil, Zagat, and Michelin.

Hand Service

One server is assigned for each two guests. Servers wear white gloves. When serving, they stand behind their guests holding two composed plates. When the signal is given, all guests are served at the same time.

Special Event

One time event staged for the purpose of celebration; a unique activity.

Job Foreman

One who is in charge of specific projects.

IACC (International Association of Conference Centers)

Organization that certifies conference centers. There are six categories: Ancillary, corporate, non-residential, residential, resort, university.

Housing bureau

Organization that provides hotel reservation services for a group and its attendees.

Continuing Medical Education (CME)

Organizations offering this type of continuing education credits are accredited by the Accreditation Council for Continuing Medical Education (ACCME).

Pre- or Post-Event Tour

Organized outing taking place before (Pre-) or after (Post-) an event for both attendees and accompanying persons.

Master

Original copy of something, such as an audio or video recording or filmed production.

Drayage

Outdated term for MATERIAL HANDLING

Drayage Contractor

Outdated term for company responsible for handling exhibit materials. See MATERIAL HANDLING.

Ways which and Europe and American CVBs differ

Outside North America, the office that undertakes this sales and liaison function may not be referred to as the CVB. Outside North America, CVBs tend to be smaller and less well-funded (except in major event destinations and capital cities). Outside the US, CVBs are mostly governmental entities. Only North American CVBs can assist with housing.

Service Contractor

Outside company used by clients to provide specific products or services (e.g. pipe and drape, exhibitor manuals, floor plans, dance floors or flags).

Delegate

Outside of North America, a general term for registered meeting participant. In some instances a voting representative at a meeting.

Accommodation Agency

Outside of the U.S, a company that finds and negotiates the best rates at hotels in a particular city or region. It is unusual for CVBs outside the U.S. to provide this service.

Professional congress organizer (PCO)

Outside the US, independent event organizers are often called this. These are agencies (and sometimes individuals) which specialize in organizing events for clients. Unlike a DMC, it is not limited to a particular geographical area and may have a comprehensive familiarity with top venues around the world. They often specialize in particular industries such as medical/pharmaceutical, telecommunications, etc.

Pressure Zone Microphone

PZM. Also called a Boundary Microphone. This type of microphones can be placed on a large surface such as a table, floor, wall, or lectern. It picks up sound from entire room and is often recommended for conferences, group discussions, interviews, lectures, and recordings.

Media Kit

Packet of information that is supplied to the media; contains all the details of an event that are required to attract media attention and attendees.

Pan

Panorama. Sideways movement of a camera to film a wide scene.

Invited Paper

Paper or speech on a specific subject submitted or presented at the request of an event's organizers.

Damage Clause

Part of a contract dealing with procedures, penalties, and rights of the party causing damages.

Liability Clause

Part of a contract outlining conditions of liability.

Apron

Part of a stage in front of the main curtain.

Upstage

Part of the stage farthest from the audience or camera.

Support Staff

Part- or full-time personnel who provide services for tasks associated with programs, events, or conventions.

Modular Panels

Partition units (walls, doorframes, etc.) in standard sizes, used for building booths/stands in the sizes desired in that context.

PSM/PSS

Passenger Service Manager/ Supervisor.

Transit

Passenger changing planes without going through security and/or customs.

Lanai

Patio or balcony overlooking a garden or water.

Bank Guarantee Cash Deposit

Payable by the exhibitor to the forwarder, Customs agent, or official authorities in place of a temporary import bond to ensure the amount requested is the minimum amount of import duties and taxes that would be paid in case of final import.

Perk

Payment, benefit, or privilege received in addition to regular income or salary.

35, 20, 10, 70

Percentage of attendance to order 50/50 afternoon break: coffee, decaf, tea, soda.

55, 25, 10, 25

Percentage of attendance to order 50/50 morning break: coffee, decaf, tea, soda.

30, 20, 15, 70

Percentage of attendance to order all female afternoon break: coffee, decaf, tea, soda.

50, 25, 15, 25

Percentage of attendance to order all female morning break: coffee, decaf, tea, soda.

35, 20, 10, 70

Percentage of attendance to order all male afternoon break: coffee, decaf, tea, soda.

60, 20, 10, 25

Percentage of attendance to order all male morning break: coffee, decaf, tea, soda.

25, 70

Percentage of attendance to order soda for a beverage break based on Experient. Morning & Afternoon.

Sight Acts

Performers who must be watched to be appreciated, such as mimes, jugglers, dancers, and acrobats. See INCIDENTAL ENTERTAINMENT.

Operations

Performing the practical work of operating a program. Usually involves the in-house control and handling of all phases of the services, both with suppliers and with clients.

Pre-Opening

Period of time before a property's soft opening.

Season

Period of time when the demand for a certain supplier's product or service is high, low, or neither. See HIGH SEASON, LOW SEASON, SHOULDER SEASON.

Low season

Period when the demand for a supplier's product or service is lowest. Prices general decrease during this time. Also Called VALUE "XX".

Shoulder season

Period when the demand for a supplier's product or service is neither high nor low.

High season

Period when the demand for a supplier's product or service is the greatest. Prices generally increase during this time.

Visa

Permit, recorded in a passport, to enter a country for a specific purpose and period of time.

Limited power of attorney

Permits the customs broker to complete the customs document upon the return of your shipment to the country of origin. A Power of Attorney allows one person to act as agent for another. It the right to act in only limited circumstances.

Rapporteur

Person appointed to note and record the proceedings of sessions and to write summaries of the paper(s) presented for a final summation session. See REPORTER.

Stage Master

Person at a venue in charge of stage facilities.

Shop Steward

Person designated by the union within a shop or unit to represent employees.

Presenter

Person explaining a given topic in an informational session.

Banquet Captain

Person in charge of banquet service at food functions. For small functions, also serves as maitre d. For larger functions, may be responsible for a specific area of the dining room.

Producer

Person or company responsible for the production of something; usually used in reference to a theatrical producer, event producer or an exhibit producer. See ORGANIZER.

Promoter

Person or organization whose role is to market an event, maximizing media coverage and income.

Stage Manager

Person responsible for running the event on stage.

Floor Manager

Person retained by event management to supervise the installation, dismantling and operation of the exhibit area.

Technical Director

Person who calls cues from the control room.

Lighting Director

Person who designs the lighting, directs placement of lighting equipment, and calls lighting cues on-site.

Moderator

Person who presides over panel discussions and forums.

Master of Ceremonies

Person who presides over the program Also called MC, EMCEE

Planner

Person whose job it is to oversee and arrange every aspect of an event. Person can be an employee of or hired ad hoc by companies, associations and other organizations to plan, organize, implement, and control meetings, conventions, and other events.

Event Organizer

Person whose job it is to oversee and arrange every aspect of an event. Person can be an employee or hired ad hoc to plan, organize, implement, and control meetings, conventions, and other events.

tripod

Portable projection screen (usually not larger than 10-12 feet) with three folding legs and a pull-up surface supported by a rod on the back. Type of screen that is front projection only and is square. 60" x 60" = up to 25 ppl, 70" x 70" = 25-50 ppl, 84" x 84" = 50-100 ppl, 96" x 96" = 100-150 ppl

Set top box solutions (STBS)

Portable videoconferencing system, usually mounted on a rolling cart or hard-sided case for ease of transport from room to room or across the globe. Entry-level systems can be found for under $2,000, but high-quality systems range between $5,000-$10,000.

Security Cage

Portable wire enclosure used to lock up materials for safe storage.

Sponsor

Person(s) or company(s) underwriting all or part of the costs of an event. Sponsors may or may not participate in any of the profit from the event. 2) An individual who assumed all or part of the financial responsibility for an event. 3) A commercial sponsor that provides financial backing for an event, and, who in return, receives recognition, advertising, registrations, or other benefits.

Semi-Skilled Labor

Persons whose work is limited to a well-defined work routine; or work in which lapses of performance would not cause excessive damage to products or equipment.

Piano Types

Pianos vary in size and quality: concert grand, baby grand, spinet, and upright.

Sole Relay Interpreter

Pivot Interpreter; only interpreter in the team assigned to an event who is able to translate out of a lesser used language and functions as a "relay" for the rest of the team in relation to that language.

Spotting

Placement of equipment in exact location in booth by using a forklift.

Dressing the Exhibit

Placing graphics, plants, literature and applying any finishing touches to the display.

Pre-set service

Placing plated foods on banquet tables prior to seating guests.

Patch Panel (Patch Bay)

Plug and jack assembly permitting studio outlets to be temporarily connected to dimmer outlet circuits; also found in studio sound systems.

Stakes

Pointed pegs used to secure the guy ropes of a tent in the ground. Wooded stakes are used for grass-covered earth, steel stakes are required when the ground is extremely hard, rocky or paved.

Windscreen

Porous cover for microphones to block unwanted sounds.

Gala Dinner

Primary social function of an event, usually in the evening, including entertainment or speeches after a formal meal.

Satellite Videoconferencing

Primary uses today of this medium are major announcements, product launches, and other presentations for which timeliness and a top-quality broadcast is desired. They are typically sent to a large, geographically remote audience, where limited audience feedback is acceptable.

Program Book

Printed schedule of events, location of function rooms, and other pertinent information.

Arbitration

Private dispute resolution process, often referred to as alternate dispute resolution, 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. Several organizations, including the American Arbitration Association and JAMS-Endispute, handle arbitration claims. Courts may require some disputes be submitted to arbitration instead of or prior to the formal trial process.

IRS 4-part test to determine if event is reasonable

Make sure the program and promotional materials emphasize that the primary purpose of the event is for US attendees to take advantage of the educational opportunities offered by the host country. Questions: 1. The purpose of the event and the activities taking place at it. 2. The purposes and activities of the sponsoring organization. 3. The residences of the active members of the organization and the locations of the previous and future events. 4. Such other relevant factors as the taxpayer may present.

Tourist Information Board

Nonprofit organization supported by transient room taxes, government budget allocations, business improvement assessments, private memberships, or a combination of any of these funding mechanisms. A CVB (also referred to as DMO-Destination Marketing Organization) typically promotes tourism and encourages groups to hold events, conventions and trade shows in its destination. CVBs provide a wide range of services to assist planners in advance preparation, during, and post convention. See CONVENTION AND VISITORS BUREAU (CVB).

Host Bar

Private room bar set up where guests do not pay for drinks.

Sponsored Bar (open bar)

Private room bar set up where guests do not pay for drinks.

Magnetic Key Systems

Means by which doors in hotels or other facilities are locked or unlocked. Usually, these are cards as opposed to actual keys. The system permits security staff members to know what key was used to enter the room and at what time.

Power Response

Measure of a loudspeaker's output with reference to its electrical input. It includes the total sound energy radiated into the acoustic space around the loudspeaker rather than just on-axis. Flat XX would indicate that a loudspeaker is radiating equal energy into all angles at all frequencies.

Projection Distance

Measurement from the projector to the screen.

Return on Objectives (ROO)

Measurement of the benefit received for participating at an event based on pre-set objectives for success.

MPI

Meeting Professionals International.

Open bar

Private room bar set up where guests do not pay for drinks. Also called hosted. Charges are paid by the sponsor/host on a per-drink, per bottle, per-person or per-hour basis. Tickets may be given to attendees to limit consumption per person. Ask facility for tickets at the end of the night.

Cash bar

Private room bar set up where guests pay for drinks individually. Make sure attendees know about this in advance.

POV

Privately Owned Vehicle. A vehicle, such as a passenger car, van or small company vehicle, as distinguished from tracks, tractor-trailers and other over the road vehicles.

Sound Mix

Procedure of combining independently recorded narration, music and/or sound effect to single master tape or film, while at the same time establishing tone, volume and balance between elements.

Emergency Action Plan

Procedures about how to react and respond to an emergency situation, such as medical emergencies, fire and bomb threats.

Simultaneous translation

Process of changing one language into another while the speaker is speaking.

Marketing

Process of identifying human wants and needs and developing a plan to meet them.

Simultaneous Interpretation

Process of orally translating one language into another while the speaker is speaking.

On-Site Registration

Process of signing up for an event on the day of, or at the site of, the event.

Pallet Wrap

Process of wrapping loose items on pallet with a transparent plastic wrapping.

4', 5'

Minimum height off the floor for a screen, and preferred minimum

Four Hour Call

Minimum work period for which union labor must be paid in special circumstances (generally, a minimum call is one hour.). Not to be confused with minimum charges to exhibitors applied by contractors that service events.

Convention services manager (CSM)

Professional at a hotel, convention center or convention bureau who is responsible for event operations management on all levels.

U-Format

Professional/broadcast quality video format in which the tape is 3/4-inch wide and can be used to record and playback; not compatible with VHS or Beta formats. Sometimes called U-Matic.

Quality Profits

Profits that can be sustained year to year over a prolonged period of time.

Certification

Program and process by which a participant completes proscribed training and passes an assessment.

Social Program

Program of organized functions, not directly related to the main educational subject of an event. See SOCIAL EVENT.

Teaser

Promotional piece designed to build interest in an event.

Confirmation number

Proof of Registration, i.e., a reservation number that will be accepted by the hotel holding the room.

Freight

Properties, products, and other materials that are shipped.

Trim Props

Props arranged to decorate the set. Also Called SET DRESSING.

Set Dressing

Props arranged to decorate the set. Also Called TRIM PROPS

Décor

Props, lighting, or other decorative elements used to create a theme, ambiance or mood at a function or special event.

Cancellation Clause

Provision in a contract which outlines damages to be paid to the non-canceling party if cancellation occurs, due the canceling party's breach of the contract.

Proceedings

Published volume transcribing the full conference sessions, which may or may not include details of the discussion.

Supplier

Purveyor, provider, vendor, contractor offering facilities, products and/or services.

Front projection

Putting an image onto the front surface of a light reflecting screen equipment placed within or behind the audience.

Statistics

Quantitative details of an event (number of attendees, sleeping rooms, etc.).

Q&A

Question-and-answer period after a speaker or presentation at a meeting.

Religious Conference Management Association

RCMA

Return on investment

ROI. Net Profit divided by Net Worth. A financial ratio indicating the degree of profitability. To calculate, use event revenues minus program expenses divided by program expenses, multiplied by 100 to get the ROI %.

Platform

Raised horizontal surface, stage, or flooring.

Dais

Raised platform usually above the floor of a hall or large room. A raised platform for a headtable.

Rostrum

Raised platform where a speaker stands when delivering his or her remarks.

Podium

Raised platform where a speaker stands when delivering his or her remarks. Often confused with LECTERN.

Riser

Raised platform.

White Noise

Random noise whose various frequency components all share the same energy density characteristics, producing the same voltage at any particular discrete frequency over a period of time. This causes a frequency response trend that rises the same number of decibels as the percentage of frequency increase. See NOISE.

Strobe Light

Rapidly blinking, high-intensity light.

Less than truckload

Rates applicable when the quantity of freight is less than the volume of truckload minimum weight.

Show Rates

Rates established by event management, official service contractors and/or other official service providers, and published in the EXHIBITOR MANUAL.

Consignee

Recipient. The person, people, or organization to whom something is delivered or addressed.

Risk management

Recognizing the possibility of injury, damage or loss, and having a means to prevent it or provide insurance. Nothing is as important as protecting the safety, health and well-being of attendees and the host organization. It should be the planners first consideration. Four stages for planning & managing risks: planning, mitigation, response, recovery.

Modem

Modulator-demodulator. Computer component that enables a computer to send and receive data over telephone or cable lines.

Transient

Momentary amplitude peak in program source. A pop from a switch or scratched record may form signal transients. Musical XX occur as a result of such things as percussion instruments, piano and guitar. Normal musical XX may have amplitude peaks as high as 40dB above the average program levels, requiring headroom in the circuits and equipment used to reproduce them.

Continuing Education Unit (CEU)

Requirement of many professional groups by which members must certify participation in formal educational programs designed to maintain their level of ability beyond their original certification date. They are for non-academic credit. One of these is awarded for each 10 contact hours in an accredited program.

RevPAR

Revenue Per Available Room. A performance measurement commonly used in the hotel industry. It is calculated by dividing a hotel's net rooms revenue by the total number of available rooms, or by multiplying a hotel's average daily room rate (ADR) by its occupancy.

Tech Check

Review of all technical aspects of the production.

Classroom Table

Rectangular table, often narrower than regular tables and 30-inches high. Can be 6' or 8' long and 18- or 24-inches wide.

Promotional Fares

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.

Slippage

Reduction in the number of rooms used from the original reserved block.

Squirrel Cage

Revolving drum used for raffle tickets.

Peak Night

Referring to the night during an event when most rooms are occupied by those in attendance.

On-Center

Refers to measurement of space from center of a solid object (such as a COLUMN) to another point.

Post-Conference Registration

Registration for an activity or function which follows an event.

Online registration

Registration made via the Web.

100

Registration personnel. One person for every XX registrants.

Early Registration

Registration received before a pre-defined date, usually offering a lower fee.

Forcing the Floor

Removal of freight from the event floor after the event close that was not picked up by an exhibitor's carrier, or shipments left behind at the booth/stand at the close of the event without a bill of lading.

Exhibitor Advisory Committee

Representatives of an event's exhibiting companies who act as advisers to show management on rules and procedures, and also update show management on industry trends and issues.

Sound Wings

Risers on stage right and stage left for stacked sound equipment which allows storage space hidden from the audience's view.

Foreign exchange currency risk

Risk that an organization takes when dealing with foreign currency due to exchange rates fluctuating over time.

Cabaret set-up

Room arrangement with cocktail tables with chairs and a stage.

Black Tie

Required dress: dinner jacket, bow tie and cummerbund for the men and formal evening dress for the women. May include national dress. In the U.S. and Canada, it indicates Tuxedo. "XX optional" indicates that formal dress is preferred but not required.

Export declaration

Required for shipments valued at more than $2500; used by the U.S. government to monitor the dollar volume of export shipments.

Dress Code

Required or suggested acceptable manner or style of dress for an occasion or event.

Auditorium

Room for gathering an audience for speeches, concerts etc. Often used to name entire facilities, though properly applied only to the seated portion of the facility in which the audience is assembled. Typically a building named in this way will be an arena or theater class building.

Studio

Room with a couch or couches that convert to beds.

RTI

Room, Tax and Incidentals. An abbreviation often used in reference to charges at an hotel, motel, inn, bed and breakfast, etc.

Parlor

Room, usually equipped with sofas that make into beds, connected to a suite bedroom.

Adjoining Rooms

Rooms with common walls, which do not have connecting doors.

Technical Rehearsal

Run-through of technical aspects of an event such as lighting, sound, special effects, etc.

Society of Government Meeting Professionals

SGMP

Standard Industrial Classification

SIC. A standard numerical code system used by the U.S. Government to classify products and services.

Bandwidth

The data transmission rate on an information channel such as a telephone line, ISDN, or Ethernet. Higher bandwidth means that images and sound will be transmitted faster for use in videoconferences or video streaming.

RFP Published Date

The date a Request for Proposals (RFP) is released from an event organizer and is made public.

RFP Distribution Date

The date a Request for Proposals (RFP) is to be passed along if an event organizer is using an intermediary to distribute the RFP [i.e., If an event organizer sends an RFP to a Convention & Visitors Bureau (CVB), and wants the CVB to send the RFP to member hotels on a certain date, that date is the RFP Distribution Date].

Pattern of Event Dates

The dates during which an event can be conducted. May be designated by specific dates, months, or seasons (Spring, Fall, etc.).

Fixed costs

The day-to-day cost of doing business that is pre-committed, such as salaries, insurance, lease expenses, utilities, etc.

Wash

The difference between number of reservations at cut-off date and the number of final reservations at the end of an event. Can be positive or negative and be expressed as a number or percentage.

Attrition

The difference between the actual number of sleeping rooms picked-up (or food-and-beverage covers or revenue projections) and the number or formulas agreed to in the terms of the facility's contract. Usually there is an allowable shortfall before damages are assessed.

Prospectus

The document (printed or online) that promotes the chief features and benefits of a product or service to prospects.

Video Enhancement

The enlargement of a video image from the size of a typical consumer television screen to dimensions for large projection screens. Used when attempting to present a larger-than-life image to an audience. See VIDEO MAGNIFICATION.

Organizer

The entity or individual that produces an event.

Spot Exchange

The exchange rate for foreign currency for immediate purchase/delivery.

Penalty

The fee imposed by an airline to change or cancel flights once the ticket (usually a discounted advance purchase) has been issued.

Preliminary Announcement

The first announcement that an event will take place, giving the dates, location and theme.

Steady Extra

The first extra banquet servers called when extra service help is required.

Preliminary Program

The first public draft of an event's schedule including information on program structure and key speakers, giving details of ancillary activities and usually containing the event registration form.

Opening Ceremony

The formal general session at the beginning of a congress or convention.

Gross Weight

The full weight of a shipment, including goods and packaging.

Event-contracted block (ECB)

The hotel rooms that are contracted for by an event organizer with a hotel(s) or housing facility(s) for a particular event.

Consideration

The inducement to a contract. The cause, motive, price, or impelling influence which induces a contracting party to enter a contract.

Event specifications guide (ESG)

The industry preferred term for a comprehensive document that outlines the complete requirements and instructions for an event. This document is typically authored by the event planner and is shared with all appropriate vendors as a vehicle to communicate the expectations of services for a project. The industry accepted practice is to use the APEX Specifications Guide, which can be found at the Convention Industry Council (www.conventionindustry.org). Sometimes called STAGING GUIDE, RESUME, BIBLE.

Post event report (PER)

The industry preferred term for a report of the details and activities of an event. A collection of post event reports over time will provide the complete History for an event. The facility should provide this information within 30 days of the event's conclusion. The report should be completed within 60 days. It should be sent with RFP's when selecting a destination.

APEX Post Event Report (PER)

The industry preferred term for a report of the details and activities of an event. A collection of post event reports over time will provide the complete History for an event. The industry accepted practice is to use the APEX POST EVENT REPORT, which can be found at the Convention Industry Council (www.conventionindustry.org).

Transit and Exhibition Insurance

The insurance that covers loss or damage caused deliberately or accidentally by third parties during loading, unloading, transshipment, transport, and exhibition.

Union Jurisdiction

The limits or territory within 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.

Facility Manager

The manager of a convention center, exhibition hall, arena, auditorium or other venue or assembly.

Corporate Travel

The market segment comprised of groups or individuals that work for a given company and are traveling for business reasons at the company's expense.

Rank and File

The membership of an organization, other than officers and officials.

Line array

The newest development in audio systems that can take traditional distributed systems, to a new level. It allows for a single flown array of speakers to provide excellent sound for a very long distance (as much as a football field). The advantage is that you can cover a room from a single line of speakers over the rest of the venue (no delay speakers), saving time and labor costs.

Audience Count

The number of people in an audience.

Room Pick Up

The number of sleeping rooms actually used by event attendees and exhibitors.

Social host

The organization providing alcohol to guests. They could be held liable if any guest become intoxicated and cause damage to property or injury to themselves or others, or someone is served who is under the legal drinking age. To reduce the risk, your organization should purchase liquor liability insurance.

American Bar Association (ABA)

The organization who administers Continuing Legal Education and Mandatory Continuing Legal Education courses (CLE and MCLE).

Market Share

The percentage of the total sales (from all sources) of a service or product represented by the sales made by an enterprise. i.e. sales divided by total sales.

Route Manager

The person responsible for managing motor coach flow, routes, drivers, etc.

Room Set-Up

The physical arrangement of a room including the layout of tables, chairs, other furniture, and equipment.

Learning Environment

The physiological, psychological, physiological social/cultural, industry, nutritional, technological, physical, service, personnel, and evaluation factors surrounding the learning experience.

Set-Up Drawings

The plans from which the exhibit components are assembled.

Break-even point

The point at which revenues are equal to expenses.

Sample

The portion of a population selected for a study.

Stage

The portion of an auditorium or room that has been structured into a formal area for productions or presentations.

Flag Placement

The position of honor is on the speaker's right as he faces the audience. When any other country's flag is displayed on its home ground, it receives that same position of honor.

Double Room Rate

The price per person for a double-occupancy hotel guest room.

Space Draw/Selection

The process of assigning exhibit space for the next event based on the exhibitors' active involvement in the process.

Floor Marking

The process of marking the floor of an empty exhibit hall to indicate the locations where individual booths/stands will be set.

Lead retrieval

The process whereby exhibitors receive a potential customer's contact information in a standardized manner. A system for capturing and following-up on leads generated at an exhibition.

Computer data projection

The projection of a computer signal from a personal computer, laptop or other computer device onto a screen from a LCD or equivalent projector for viewing by audience. The technology is similar to how you would show video, but the resolution is very different. This one provides a much higher resolution by processing the information differently and presenting it in VGA, SVGA, XGA or even higher resolution formats.

Bonding

The purchase, for a premium, of a guarantee of protection for a supplier or a customer. In the hospitality industry, certain XX programs are mandatory.

Rate of Exchange

The rate of currency exchange established daily as the buying rate of foreign currency by the Federal Reserve Bank. The daily rate is used only when it varies by more than 5 per cent from the quarterly rate. When applicable, the daily rate is the rate certified on the day of exportation.

Aspect Ratio

The ratio of image width to height; pertaining to audiovisual, video and slides.

Show Rules

The requirements and procedures prepared by event management for exhibitors and contractors at a given event

Music Licensing

The right granted by one party to let a another party use live or recorded music through special agreements and fee structures, often conducted with organizations that represent artists, such as ASCAP, BMI, or SESAC. See ASCAP, BMI, SESAC.

Music licensing

The right granted by one party to let a another party use live or recorded music through special agreements and fee structures.

Seating Arrangements

The seat of honor is to the right of the host. The second-most important seat is to the left of the host.

Up-Linking

The sending of video signals via microwave to an existing satellite for transmission to selected sites or anyone capable of satellite reception for that signal; used for teleconferencing or broad distribution of a message on a national or international basis.

Timecode

The sequential numbers assigned to each frame of video or film representing the passage of time in hours, minutes, seconds, and even tenths of seconds. They are used for cataloging purposes and during editing.

Streaming

The software that makes Webcasting work. These "XX" audio and video from a central source, or media server, to recipients on their personal computers.

Straight-row seating

The standard seating supplied by most facilities. This kind of seating in wide rooms has the disadvantage of restricting the view of attendees sitting at the row ends. Best for presentations in which audience interaction is not required.

Advance warehouse

The storage location that general service contractors for exhibitions will establish for early receipt of freight.

Temporary Import Bond

The surety covering articles imported into a country on a temporary basis, generally in lieu of paying import duties and/or taxes. The fee for the bond is non-refundable in most cases.

Empty Sticker

The tag indicating a crate may be moved into storage. The sticker identifies the exhibitor and the return location for the crate.

Exhibitor Move-In/Move-out

The time period allowed for exhibitors to prepare their exhibit space for show opening. The time allowed for exhibitors to dismantle and remove their exhibit following show closing.

Overnight Stays

The total nights spent by an attendee at a housing facility before, during, and after an event.

Economic Impact (Total)

The total value of an event, including secondary spending (indirect and induced) on the host destination's local economy over and above the original direct spending. These secondary impacts, when combined with the original direct spending, result in the total economic impact of an event.

Cash flow

The transfer of monies into and out of an enterprise.

Flat rate

The type fee which a hotel or motel agrees to offer any of its available sleeping rooms (with the exception of suites) to a group. Final assignment of rooms is at the discretion of the hotel.

Packet

The unit of data sent across a packet-switching network. It contains a destination address.

Pascal

The unit of pressure or stress in the International System of Units (SI). In the United States, PSI (Pounds per Square Inch) is used instead. See PSI.

Planting

The use of trees and plants to enhance the appearance of an exhibit or a stage.

Multi-Screen (Multi-Vision)

The use of two or more screens at the same time.

Proscenium Arch

The visible opening that frames a stage (usually theatrical).

Tare Weight

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

Gel

Theatrical color filter used in conjunction with theatrical projection fixtures and spotlights.

Data Light Projector (DLP)

These projectors were developed with an entirely new processor using microscopic mirrors to recreate video images and display them in a number of settings. These projectors picked up where LCDs left off by reproducing video images with greater accuracy and a little less contrast, giving them a more natural look. It is also able to reproduce high-resolution video imagery, including HDTV for the high end user.

Truckload Rates

These rates apply where the tariff shows a truckload minimum weight. Charges will be at the XX minimum weight unless weight is higher.

Shipping Agent

Third-party hired to handle shipping goods to and from an event. Also Called SHIPPER.

Combination bar

This beverage service includes both cash-bar and open-bar concepts. Guests are issued a certain number of tickets for free drinks and are then required to purchase additional drinks if desired.

Percent of the Gross

Type of payment involving a fixed percent of the gross income for that service. This type of agreement is often used by facilities as the rental.

Percent of the Net

Type of payment involving a fixed percent of the net income after costs of providing that service. This type of payment is often used in services provided by exclusive contractors within a facility.

Beaded Screen

Type of screen with highly reflective surface used for front projection.

Stacked Speaker System

Type of sound set-up that can be an option for both meetings and concerts. The sound is set-up on the floor and projects from each side of the room. One caution is that the sound may be much louder near the front than the back.

Clustered Speaker System

Type of sound set-up typically in arenas and sporting venues; the sound projects from a single point in the center of the venue. One problem is the sound cannot be heard under the sound and a front filled set-up will need to be added for the people at the front.

Americans with Disabilities Act (ADA)

U.S. legislation passed in 1990 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make their facilities accessible to individuals with physical disabilities.

Uniform Resource Locator

URL. A web site address.

U. S. Travel Association

USTA

URL

Uniform Resource Locator. Internet address for a web site. Starts with http:// (or https:// for secure sites).

Joint Agreement

Union contract covering more than one employer and a union, more than one union and an employer, or a number of employees and a number of unions.

Truck Loaders

Union labor specifically responsible for unloading equipment.

Stagehand

Union labor that handles spotlights, rigging, and scenery for theatrical productions. In some cities, they may also handle decorating tasks, such as hanging draperies at convention facilities.

Make Work Practices

Union practices for spreading work by limiting production or by requiring employment of more workers than necessary for a particular job.

Vertical Union

Union with jurisdiction over all occupations, skilled and unskilled, in an entire industry.

Pica

Unit to measure type line length. Approximately 1/6 inch (.43 centimeter).

Dine Around

Use of a number of restaurants in a destination with reservations and billing arrangements to one particular client.

Sound Reinforcement

Use of electronic and electric equipment to amplify the natural sound produced by a performer or speaker.

Infringement

Use of floor space outside exclusive booth/stand area.

Multimedia

Use of two or more audiovisual media in one presentation.

Double Cloth

Use of two tablecloths on a banquet table for decorative purposes, to muffle sound, or to attach to skirting. Usually two different colors are used. See OVERLAY.

Desktop Publishing

Using a personal computer to prepare materials for printing.

Link

Using hypertext, a link is a selectable connection from one word, picture or information object to another. From a Web site, a link points to content.

Compression/Decompression or Coder/Decoder (CODEC)

Videoconferencing standard, included in hardware and/or software, used to compress or code video, audio, and data signals for transmission and decompress or decode the signal at the other end of the transmission.

Obstructed View

View of stage, from audience seating, which is blocked.

Transit Visa

Visa allowing holder to stop over in a country to make a travel connection or for a brief visit.

Poster

Visual presentation of a specified size, presented on a flat sheet of paper or card, with details of a specific topic.

Honorarium

Voluntary payment made for services where no fee is legally required.

Water Closet

WC. Sanitary convenience. Also Called TOILET, LAVATORY.

Webconferencing

Web browser-based videoconferencing. Easy because all you need is a computer w/ video and sound, a video camera, microphone, speakers, a minimum of 56Kbps internet speed, web browser and webconferencing software. No CODEC (compression/decompression) device is needed.

Blog

Weblogs or online journals. An application that may change the face of event marketing.

Quarter-Round

Wedge shaped table with one rounded edge.

Net Weight

Weight of goods without the shipping container.

Suitcasing

When a company tries to sell its product or service on the show floor without the permission or consent of the event's management.

VGA Switcher

When a master computer for audiovisual presentations is not possible because of incompatible systems, using this device will allow each presenter to hook up his or her laptop and change the output from each laptop to the screen.

Repeat Engagement/Booking

When a speaker does a second or subsequent booking for the same client.

Referral Child Care

When an event host organization publishes a list of child care service providers available. Attendees then make their own arrangements with these services.

Airport

When choosing a location for your meeting, this type of facility is one option. Best for brief committee meetings or one-day sessions and an excellent way to save time and money for attendees. Shuttle access is usually complimentary.

Metropolitan

When choosing a location for your meeting, this type of facility is one option. Located downtown and surrounded by a lot of activity, many of these facilities have extensive meeting and banquet space with many business providing services and equipment located nearby. Concerns include cost of parking, traffic, too many distractions, and possibly safety at night.

Suburban

When choosing a location for your meeting, this type of facility is one option. Many of these areas are fashionable, with less traffic, free parking, and sports and recreational facilities generally nearby.

Forced Freight

When freight is removed from the hall at a specified time and held by the general contractor or official common carrier or until payment is made for forwarding.

Real-time

When online activities take place at a designated time, they are referred to as real-time events. A Webcast of a keynote presenter that can be watched live over the Internet is an example of a real-time event.

4', 1.5 x width of screen, 2 x height of screen, 8 x height of screen

When placing a screen (front & rear), remember these guidelines: 1. Minimum distance to the floor. 2. distance from the projector to the screen. 3. Minimum distance of first row of seating to screen. 4. Furthest distance of the back row of the audience

Freight on Board (FOB)

When something is purchased and paid for with terms 'XX origin' it means the responsibility of the seller stops when the 'goods' are delivered to the transporting company at the point of origin. It is the responsibility of the buyer to pay for transportation.

Ganging Menus

When two or more groups in facility have the same menu.

Right to Work

Where joining a union is not a condition of employment.

Waiter Parade

White gloved servers circle the room, usually with flaming dishes, before placing the food on the tables with a flourish.

Vintage

Wine made from a grape harvest of a specific year. A vintage wine is made using 95 percent of those grapes. Wines made from grapes harvested from several years are called nonvintage.

Varietal Wine

Wines made mainly from one variety of grape. Such wines have the characteristics of the primary grape used. Popular varietals are: Cabernet Sauvignon, Chardonnay, Chenin Blanc, Gewurztraminer, Pinot Noir, Sauvignon Blanc and Zinfandel.

Multi-Channel

With two or more communication bands (receivers).

Pallet

Wooden platform used to carry goods. Also called Skid.

Asynchronous learning

a student-centered teaching method that uses online learning resources to facilitate information sharing outside the constraints of time and place among a network of people. Typically this is on-demand and can be video-on-demand (VoD), audio-on-demand (AoD), correspondence courses, email messages, bulletin boards, etc.

Uplink, Downlink

Satellite videoconferencing: Originating from a broadcast studio, the data stream carrying video, audio or other data is sent by an (AA) to an orbiting satellite which transmits by a (BB) to receiving dishes anywhere on earth. (AA) is the station used to transmit signals from Earth to a satellite (videoconferencing). (BB) is the station which receives data transmissions from a communications satellite.

Program

Schedule of events, giving details of times and places.

Load In/Out

Scheduled times for crew to load and unload equipment.

Lenticular Screen

Screen finish with a characteristic silver-colored finish which has brighter reflective characteristics than a matte screen but with a wider viewing angle than a beaded screen.

Matte Screen

Screen having a flat or matte white finish which does not reflect as effectively as a glass-bead screen, but can be viewed from virtually all front angles.

Glass Beaded Screen

Screen whose surface is covered with tiny glass beads which reflect a bright image back toward the audience, but have a narrow viewing angle.

Herringbone Set-Up

Seating arrangement in which chairs are arranged in rows slanted in a V shape and separated by a center aisle. They face the head table or speaker.

V-shape set-up

Seating arrangement in which chairs are arranged in rows slanted in and separated by a center aisle. They face the head table or speaker. See Herringbone Set-Up or Chevron Set-Up

Perimeter Seating

Seating arrangement in which chairs are placed around the walls of a room. The chairs are often meant for spectators to observe an activity or event in the center of the room.

Square Set-Up

Seating arrangement in which double- or triple-wide tables are set up with chairs placed around all sides.

Boardroom set-up

Seating arrangement in which rectangle or oval shaped tables are set up with chairs on both sides and ends.

Schoolroom set-up

Seating arrangement in which rows of tables with chairs face the front of a room and each person has a space for writing. Doesn't begin with a C. At least 3.5' between table rows. If you use 30" tables, add 1 sq ft per person. Space for <60 ppl: 22-23 sq. ft. Space for 60-300 ppl: 20-21 sq ft. Space for >300 ppl: 17-18 sq. ft.

Theater set-up

Seating arrangement in which seats are in rows facing the stage area, no tables. Space for <60 ppl: 12-13 sq. ft. Space for 60-300 ppl: 11-12 sq ft. Space for >300 ppl: 10-11 sq. ft.

Theater Semicircular Set-Up

Seating arrangement in which seats are in semicircular rows facing the stage area, no tables.

Hollow Circle Set-Up

Seating arrangement of tables and/or chairs all facing each other in a single circle.

Hollow Square Set-Up

Seating arrangement of tables set in a square (or rectangle) with chairs placed around the outside of the table. Center (inside) table is hollow.

Auditorium Set-Up

Seating arrangement where chairs are arranged in rows facing head table, stage or speaker. Variations are semicircular and V-shaped. See THEATER SET-UP.

Schoolroom V Set-Up

Seating arrangement where rows of tables and/or chairs are slanted in a V-shape facing a head table, stage or speaker.

Crescent-Round Set-Up

Seating at round tables with chairs placed at two thirds to three quarters of the table and no seating with backs to the speaker. Used for banquet-to-meeting or meeting-to-banquet quick set.

Second Option

Second place on a waiting list. The organization holding the second option for specific dates at a facility, for example, may book those dates only if the organization holding the first option decides not to book within a certain period of time. See OPTION.

Inspection Trip

See FAMILIARIZATION TRIP (FAM TRIP). See Also SITE INSPECTION.

Video Magnification

See IMAGE MAGNIFICATION. See Also VIDEO ENHANCEMENT.

Steering Committee

Select group which sets policies and makes basic decisions relative to a group or an event.

Pastry Cart

Selection of desserts on a rolling serving cart.

Plated Buffet

Selection of preplated foods and entrees set on a buffet table. Can also be set on a roll-in cart.

Rights Only

Selling only the rights to a sponsorship, with the buyer incurring expenses for production, installation and dismantle.

Storyboard

Series of sketches or pictures which outline the subject to be developed.

T-shape set-up

Series of tables set up in the shape of the block T with chairs set all around except at the head table.

U-shape set-up

Series of tables set up in the shape of the letter U with chairs set all around on one or both sides.

SLA

Service Level Agreement. Usually an adjunct document to a vendor contract.

Meet and greet

Service for meeting and greeting a person upon arrival in a city, usually at the airport, pier or rail station and assisting him or her with entrance formalities, collecting baggage and obtaining transportation.

French cart service

Service for smaller seated events, the food is heated, garnished tableside by a captain. It is then plated by the server and put it in front of the guest. This pattern of service involves the use of serving pieces (usually silver); heating and garnishing of food table-side by a captain; and the serving of food on a heated plate, which is then served to the guest by a server. Plated entrees are usually served from the right, bread and butter and salad from the left and beverages from the right. All are removed from the right.

Security Service

Service providing security arrangements, such as checking delegates credentials, searching hand luggage, protecting equipment and patrolling congress and exhibition areas.

Houseman

Service-staff member who handles function-room set up and tear down.

Material handling

Services performed by GENERAL SERVICE CONTRACTOR that includes delivery of exhibit materials from the dock to assigned space, removing empty crates, returning crates at the end of the event for re-crating, and delivering materials back to the dock for carrier loading. It is a two-way charge, incoming and outgoing. Formerly known as DRAYAGE.

Ramp Session

Session added on to the end of the day's program, usually after dinner, to accommodate extra papers or an extra papers of an extra plenary lecture.

Parallel Session

Session which has some correspondence or similarity of subject, and is simultaneous to another session.

Open Space Session

Sessions where topics for conversation emerge from the group. People who want to lead a conversation post discussion topics during a news gathering. Then, participants split up and go to the topic area for which they have the most passion and interest . The underlying assumption is that whoever shows up to the topic are the right people to be there. No assignments are made. Each group takes notes, so that they can share back or publish their ideas. Some people may decide to move from group to group. If no one shows up it means that there is no interest in that topic.

Installation

Setting up exhibit booth/stand and materials according to instructions and drawings.

Pro number

Shipment number designated by the common carrier to a single shipment, used in all cases where the shipment must be referred. Usually assigned at once.

Padded Van Shipment

Shipment, by moving van, of crated or uncrated goods such as large pieces of furniture or display material.

Declared Value

Shipper's stated value of entire shipment in terms of dollars.

Tactical Steps

Short-range actions to implement a long-range strategy.

Registration Card

Signature form used by facility when registering a guest.

North American Room/Bed Breakdown

Single room has one bed and one person. Double is one-bed and two persons. Double double is two beds and two persons.

Overbooked

Situation in which more rooms or seats are sold than are available.

Installer

Skilled labor used to set up displays at events. The union affiliation of the XX will vary based upon the locale and the facility in question.

Hotel Accommodation

Sleeping Room(s) at a hotel and rooming arrangements; usually specifying the hotel classification in terms of its amenities, facilities, level of service and cost.

Single

Sleeping room occupied by one person. The room may have one or more beds in it.

Gooseneck Light

Small (75 to 150 watt) spot light with flexible stem.

Special Block

Small block within the event's room block reserved for dignitaries or people with special needs.

Break-out Rooms

Small function rooms set up for a group within an event as opposed to a plenary or general session.

Break-out Sessions

Small group sessions, panels, workshops or presentations, offered concurrently within an event. Break-Out Sessions occur apart from the general session.

Breakout session

Small group sessions, panels, workshops or presentations, offered concurrently within the event, formed to focus on specific subjects. The event is apart from the general session, but within the event format, formed to focus on specific subjects. These sessions can be arranged by basic, intermediate or advanced; or divided by interest areas or industry segment.

Table-Top Display/Exhibit

Small portable display that can be set up on top of a table.

Cocktail Table

Small round table, 15- 30 inches in diameter (38-76 centimeters) used for cocktail type parties. Also Called CABARET TABLE.

Cabaret table

Small round table, 15- 30 inches in diameter (38-76 centimeters) used for cocktail type parties. Also Called COCKTAIL TABLE.

Flash Box

Smoke-producing device for special effects.

Performing Rights Societies

Societies whose purpose is to provide collective licensing for copyrighted music. Examples include ASCAP, BMI and SESAC.

Site (association)

Society of Incentive Travel Executives.

Poster Board

Soft or cork board panel, used for displaying copy and/or graphics. See ABSTRACT BOARD.

Survey

Solicitation of opinions regarding services; questionnaire.

Reception

Stand-up social function where beverages and light foods are served. Foods may be presented on small buffet tables or passed by servers. May precede a meal function. 9-10 sq ft per person plus entertainment, food station, decor space.

SOP

Standard Operating Procedure (or Practice).

UL 2305

Standard for safety for exhibition display units.

Statement of Account

Statement of income and expenses following the end of an event.

Boneyard

Storage area where equipment is stored during an exhibition. This area may be located within the exhibition hall in an unused portion of the floor.

Lock-Up

Storage area which can be locked.

ST Labor

Straight Time. Labor performed and paid at standard rate for work during normal business hours as established by unions.

Spotlight

Strong focused light thrown upon a particular person or object, such as on a stage.

Program design

Structure of event program elements to achieve specific goals and objectives.

Tower

Structure to which lighting instruments are attached.

Continuing education

Structured educational and training experiences for personal or professional development.

Lighting Grid

Structures used to support lights and electrical outlets.

Orchestra Pit

Sunken area in front of the stage used to accommodate the orchestra.

A/V Contractor

Supplier of technical staff and audiovisual equipment (e.g. projectors, screens, sound systems, video, and staging).

Outside Vendor

Supplier who is not directly associated with the facility.

Projection Screen

Surface on which images are displayed.

Overage

Surplus, excess, or extra.

Questionnaire

Survey; a set of questions used to gather information.

PBX Operator

Switchboard operator.

Priority point system

System of assigning points to exhibiting companies to determine which firms will be allowed to select booth/stand space for the next event first. Also Called PRIORITY RATING SYSTEM.

Trade Show Exhibitors Association.

TSEA

Horseshoe Set-Up

Tables set up in rounded U shape with chairs placed outside. Chairs inside if needed.

Spike Mark

Tape or chalk marks on studio or stage floors designating exact placement of props and actors.

Mark

Taped or chalked symbol on studio or stage floors designating exact placement of props and actors.

Out Take

Taped or filmed scenes not used in the final production.

T&T

Tax & Tip. Addition of taxes and gratuities to a price when not included, designated by ++.

Ad Valorem

Tax applied to an item according to the value of an item.

Transient Occupancy Tax

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. Also called Bed XX, Room XX, Hotel XX.

Superimposition

Technique of projecting two visual images on a screen at the same time.

Image Magnification

Technology by which presenter's image is projected onto a large screen, allowing large audiences to see details from the stage. Also called I-Mag.

Outside Line

Telephone line from in-house phone to the outside (off-property) phone, obtained through the in-house operator.

Reservation Center

Telephone or computerized reservation sales office.

Low Voltage

Term applied to currents of 24 volts or less. Must be transformed from normal 110 volt input. Useful in animation, lighted model, etc.

Use Day

Term used as a base unit in calculating occupancies. Various facilities have developed different definitions; one of the most common is use of all or part of a facility by one client or tenant for all or part of one day for any purpose; includes event, move-in, move-out and hiatus days.

Restricted Dialing

The ability to control telephone access often by excluding specific country or area codes and certain types of calls. This is often put in place for event rooms and show floor locations.

Qualifying

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

Mitigation

The activities that are undertaken to either reduce the probability that an emergency or crisis will occur or reduce the consequences if it does occur.

Set For

The actual number of seats put in place (or to be put in place) for a function.

Sightlines

The actual or virtual lines in the venue or on paper layout that describe what parts of a set or decorative object are visible from a given audience or guest point of view; used to determine what must be decoratively treated or masked (hidden).

Room Rate

The amount charged for the occupancy of a room.

Andragogy

The art and science of helping adults learn as opposed to pedagogy, which is the science of helping children learn.

Shoulder

The beginning and ending days of a room block when fewer rooms are contracted.

Row Booth/Stand

The booth/stand within a row of similar booths/stands with the front opening onto an aisle and with other booths/stands on either side.

Refraction

The change of direction of a light ray passing from one medium to another of different density.

Press Officer

The chief public relations contact with the press/media for an organization.

Show Management

The company, group or organization that manages an exhibition.

Gross Square Feet/Meters

gsf or gsm. 1) Total amount of available function space in exhibit hall or other facility. 2) Total amount of space used for a specific show or event. See NET SQUARE FEET/METERS.

Pre-Pleated

Material permanently pleated, ready for installation.

Prep Area

Space used for food production and service not visible to guests.

Keynote Speaker

Speaker whose presentation establishes the theme or tone of the event.

Inherently Flame Resistant

Material that is permanently flame resistant without chemical treatment.

Show Card

Material used for signs.

seven

Max number of lines of type on a single slide

6, 2, 4, 4

Max number of wireless microphones in a single meeting? XX. One mixer for (AA) or more microphones. One technician for (BB) or more microphones. One large mixer when a room exceeds (CC) inputs. What are XX, AA, BB, and CC

Floor Load

Maximum amount of weight per square foot/meter a floor can support.

Overhead projector

Equipment which projects an image on a screen by passing light through a transparent slide or other transparency.

Virtual Trade Show

Exhibit of products or services that can be viewed over the internet.

Set-Up Personnel

Exhibit or function room equipment installers.

Linear Display

Exhibit space that shares one or more borders with neighboring exhibits.

Inline Booth/Stand

Exhibit space with exhibit booths on either side and back. See INSIDE BOOTH/STAND.

Inside Booth/Stand

Exhibit space with exhibit booths/stands on both sides and back. See INLINE BOOTH/STAND.

Temporary Import

Exhibition material whose temporary import status exempts payment of duties and taxes on arrival.

Gate Show

Exhibition open to the public usually requiring an entrance fee.

Consumer Show

Exhibition that is open to the public, usually requiring an entrance fee.

Public Show

Exhibition that is open to the public, usually requiring an entrance fee.

Interactive Exhibits

Exhibits that engage visitors through direct interaction with display components, working models, simulations, or multi-sensory or multi-media elements.

Fixed Expense

Expense incurred regardless of the number of event attendees.

Incidentals

Expenses other than room and tax, billed to a guest's account (e.g. phone, room service, etc.).

Variable costs

Expenses that vary based upon various factors, such as the number of attendees .

Technician

Expert in particular craft or technique usually in relation to audiovisual, mechanical or electrical equipment or appliances.

Premium Pay

Extra pay over the regular wage rate for work performed outside or beyond the regular working hours, for work on Saturday, Sunday or holidays, for night shift work, for hazardous, dirty or unpleasant work, and for production in excess of established standards.

Zulu Time

Greenwich Mean Time, the world time standard.

GMT

Greenwich Mean Time.

Procession

Group of individuals moving in an orderly, often ceremonial manner.

Trade Association

Group of persons or businesses in a particular trade or industry. Generally these organizations are exempt from federal income tax. In the U. S., this is covered under Section 501(c)(6) of the Internal Revenue Code.

Professional Association

Group of persons who practice a particular professional activity.

Brainstorming

Group sessions in which all participants contribute creative ideas which are not initially judged for merit.

Affinity

Group sharing common interest, usually people who are members of an organization.

Special-Interest Group

Group travel program designed for persons with common interests.

Reporting Pay

Guaranteed payment to employees who report or show up ready for work at their usual time and find no work to do.

Walk

Guest holding confirmed sleeping room reservation is denied accommodations at the hotel where to reservation is held upon their arrival and is relocated to another hotel.

Post-Conference Reservation

Guest room space following a conference.

Penthouse Suite

Guest rooms and connecting parlors located on the top floors of a facility.

Booking Policy

Guidelines by which a convention center (or other venue) prioritizes reservations; may correspond to hotel rooms the event will use in the area.

Side Fills

Speakers on stage right and stage left to project amplified sound to full stage area.

Jigging

Special dividers, sectioning and protective padding inside exhibit crates.

Privately Owned Vehicle Line (POV Line)

Special loading dock reserved for POVs where material is unloaded at prevailing material handling rates.

Corporate Rate

Special rate for sleeping rooms or other goods and services that is made available to business travelers. These rates may vary by corporation, depending on the negotiated agreement.

Booth

Specific exhibit display area assigned by show management to an exhibitor under contractual agreement. Internationally, the term STAND is used.

Casual attire

Sports shirt (possibly with jacket) for men; resort wear for women.

Moving Decor

Staff or actors in costume appropriate to a theme.

Catering manager

Staff person responsible for selling and servicing group and local food and beverage functions.

Organizing Secretariat

Staff providing administrative services to the organizer.

Audience Left and Right

Stage directions from the audience's perspective. This is the opposite of STAGE LEFT AND RIGHT.

Matte White

Type of non-shiny screen surface used for front projection. It is the least expensive type of screen.

IATA #

Identification (or membership) number of travel agents who receive commission.

Stage Lighting

Illumination for the platform for performers, musicians, actors, or speakers

Monochrome

Images reproduced on a black and white television system.

Supplemental Liability Coverage

In a car rental agreement, additional coverage for injury and damage claims by third parties beyond the amount provided automatically under the contract terms.

State-Controlled Trading Company

In a country with a state trading monopoly, a trading entity empowered by the country's government to conduct export business.

Connecting Rooms

In a hotel, a configuration of two or more guest rooms with private connecting doors permitting access between rooms without exiting into a public corridor.

Open-Ended Incentive Program

Incentive program where the possible number of winners are not predetermined.

Site inspection

In-person on-site review and evaluation of a venue or location for an event. Also called a "Fam"

Time Delay

Length of time between the production of live sound and when it is actually heard.

Batten

Lengths of pipe from which scenery, curtains, and lights can be hung.

Fresnel

Lens which channels the light to a specific area, but produces a soft edge. Theatrical fixture with adjustable lens 150 W through 1500 W.

Public Address System

Audio and/or visual system to convey messages to participants during an event. See PA SYSTEM.

Mixing

Combining audio or audio sources.

Raw Film

Condition of motion picture film after printing process but before surface has been treated.

Black Light

1) A 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 or recording.

Pacing

1) A rate of activity such as the presentation of a meal or tour itinerary. 2) The scheduling of activities within an itinerary or meeting program to make for a realistic balance of travel time, educational programming, social events, tours, free time and rest.

Pipe & drape

Light-weight aluminum tubing and drapery used to separate exhibit booths/stands, staging areas, and other similar locations.

Low-Key Lighting

Lighting in which picture intensity produces limited bright areas.

Oversold

Condition where the number of confirmed reservations exceeds the number of seats on an aircraft or sleeping rooms in a hotel. See OVERBOOKED.

Group Rate

Confirmed rate extended to attendees booking their sleeping room accommodations as part of a group room block.

75 - 100

(1) Bartender for XX people if arriving at intervals

50

(1) Bartender for XX people if everyone shows up at the same time.

50

(1) cocktail server is required for every XX attendees

5 tables

(1) wine steward for every XX

Synchronization

(Sync) Sound and picture recorded or played back at the same time.

Category cable

(Unshielded Twisted Pair Cable or UTP) Usually referred to as Cat 1, 2, 3, 4 or 5 cable. Cat 5 transmits data the fastest. Fast Ethernet requires enhanced Cat 5 cable or Cat 5 to operate at its full potential.

Service charge

1) A mandatory and automatic amount added to standard food and beverage charges, usually used to defray the cost of labor, such as housemen, servers, technicians, etc. and which the facility receives a portion of the charge. In return, the guest is relieved the responsibility for tipping. 2) A fee charged to a client by a travel agent in addition to the commissions paid to him or her by his or her principals.

Audit

1) A methodical examination and review of records pertaining to an event. For instance, an independent verification of attendance figures submitted by an exhibition's producers. 2) An unbiased examination and evaluation of the financial statements of an organization. It can be done internally (by employees of the organization) or externally (by an outside firm).

Staging Area

1) A place for demonstration. 2) In catering, an area for preparing service equipment and supplies. 3) A preparation area, usually on premises, where suppliers review orders and organize items before delivering them to exhibit booths/stands. 4) An area near the event site where buses wait to be dispatched.

Public Space

Space in a facility that is available for rent.

Sling

1) A pre-made length of cable used for hanging exhibit materials or signs. 2) A pre-made length of cable or a heavy-duty nylon strap used for rigging machinery to cranes or forklifts.

Escorted Tour

1) A prearranged travel program, usually for a group. In a fully conducted tour, escort and/or guide service is provided throughout. 2) A sightseeing program conducted by a guide (e.g. a city tour).

Truss

1) A frame to carry the room of a tent. 2) A structure of steel bars used to suspend lighting or other technical equipment over a stage. 3) To tie or bind something tightly.

Assembly

1) A general or formal meeting of an organization attended by representatives of its members for the purpose of deciding legislative direction, policy matters, holding elections, or conducting governance business of the organization. Consequently, an XX usually observes certain rules of procedure for its meetings; generally prescribed in its Articles & By-laws. 2) The process of erecting display component parts into a complete exhibit.

Back Light

1) A 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 or recording.

20

1 gallon = xx cups

Independent Show Management Company

1) A contractor hired by an exhibitor to perform event services independent of event management-appointed contractors. See EXHIBITOR APPOINTED CONTRACTOR (EAC). 2) Any individual or company hired to perform event services on a contract basis.

Pavilion

1) A designated area within the event highlighting a special product category for marketing and exposure. 2) A group presentation of different entities (such as within a single a country) for the purpose of generating collective impact.

Proof of Citizenship

1) A document, necessary for obtaining a passport. 2) A passport or other document that establishes ones' nationality to the satisfaction of a foreign government.

Caterer

1) A food service vendor, often used to describe a vendor who specializes in banquets and theme parties. 2) An exclusive food & beverage contractor within a facility.

Definite Booking

Space reservations confirmed in writing.

Butler service

1. Also called "tray service" and usually at receptions, servers offer hot and cold hors d'oeuvres on platters with napkins only. Sometimes you pay for the labor. 2) A style of table service where guests serve themselves from platters presented by the server. 3) Specialized in-room service offered by a hotel.

Jurisdictional Dispute

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

Audiovisual

A/V. Equipment, materials, and teaching aids used in sound and visual presentations, such as television monitors, video, sound equipment, etc.

Association of Collegiate Conference & Events Directors - International

ACCED-I

Accreditation Council for Continuing Medical Education

ACCME. The organization who provides accrediation for Continuing Medical Education (CME).

Association for Convention Operation Management

ACOM

Association of Destination Management Executives

ADME. A member of the Convention Industry Council.

American Hotel and Lodging Association

AHLA

Group ware

AKA Brainstorming. Group decision-making software and services use technology on-site to maximize the group decision and brainstorming process. Often the set-up involves a network of computers that event participants use to respond to questions, plls and information gathering conducted by a faciliator.

AMC (Association Management Company) Institute

AMCI

American Society of Composers, Authors, and Publishers

ASCAP. A membership organization that represents individuals who hold the copyrights to music written in the United States and grants licensing agreements for the performance of that music. Together with BMI, the two membership organizations represent individuals who hold the copyright to approximately 95 percent of the music written in the United States. Under court decrees, BMI and XX are forbidden to grant special deals for individual events; the agreements that must be signed are the same for all events and cannot be altered to meet the needs of any particular one. Failure to sign agreements with both organizations could subject an event to costly and embarrassing litigation for copyright infringement.

Century Weight (CWT)

Abbreviation for "hundred weight." This is the unit of measure used in drayage and freight shipments.

PAX

Abbreviation for passengers.

Broadband

Ability to transmit huge volumes of voice and video over a network or the internet, without jumpy images.

Barrier-free

Absence of obstacles preventing handicapped persons from moving freely to all public areas within a building.

SMERF

Acronym for a category of event market segments including Social, Military, Educational, Religious and Fraternal groups.

HOW (Higher, Older, Women)

Acronym for how you remember proper introductions.

Entertainment

Activity performed for the amusement and enjoyment of others.

Covers

Actual number of meals served at a catered meal function or in a restaurant.

Head Count

Actual number of people attending a function.

Plus Plus

Addition of taxes and service charges to a price when not included.

Desktop videoconferencing (DVC)

Affordable videoconferencing equipment that is available and allows participants to use their computers indead of proprietary hardware for virtual meetings. They provide real-time interaction using a personal computer.

Press Office

Agency that collects and distributes information to the news media.

Minimum Call

Agreed upon minimum 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 minimum call, the worker is guaranteed payment for the full minimum.

Direct Spending

All expenditures associated with an event that flow into the host destination's local economy. It includes attendee spending, exhibitor spending and event organizer spending.

Actual Weight

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 the weight, and (3) subtracting the two weights. Can also be obtained by individually weighing each piece of freight.

Alternate Media

Alternatives to print materials (e.g. Braille, large print, etc.), telecommunications, computers, and other electronic media provided to assist people with disabilities in achieving full participation.

AMMC

Alliance of Meeting Management Consultants

Net Square Feet/Meters

Also "NSF". Actual amount of salable space used by exhibit booths/stands which excludes aisles, lounges, registration areas, etc. See GROSS SQUARE FEET/METERS (GSF OR GSM).

General Agreement on Tariffs and Trade

Also GATT. A multilateral treaty aimed at reducing trade barriers between the signatory countries and promoting trade through tariff concessions.

Indirect costs

Also called overhead or administrative costs, these are expenses not directly related to the event. They can include salaries, rent, and building and equipment maintenance.

Space Requirements

Amount of stand/booth space required by individual exhibitors.

Room Turnover

Amount of time needed to tear down and reset a function room.

Registration Fee

Amount payable for attendance at a conference; may vary according to level of participation or type of membership.

Cash Based Accounting

An accounting method that enters income and expenses into the books at the time when payment is received or expenses incurred.

Turnaround

An action required to break down and reset a room.

Plug-In

An additional piece of software that extends the capabilities of a web browser or other program by allowing the display of multimedia files or performance of additional functions.

In-House

An adjective used to define services which are performed within the company or organization, rather than being subcontracted.

Adult Learner

An adult who is usually pursuing education to attain a specific and practical goal.

Freight forwarder

An independent business which handles export shipments for compensation. At the request of the shipper, the XX makes the actual arrangements and provides the necessary services for expediting the shipment to its overseas destination. The XX takes care of all documentation needed to move the shipment from origin to destination, making up and assembling the necessary documentation for submission to the bank in the exporter's name. The XX arranges for cargo insurance, makes the necessary overseas communications, and advises the shipper on overseas requirements of marking and labeling. The XX operates on a fee basis paid by the exporter and often receives an additional percentage of the freight charge from the common carrier.

Tour Broker

An individual licensed and bonded by the Interstate Commerce Commission to operate motor coach tours in the US and, in some cases, Canada. See TOUR OPERATOR.

Decorator

An individual or company providing installation & dismantle and booth/stand and hall dressing services for a trade show and/or its exhibitors. Decorator services may be provided by carpenters, sign painters or others depending upon union jurisdiction. Term applies to both contractor and skilled craftsperson. See GENERAL SERVICE CONTRACTOR.

Customs broker

An individual or company which provides customs clearing services to shippers of goods to and from another country. Licensing and requirements vary from country to country. In the United States, a XX must be licensed by the Treasury Department and pass a government examination covering a broad range of knowledge, including all phases of import regulations, rates of duties, and customs law.

Customs House

An individual or firm licensed to enter and clear goods through customs.

Foreign Sales Agent

An individual or firm that serves as an international representative of, and seeks sales abroad for, a domestic company.

Additional Insured

An individual or organization listed as covered by a primary insurance agreement.

Contractor

An individual or organization providing services to a meeting or trade show and/or its exhibitors. May be Official (appointed by show management) or Independent (appointed by exhibitor). Typically refers to either a general service contractor or specialty contractor.

Vegan

An individual who does not consume any animal products, including meat and by-products such as eggs, dairy products, honey, leather, fur, silk, wool, cosmetics, and soaps derived from animal products.

Vegetarian

An individual who does not eat meat but may consume animal by-products such as dairy.

Facilitator

An individual who guides discussion and/or decision making.

Colloquium

An informal meeting for the purpose of discussion; usually of an academic or research nature and in order to ascertain areas of mutual interest through exchange of ideas. Conducted as and when convenient, but with little regularity.

Pre-Block

Assigning a specific guest room prior to the arrival of the guest.

Association of Destination Management Executives (ADME)

Association of Destination Management Executives. A member of the Convention Industry Council.

Buffet

Assortment of foods, offered on a table, self-served. Guests get up, serve themselves and come back to their table to eat. If it is already plated on the table, it is called "Plated XX." For breakfast, a "Full XX" is the most expensive option and largest selection. Includes creative displays and food stations.This is the most appropriate service for multicultural events as it permits a greater variety of food to be offered. This service is not normally appropriate for formal occasions.

Reader Board

At a facility, a listing, either printed or on a video screen, of the day's events including times and locations.

Soundscape

Atmosphere created with the use of music and sound effects.

Full-service breakfast

Attendees are usually seated at one time. A combination fo pre-set and plated service is featured. A speaker or program may be planned.

Overflow

Attendees booked into other facilities after headquarters facilities are full.

Resort Casual

Attire for warm destinations, including mid- to knee-length shorts; collarless or golf shirts; khakis and sandals. Women can wear linen sheaths, casual skirts or sundresses.

Broadcast Music, Inc.

BMI. A music licensing organization that represents individuals who hold the copyrights to music written in the United States. It grants licensing agreements for the performance of music. Together with ASCAP, the two membership organizations represent individuals who hold the copyright to approximately 95 percent of the music written in the United States. Under court decrees, ASCAP and XX are forbidden to grant special deals for individual events; the agreements that must be signed are the same for all events and cannot be altered to meet the needs of any particular one. Failure to sign agreements with both organizations could subject an event to costly and embarrassing litigation for copyright infringement.

Surcharge

Charge over and above established rates, such as an energy XX.

Peaks

Chart or list of AV equipment usage shown as daily totals throughout the duration of an event.

Proofing

Checking preliminary printed materials for errors before the final printing.

Action Station

Chefs prepare foods to order and serve them fresh to guests. Also called Performance XXs, Carving XXs, or Exhibition Cooking.

Site Selection

Choosing a venue for an event.

Wash Light

Colored light that softly illuminates an area.

Suite

Combination of interconnecting rooms generally containing a sitting room with a half-bathroom and one or more sleeping rooms.

What documents might you be required to obtain for shipping materials to other countries?

Commercial Invoice - inventory of goods shipped. Certificates of Origin - formal statement that the goods being shipped originate from a given country. Carnet - a document permitting free entry of material into a foreign country and free re-entry into the U.S. without paying customs charges at either point. Consular Invoice - description of goods shipped, including consignor, consignee and value of shipment. Export License - a license permitting the licensee to engage in the export of designated goods to certain destinations. Usually needed for highly sensitive technical or military material. Export Declaration - required for shipments valued at more than $2,500. Limited Power of Attorney - permits the customs broker to complete the customs document upon the return of your shipment to the country of origin.

Ad Hoc Committee

Committee formed to deal with a specific issue to be resolved upon making its final report.

Credentials Committee

Committee formed to verify that individuals have the necessary qualifications to attend a meeting, cast votes at a meeting, or become a member of an association.

Likert Scale

Common question format, which uses standardized response options.

One Ten/Sixty

Common term describing normally available current in North American Continent. The full expression is 110 volt/60 cycle. Many European and South American areas have 220 volt/50 cycle power only.

Complimentary

Comp. Service, space or item provided at no charge.

Security Contractor

Company hired by exhibit or event management to keep individual exhibits and the entire event floor safe using guards, closed circuit T.V., etc.

Show Producer

Company or individual who is responsible for all aspects of planning, promoting and producing an event.

Exhibit house

Company that fabricates displays.

Rental Booth/Stand

Complete booth/stand package offered to exhibitors on a rental basis.

Amenity

Complimentary items provided by a hotel in sleeping rooms such as toiletries, writing supplies, bathrobes, fruit baskets, and shoe shine mitts.

Productivity ticket

Complimentary tickets awarded by the official airline after the event according to the number of attendees who used the airline.

Audience Response System

Computer application that enables voting and then collects and displays the results, simplifying decision-making among event participants.

Audience polling

Computer application that enables voting and then collects and displays the results, simplifying decision-making among event participants.

Pre-Registration List

Computer generated list of names pre-registered with a group.

Yield management

Computer program that uses variable pricing models to maximize the return on a fixed (perishable) inventory, such as hotel rooms, based on supply-and-demand theory.

Sound Board

Console with separate channels to control volume and sound quality produced by each microphone.

Regional Security Officer (RSO)

Consular official charged with the security of his/her country's nationals while traveling in his region.

Destination Management Certified Professional

DMCP. A certification offered by the Association of Destination Management Executives (ADME).

Destination Marketing Organization

DMO. A not-for-profit organization, defined and recognized by it's incorporated local government entity as the representative organization responsible for promoting the economic development of their community through travel and tourism. DMOs assist planners by providing information on local resources and services, including site selection, pre-conference and post-convention services.

Per Diem (per day)

Daily allowance for food, lodging, and incidental expenses.

Release date

Date beyond which a facility is free to rent the unused sleeping rooms or function space to other groups.

Move-Out

Dates set for dismantling.

Move-In

Dates set for installation.

Move-In/Move-Out Dates

Dates set for installation/dismantling of an exhibition, a meeting, or other event.

Keystone Effect

Distortion of a projected image whereby the image is wider on top and narrower on bottom. It is caused when an image source is not perpendicular to the center point of the screen or projection surface.

Final Program

Document containing the definitive conference and social program, circulated immediately prior to a conference or distributed at the commencement of the event.

Housing Report

Document detailing housing utilization (reservations, pickup, etc.).

Tax Exempt Certificate

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

Quick-Change Booth

Enclosed or draped area, close to the stage, for costume changes.

Light Box

Enclosure with lighting and translucent face of plastic or glass.

Voicing

Equalization of sounds produced by a system such as a piano or a loudspeaker so that the audio spectrum is produced evenly with all notes or frequencies at the same volume.

Backline Equipment

Equipment such as amplifiers and sound equipment required by musicians in order to perform at an engagement, often rented by the event organizer.

Shell Scheme

European booth/stand system—usually includes raised floor, back and side walls, plus fascia.

Stand

European term for booth or exhibit.

Theme Party

Event at which all foods, beverages, decorations, and entertainment relate to a single theme.

Press conference

Event held to communicate information to media representatives.

Maximum Pick-Up Number

Every week leading up to an event, the event organizer should receive a room pick-up report from each hotel involved in the event. One of those weeks will have a very high number (which is the maximum pick-up number). This information is important to include in a POST EVENT REPORT.

French banquet service

Food is prepared in the kitchen and put on banquet platters. The server then transfers it onto the guest's individual plate. Takes a lot of time, experienced staff, and additional room. Stated differently - Platters of food are composed in the kitchen. Each food item is then served from the guest's left by the server from platters to individual plates. Any course can be 'Frenched' by having the dressing put on the salad or having sauce added to a entrée or dessert after it has been placed in front of the guest.

Preplated Items

Food placed on plates in the kitchen prior to being served.

Halal

Food prepared according to Islamic dietary laws.

Kosher

Food prepared according to Jewish dietary laws and restrictions.

English Service

Food service where food is brought to the table on a tray, presented to the host, who either cuts the food him/herself or chooses to have it done by the server away from the table. Vegetables are placed in bowls on the table for guests to serve themselves. See FAMILY-STYLE SERVICE.

Plated Service

Foods arranged on individual plates in the kitchen and then served to guests seated at a table.

Off Premise Catering

Foods usually prepared in a central kitchen and transported for service to an off-site location.

Exhibit Stand Contractor

Foreign term for an exhibit service contractor

Space Reservation Form

Form or special request to utilize a particular space.

General Assembly

General and formal meeting of an organization or company attended by a specified proportion at least of its members for the purpose of deciding legislative direction, policy matters, the election of internal committees and approval of financial matters. An assembly generally observes certain fixed rules of procedure.

Plenary Session

General assembly for all participants.

Billing Weight

Generally refers to airfreight and van line shipments. It is the number upon which freight charges are based. It will be the actual weight or the dimensional weight, whichever is greater.

Per Person

Goods or services priced and/or purchased according to the number of guests expected to attend the event.

Prohibited Cargo

Goods restricted by international convention. Also refers to drugs, weapons and ammunitions.

GMIC

Green Meetings Industry Council

International Association of Amusement Parks and Attractions

IAAPA

International Association of Conference Centers

IACC

International Association for Continuing Education and Training (IACET)

IACET

International Association for Exhibitions and Events

IAEE

International Association of Hispanic Meeting Professionals

IAHMP

International Association for Medical Assistance for Travelers

IAMAT

International Association of Professional Congress Organisers

IAPCO

International Association of Speakers Bureaus

IASB

International Air Transport Association

IATA. 1) (Pronounced 'eye'-AH-ta'.)

International Association of Theatrical Stage Employees

IATSE

International Association of Venue Managers

IAVM

International Congress and Convention Association

ICCA

Integrated services digital network

ISDN. A type of digital telecommunication line that provides high speed internet access for mulitple users. A single XX line carries data at 128 Kbps. Although video conferences are possible at slower speeds, XX is considered to be the minimum for acceptable-quality video transmission.

International Special Events Society

ISES - a global umbrella organization that represents professionals in all disciplines of the XX industry, can refer planners to experienced and certified professionals.

Internet Service Provider

ISP. A service that provides access to the Internet.

Permanent Import

In case of sales, with payment of duties and value added tax (VAT), or in case of free distribution, disposable or consumables usually exempted from payment of duties and VAT depending on each country. Quantity and value exempted at discretion of customs authorities.

Presentation Management

In essence, speakers submit their presentations before the event. Each is checked and verified that its working properly, then loaded onto a computer storage, which is then networked in the facility so each meeting room has a computer that will access the presentations from the server. Benefits are that it allows the association and AV company to resolve issues beforehand, capture the presentation for meeting archives, and also post onto a website if desired.

Fire Marshal

In the United States, Fire Marshals' responsibilities vary from state to state, but they are generally responsible for fire safety code enforcement, fire and arson investigation, fire incident data reporting and analysis, public education and advising legislatures on fire protection.

Dram shop laws

In the United States, a legal term for laws covering the liability of people serving alcoholic beverages. Under these laws, a party injured by an intoxicated person can sue establishments contributing to that person's intoxication. Many of these laws also cover serving alcohol to a minor. The social host may also be held liable.

Blue Laws

In the United States, state or local laws that regulate the types of businesses that must be closed, or the types of products that may not be sold on Sundays.

Institute

In-depth instructional meeting providing intensive education on a particular subject.

Paid Out

In-house facility form authorizing a cash disbursement to be charged to a master account or individual guest.

Loss Leader

Item offered by a retailer at cost or less than cost to attract customers. Also referred to as a price leader.

Refreshments

Items of food and drink consumed between main meals; usually taken during breaks between meetings. See BREAK.

Pre-Sales

Items such as books, tapes, videos, etc. sold to a client in advance of an event versus items sold in the back of room after an event.

Hand carry

Items that an exhibitor is allowed to carry unaided into a event facility without being charged.

JPEG

Joint Photographic Experts Group. A graphic file format that has a sophisticated technique for compressing full-color bitmapped graphics, such as photographs. JPEG is most commonly mentioned as a format for image files.

Work Rules

Jurisdictional regulations which govern union craftsperson's working arrangement, include what work exhibitor may perform, when overtime begins, etc.

Knock Down

KD. Exhibit or display components requiring on-site assembly.

Promotional Plan Timeline

Kick-off = 52 weeks. News releases (4): 40 weeks, 26 weeks, 20 weeks, 6 weeks. Mailings (3): 24 weeks, 16 weeks, 8 weeks.

Continental breakfast

Light morning meal consisting of pastries, juices, and hot beverages. Usually served buffet style. Can have a large variety, from limited to expansive with a basis of pastries, juice, coffee and expanded from there. Can order based on 'per attendee 'and also on an la carte basis. Saves on space and costs and when there is limited time.

Set Light

Light which illuminates background behind the performers.

Panel Dolly

L-shaped dolly with wheels on both the vertical and horizontal sides. Used for moving display panels.

Letter of Credit

L/C. A document issued by a bank per instructions from a buyer of goods, authorizing the seller to draw a specified sum of money under specified terms.

Letter of Authority

LA

Straight time

Labor performed and paid at standard rate for work during normal business hours as established by unions.

Shore Excursion

Land tours, usually available at ports of call, sold by cruise lines or tour operators to cruise passengers.

Source Language

Language from which a speech or document is translated or interpreted.

Target Language

Language into which a speech or document is translated or interpreted.

King-Size Bed

Large bed usually measuring 76-by-80 inches (190-by-200 centimeters). A long king-size bed measures 76-by-84 inches (190-by-213 centimeters).

Antitrust Laws

Laws designed to promote competition and prevent unfair practices that may lead to monopolies or suppression of competition.

Copyright

Laws that allow for the ownership of intellectual property ( such as writings, art, music). Copy-written material cannot be used without the owner's permission or the payment of royalty fees.

Interactive Learning

Learning activities that involve hands-on, direct experience activity by the learners, and interaction between learners.

Transformative Learning

Learning that occurs during the second half of life which is directed at attaining a new consciousness and self-understanding.

Liability Disclaimer

Legal statement releasing the organization from responsibility for any arrangements made by attendees with services listed by the organization (e.g., child care).

6 months

Length of promotion and registration period for an international meeting.

Personal Manager

Manager of individual artist or group of artists.

Reservation Method

Manner by which sleeping room reservations are to be made for attendees of a specific event (i.e., individually, via master list, etc.).

Exhibitor service manual

Manual or kit, usually developed by the service contractor for an event, containing general event information, labor/service order forms, rules and regulations and other information pertinent to an exhibitor's participation in an exhibition.

Follow Spot

Manually movable spotlight (a brilliant light projected onto a particular area).

Integrated marketing

Marketing activities with a common focus on the marketplace or a customer segment. The execution of each individual piece is consistent with, and supportive of, each of the other pieces of the plan.

Opening Session

Meeting or meetings of a predetermined period of time, which begin a congress or convention and in which the principal items on the agenda are usually introduced. Usually a general or plenary session.

Mbps

Megabits (millions of bits) per second. A rate of data transmission over a computer network.

Convener

Member of committee in charge of convening participants.

MOU

Memorandum of Understanding

Trapping

Method of consolidating shipments. Usually defines function of an LTL trucker grouping freight for shipment to a particular show.

Focus group

Method of doing research using a small group led by a facilitator.

Injection Molding

Method of protecting exhibit properties.

Simple Random Sample

Method of sampling in which each member of the population has an equal chance of being included in the sample.

Buzz session

Method to increase audience participation by dividing all participants in discussion groups each of which reports the group's findings and opinions during a following plenary session.

Alternative dispute resolution (ADR)

Methods for resolving disputes without going to court.

Barn Door

Movable hinged flap used on stage lights to control light spill.

Air Wall

Movable, track-mounted barrier that partitions a large area such as a ballroom or exhibition hall into smaller sections. May be sound resistant, but not necessarily sound proof. Also called a partition.

Walk-In/Out Music

Music accompanying arriving and exiting guests at an event (processional, recessional).

Walk-On

Music played while a new presenter arrives on stage.

National Association of Catering Executives

NACE

National Association of Consumer Shows

NACS

National Business Travel Association

NBTA

National Coalition of Black Meeting Planners

NCBMP

No-Carbon Required

NCR. Multi-page pressure-sensitive form where multiple copies are made by writing on the top copy of the form.

National Restaurant Association

NRA

National Speakers Association (NSA)

NSA. A member of the Convention Industry Council.

Surname

Name by which all immediate family members are known. Women usually (but not always) adopt their husband's surname upon marriage. Also called LAST NAME, FAMILY NAME (preferred). Compare With GIVEN NAME.

DMC Consortium

National and/or international alliances of destination management companies who form select communities for the purpose of sharing collective efforts for business sharing, education, ethics and destination management industry monitoring.

Convention and visitors bureau (CVB)

Not-for-profit organizations charged with representing a specific destination and helping the long-term development of communities through a travel and tourism strategy. Convention and visitor bureaus are usually membership organizations bringing together businesses that rely on tourism and events for revenue. For visitors, these organizations are like a key to the city. As an unbiased resource, they can serve as a broker or an official point of contact for convention and event planners, tour operators and visitors. They assist planners with event preparation and encourage business travelers and visitors alike to visit local historic, cultural and recreational sites.

Billing instructions

Notice as to how charges for an event should be handled and to whom invoices should be addressed.

Over-set

Number of covers set over the guarantee. Paid for by the client only if actually consumed. Usually it is 3 - 5% when more than 100 meals and is often made as vegetarian meals. When under 100 meals, it is up to 10%, based on negotiation.

Pick-up

Number of facility guest rooms actually used out of a room block.

House Count

Number of guests or sleeping rooms actually occupied on a particular night.

Room Capacity

Number of people that can function safely and comfortably in a room.

Room Occupancy Pattern

Number of single, double, triple, etc. rooms used.

Room Nights

Number of sleeping rooms blocked or occupied multiplied by number of nights each room is reserved or occupied.

Occupational Safety and Health Administration

OSHA

Over the Road

OTR. Freight that moves on the road, typically shipped directly to the convention center.

Fly

Objects, scenery or audio-visual equipment mounted from above.

Induced Spending

Occurs when employees in a host destination's travel industry and its suppliers spend their wages in the local economy. This chain of buying and selling among businesses and employees continues until the original direct spending leaks out of the local economy.

Participatory Learning

Occurs when the participants share knowledge, experience and work together to learn.

Wings

Off-stage area out of audience sight lines.

Accreditation

Official authorization or approval; to provide with credentials; to recognize or vouch for as conforming with a standard; to recognize a post-secondary institution or degree-bearing program as meeting and maintaining academic standards.

Forum

Open discussion with audience, panel, and moderator. A meeting or part of a meeting set aside for an open discussion by recognized participants on subjects of public interest.

Keynote Address

Opening remarks or presentation at a meeting that sets the tone or theme of the event and motivates attendees.

Consecutive Interpretation

Oral translation of several phrases or entire speeches from one language to another. Speaker pauses between phrases to allow for interpretation.

Interpretation in Relay

Oral translation utilizing two interpreters. Because the first person is not master of the second language, another makes the final interpretation to the audience.

Relay Interpreting

Oral translation whereby an interpreter does not translate directly, but interprets the translation of a colleague, usually because s/he is not qualified to work directly from the original language.

Floor Order

Order for exhibitor services placed on-site after exhibit set up begins. Usually more expensive than an ADVANCE ORDER.

Official Contractor

Organization appointed by show management to provide services such as set-up and tear-down of exhibit booths and to oversee labor, material handling and loading dock procedures. Also known as GENERAL SERVICE CONTRACTOR.

Program Development

Planning that takes place before an event regarding its specific content and fabric.

Base Plate

Plate used under bowl, glass, condiments, and so forth.

Underliner

Plate used under bowl, glass, condiments, and so forth. See BASE PLATE.

Projection Booth

Platform or area from which audiovisual presentations are controlled.

Runway

Platform which extends from a stage into the audience area, often used for events such as fashion shows.

Speaker Platforms

Platforms on the right and left of stage used to elevate sound equipment.

Family-Style Service

Platters and bowls of foods are set on the dining tables, from which guests serve themselves. Usually involves guests passing the containers to each other. See ENGLISH SERVICE.

Skirting

Pleated or ruffled draping used around buffet, reception, head tables, and risers or stages to conceal the area underneath.

Prefab

Pre-built exhibit ready for installation.

Guaranteed Reservation

Pre-paid reservation held until agreed arrival time, or check-out time the next day, whichever occurs first. Guest is responsible for payment if reservation is not cancelled.

Given Name

Preferred form for international registration documents in place of first name. Same as FIRST NAME.

Exhibition manager

Preferred term for the specific person responsible for all aspects of planning, promoting, and producing an exhibition.

Family Name

Preferred term for use on event housing and registration forms to indicate the name by which all immediate family members are known. Same as LAST NAME, SURNAME. Compare with GIVEN NAME.

Event Site

Premises where an event will be held. See SITE.

Structured Question

Prepared questions, usually eight or ten per one hour presentation, to be distributed in advance of the session to selected attendees. Following each presentation, attendees ask questions from the list.

Public Relations

Presentation of an event via the media or other outlets, stressing the benefits and desirability of such event.

Venue-finding

Prevalent in the UK and now in most countries, this is an agency that specializes in finding sites for events.

Inclusive

Price charged clients that includes all applicable gratuities and consumption taxes.

Technical Writer

Someone hired by a speaker to prepare scripts, workbooks, audios, videos, or articles on contract.

Monophonic

Sound from one source, such as a single loudspeaker or earphone. In most concert performances, this is the type of sound provided to the audience. See PA SYSTEM.

Reflection

Sound or light energy which returns from a surface when struck. The amount and angle of reflection depends on the type and size of the reflecting surface and the frequency (wavelength) of the energy.

Point Source

Sound originating from a single source, or as if from a single source, and filling an entire space. This type of sound system is most often seen in a concert configuration, where the stage and sound system is at one end of the room and no additional sources of sound are used.

Optical Sound

Sound that is recorded by photographic means on film. sound recorded on and subsequently played back from an optical or photographic soundtrack, as opposed to a magnetic soundtrack

Reverberation

Sound which appears to echo and re-echo in weaker and weaker levels.

Storage Area

Space at a show set aside for storage of crates or materials.

Amplifier

This tool increases the level of sound signals so they can be heard throughout the room or function space.

Ellipsoidal Spotlight

Type of adjustable spotlight formerly known as a klieg light. It is used to light lecterns, signs and areas that need a tightly focused pool of light. See LEKO.

Leko

Type of adjustable spotlight used to light lecterns, signs and areas that need a tightly focused pool of light. Also project gobo patterns.

Site VisitTimetable

Three years out: one visit. Two years out: two visits. One year out: minimum of two visits.

Refreshment Break

Time between meeting sessions. May include coffee, soft drinks, and/or food items. Some are planned around a theme.

Show Breaking

Time specified for the close of the exhibition and the start of dismantling.

Soft Opening

Time when a property is open for business, prior to the grand opening. All services/facilities may not be complete or available.

Overtime

Time worked by an employee outside of, or in addition to, regular working time or beyond the standard forty-hour workweek.

12 - 18 months in advance

Timeline that F&B prices should be negotiated for events whose contracts are signed multiple years in advance of the event date

Pre-Populate

To automatically supply a data field on a form with information

Refresh

To clean function space after specific functions, or during break periods. Usually involves refilling water pitchers, removing soiled articles, changing glassware, and performing other light housekeeping chores.

Russian banquet service

Type of food service for a seated function. The food is prepared in the kitchen and put on a platter. After dishes are brought out, the server then holds the platter and the guest serves themselves.- Stated differently - The food is fully prepared in the kitchen. All courses are served either from platters or an escoffier dish. Tureens are used for soup and special bowls for salad. The server places the proper plate in front of the guest. After the plates are placed, the server returns with a tray of food and, moving counter-clockwise around the table, serves the food from the guest's left with the right hand. With this style of service, the server controls the amount served to each guest.

Russian restaurant service

Type of food service for a seated guest. Food is cooked tableside, but then put on platters to be placed for the entire table where guests eat family style.

Non-performance

To neglect to carry out an agreement.

Controversy Panel

To stimulate interest and debate, arrange for two or three views of a controversial issue to be presented.

Outsource

To subcontract a task or responsibility to a supplier to handle some aspect of an event, instead of using in-house staff.

Economic Multiplier

Total economic impact divided by direct spending.

Room block

Total number of sleeping rooms that are utilized and attributable to one event.

Mylar

Trade name for polyester sheeting, usually clear or decorative metallic reflective finish.

Segue

Transition between two audio passages or video segments.

Parabolic Screen

Type of front projection screen surface which is rigid and allows only narrow angle viewing.

Room-based

Type of land-based videoconferencing system designed to manage communication between one group of people, usually in a conference room setting, with another group or groups in similar settings elsewhere. There are many public facilities that offer this service that can be found through internet searches (i.e. MIVNET)

Teleconferencing

Type of meeting which brings together three or more people in two or more locations through telecommunications. See CONFERENCE CALL.

T-1 line

Transmitting data at speeds of up to 1.544 Mbps, operates at a much higher capacity than an ISDN line and can be split to accommodate several users at one time (known as a fractional T-1).

T-3 line

Transmitting data at speeds of up to 44.184 Mbps, is faster than a T-1 line, allowing performance of more tasks simultaneously at a greater speed.

Common carrier

Transportation (ground/truck) company which handles crated materials; an agency or business that is available to the public for transportation of persons, goods, or messages; usually referring to freight transportation on regularly scheduled trucks or airplanes.

Shuttle service

Transportation for participants; usually by coach or van, provided on a continuous basis for a certain time period.

Familiarization (fam) trip

Trip offered to potential buyers of a venue, a program designed to acquaint participants with specific destinations or services and to stimulate the booking of an event. Often offered in groups, but sometimes on an individual basis.

Contract Carrier

Trucking company that enters into a specific contract with a shipper to transport goods for an agreed-upon price. Contained within the contract are all the terms and conditions, liability, transit times, etc.

Network

Two or more computers or peripherals that are linked together for the purpose of sharing data.

Peninsula

Two or more exhibit spaces back to back with an aisle on three sides. Also Called END CAP.

Video Formats

Type and size of the recording format in which a video presentation is recorded or played back. These include VHS (the most common), Beta, U-Matic, 1 inch, ¾ inch and ½ inch.

Fixed Assets

Usually non-liquid assets that are integral to the enterprise's day-to-day business operations (e.g. factories, equipment, furniture and real estate).

Abstract Board

Usually rolling corkboards used for attaching copies of research papers for authors to discuss with participants.

Value-added tax (VAT)

VAT. A tax that is added to a product at each step of the manufacturing and marketing process reflecting value which has been added to the product by processing.

Very Important Person

VIP. Person who has a special function at the event (speaker, dignitary, etc.) and should be treated with special care and attention.

Schoolroom Perpendicular Set-Up

Variation of schoolroom set-up in which tables are perpendicular to the head table, and chairs are placed on both sides of the tables.

Sound Check

Verification, often by the performer, that the sound system to be used for the performance is functioning satisfactorily. Usually this is one of the final steps of the move-in.

VIP

Very Important Person. Person who has a special function at the event (speaker, dignitary, etc.) and should be treated with special care and attention.

VHS Format

Video Home System. Video tape recorder and player utilizing ½-inch (1.27 centimeter) tape. Not compatible with beta format.

Master Monitor

Video monitor which shows only the picture being aired.

Rear projection

Video or image presentation where the screen is between the viewer and the device.

Interactive Video

Video programming which allows the viewer to be involved in an active way with the information to be presented.

Betacam (BetaSP)

Video system - Standard for analog video -Near broadcast-quality image - limited recording time per tape (90 min) - tape stock is somewhat costly

Video Home System (VHS)

Video system. - Never intended to be projected on a 20' screen - provides long record/playback time - Lowest image quality - Tape stock is inexpensive

Point to point

Videoconferences between two locations are called

Point to multipoint

Videoconferences broadcast from one location to two or more locations are known as...

OT Labor

Work performed on overtime, billed at either time-and-one-half or twice the published labor rates.

Pad Wrap

Wrap needed for protection of goods that are shipped without additional crating.

Payment Order

Written authorization for payment to be made.

Conflict of interest statement

Written document requiring individuals to disclose any conflicts of interest that may be created by their involvement with an organization.

Interpretation

XX refers to changing the spoken word from one language to another. It is either simultaneous or consecutive.

Translation

XX refers to changing the written word from one language to another.

Carbon neutral

the point at which enough carbon is offset or sequestered to cover a specific amount of carbon generated by a manufacturing process, transportation method, product usage, building or individual.