ACM 463 Midterm

Runner

Also known as Production Assistant, is usually someone familiar with the community who is employed locally by the act or promoter to provide a means of transportation for crew members and to serve as a "go for" for the acquisition of various services and sundry items needed during an event's stay in a facility.

BEO

Banquet Event Order - A document that confirms a food/beverage service for a select group of people.

Co-Pro

Co-Promoted - Generally is a term to describe an event that the facility becomes involved with on at least a partially at-risk basis. In a co-promoted arrangement, the facility might not change a guaranteed rent, and in some cases expenses, and earns a negotiated percentage of gross ticket sales. Some events are only willing to book a facility if the facility is willing to become an active promotional partner. By sharing in the downside risk, facilities can possibly earn more revenue through a co-promotion than a standard rental relationship.

Contracted

Contract that has been signed and returned, usually with a rent deposit.

Tentative Contract

Contract that is in the process of being negotiated during the time the date is on reserve/tentative hold.

Promoter

Contracted person(s) or company(ies) responsible for costs, production and promotion of an event.

Avails

Dates that are available for booking.

Mission Statement

Defines a facility's basic public purpose, often in two powerful statements.

Turnstile

Device that can keep the flow of an entering crowd at a controllable level, count the number of guests passing through, and discourage or prevent unauthorized entry, usually in the form of a rotating set of arms, permitting only one guest per arm. They can either be permanent or portable.

Request for Qualifications

Document issued prior to a request for proposal. The purpose is to ascertain that the respondent is qualified by knowledge, experience and financial capability to provide specified goods or services.

Incident Report

Documentation of what occurred during a situation and what steps were taken in response. Such documentation is usually made by a member of a facility's staff on a pre-printed form.

Casual Labor

Employees not holding regular positions and working only as opportunity opens (on-call). These employees may be released or furloughed when there is no work for them to perform.

Trade Show

Exposition held for members of a common or related industry and not open to the general public.

License Application

Form completed by potential facility user demonstrating the necessary financial resources, prior experience and ability to produce an event.

FOH

Front of House - The area in a facility which the public typically occupies. This area typically includes lobbies, concession stands, public restrooms, ticket office and the seating area.

Box Office Advance

Funds advanced to an event promoter from revenue derived from event ticket sales and paid in advance of the event settlement; the fulfillment of the contract by the event promoter or prior to the conclusion of the event.

Crowd Control

General term for the combined services involved in managing the direction and demeanor of an audience.

Rigging

General term for the rope and pulley arrangement in the grid of a theater or the chain motors and wire cables used in an arena or amphitheater.

Break-Even Operation

Generally refers to a public assembly facility that does not require an operating subsidy from its owner to cover annual operating expenses; operating revenue is sufficient to cover operating expenses. Debt service, capital improvement reserves and taxes are typically excluded as operating expenses.

Helpers

In the context of this text, entry level apprentice workers employed to assist professional craftsmen.

Outsource

The act of assigning work to an outside provider.

Ingress

The act of entering a public assembly facility or other location.

Egress

The act of leaving or exiting a public assembly facility or other location.

Crisis Management

The plan and process of responding to an emergency situation and minimizing damage to property or injuries to persons once an emergency or crisis has occurred.

Confirmed Contract

A contract that has been negotiated, agreed to and is awaiting signatures.

Reserve

A date that has been tentatively held by a potential client for an event awaiting final contract negotiations. Also called a "tentative hold".

Dark

A date without a performance or event and not usually available for book.

Settlement

A detailed itemization of ticket sales, production expenses, building rent, box office costs and all other event-related expenses.

Production Rider

A document detailing an event's specific technical requirements in terms of stage, location and size, sound and lighting equipment, mixer location, catering, etc. and other pertinent information.

Ticket Manifest

A document that is used as evidence to prove the number of tickets printed for an event which hard tickets are preprinted. Also, a statement generated by a computerized ticketing system. Both document the number of seats programmed for a specific event and includes the number of tickets sold, unsold, held, killed and issued as complimentary for a specific event or series of events.

Panic Hardware

A door latching assembly incorporating an unlatching device, the activating portion of which extends across at elast one half the width of the door leaf on which it is installed. (UBC) Panic hardware allows anyone to open a door to permit exiting/egress even if the door is locked from the entry/ingress side.

Union Shop

A facility which has a contract with a union and is able to hire any person without regard to union membership, but said employee must then join the union within a specified period of time and pay dues. This does not apply in Right to Work states.

Bundling

A market strategy used to help promote events in public assembly facilities and used to encourage patrons and fans to make a long-term commitment by purchasing a number of events in bulk. The season ticket or subscription series of events is offered at a bulk price which is usually less than the combined individual rates of each event.

Cross-Bounce Coupon

A marketing tool used to increase sales of tickets to an event or retail product by offering a value-added benefit for the customer either in the form of a discount on the price of a ticket to an event or a discount on a retail item at a participating retail outlet or on something offered by some other promotional partner. Cross-bounce coupons are usually printed as part of a print ad for an event, but can be separately printed advertising/promotion collateral.

Promoter Packet

A pamphlet or brochure designed to familiarize a new promoter with the features and services of a public assembly facility. The contents of a promoter packet frequently includes information such as line drawings of spaces available for rent, seating diagrams, meeting room layouts, list of house-owned equipment, fire and safety codes, labor rates, maps of the area, etc. Promoter "packets" are increasingly being hosted on a facility's web site where the level of information provided is only limited by the creativity of the facility's management.

Loader

A person that is hired temporarily, often a union employee (Teamsters, IATSE), to unload/load freight to and from a truck or railcar.

Rigger

A person who installs rigging.

Audit Stub

A portion of a ticket created by perforations that are retained by a ticket seller to document that the ticket was sold and at what price. Audit stubs are an inventory control device and accounting tool that identifies the price at which a ticket was sold: discount, child, full price.

Self-Sustaining

A public assembly facility that does not require an operating subsidy from its owner to cover annual operating expenses and is similar to a "break-even operation."

Running Schedule

A schedule used to help manage an event that lists important event production elements with corresponding times when they are scheduled to occur. Elements of a running schedule for a concert include the length of time an opening act performs, intermission beginning and ending times, and the time a headliner is scheduled to appear and how long they will perform.

Production Call

A specified list of required personnel, many of whom may be temporary, that are needed to run the equipment or perform duties during the actual performance.

Show Call

A specified list of required personnel, many of whom may be temporary, that are needed to run the equipment or perform duties during the actual performance.

Labor Call

A specified list of required temporary personnel that must be available at a specified time and place, including stagehands with specific skills.

Commissaries

A warehouse or production room for food, beverage and/or merchandise. The term is also used to describe a vending room that supplies products to the hawkers selling in the seats of a venue.

Contract

A written agreement between two or more parties in which it is agreed that one party will perform a desired work or provide a service for which the other will pay some form of compensation.

Cost Estimate

A written or verbal estimate provided by a party providing goods or services to another of the resources require to provide said goods or services.

Signage

Advertising display typically located in arenas and stadiums and to a lesser extent in convention centers, performing arts center and other public assembly facilities. Signage is typically located on scoreboards and electronic message boards, outdoor marquess, interior fascia between seating levels and concourse walls over concession stands, etc.

Petty Cash

An account and location where a small amount of cash is stored for incidental expenses in purchasing or the reimbursing of inexpensive out-of-pocket expenditures.

In-House

An activity that is conducted within, coming from or being within an organization. Refers to services provided by the facility itself rather than through outside, third-party contractors. Food and beverage concessions and advertising services to event promoters are common examples.

Limited Contract

An agreement between two parties that is restricted to specific issues, such as purposes, date and time and that usually expires at the conclusion of an event.

External Audit

An audit conducted by an individual or firm that is independent of the company being audited. Auditors typically are called in for an annual audit, after the completion of the company's fiscal year. Their role is to give an opinion of the financial statement's reflection of the status and operations of the company being audited. Based on what they witness during the audit, they will also produce, for management and board use, a management letter.

Exhibition

An event at which products and services are displayed.

Internal Audit

An independent appraisal of the financial health of a company's operation by its own employees. Employees who carry out this function are called internal auditors.

Ticket Broker

An individual or agency reselling tickets in a locale where selling a ticket for more than face value is legal under specified condition.

Box Office Statement

An itemized accounting of tickets distributed (sold or complimentary), or unsold and the corresponding monies collected for a specific event.

Event Timeline

An outline or timeline used to help manage an event that lists dates when important event production details are scheduled to occur in the event management process.

Reconciliation

Audit reports conducted to reconcile cash and financial performance statements.

Private Management

Generally refers to a publicaly owned facility contracting with an outside operator that specializeds in the management, marketing and operation of public assembly facilities. The motivation for entering into such a relationship is often because it offers the owner the opportunity to operate, market and compete in a "business-like" manner not generally possible within their own system.

Ancillary Revenue

Generally refers to income earned from events other than rent and expense reimbursements. Typical examples of ancillary income include concessions and catering, merchandise (novelties), parking and decorating.

Pouring Rights

Generally refers to the award of exclusive soft drink rights in return for an annual rights payment to the facility. It is generally against federal and most state laws to solicit advertising payments in return for exclusive arrangements involving beer, wine and/or alcohol.

Packaging

Generally refers to the process whereby the facility, individually or with one or more of its prime tenants, packages respective inventory through a combined sales staff in order to offer clients the broadest possible means by which to become advertising and sponsorship partners. Income received is simply allocated on a predetermined basis.

Stagehand

Generic term for backstage production personnel not performing in front of the audience.

Premium Seating

In arenas and stadiums, premium seating refers to the sale of individual "club" seats, the cost of which generally include tickets to all prime tenant sporting events. All other tickets must be purchased on a right of first refusal basis.

Change Order

In construction or renovation, formal change made to final construction documents. A change order may affect the final cost of a construction or renovation project up or down or not at all, or it may change the length of the construction time. For a banquet, a formal change made to a Banquet Event Order changing a food service event.

Personal Seating License

Is typically used at the outset to raise funds to help finance a public assembly facility. The buyer essentially "buys" a seat(s) and has the right of first refusal to then buy tickets for all events.

Emergency Preparedness

Maintaining a plan and performing regular training to best respond to any incident, situation, or occurrence that could possibly result in the injury/death or employees, patrons, clients or visitors at a facility and/or cause any damage to the facility, equipment and its contents.

Cost Accounting

Method of accounting which emphasizes the determination and the control of costs, particularly the costs of proudction and the final product. It deals with actual costs to be reported on finanacial statements. One of the principle functions is to assemble and interpret cost data, both actual and prospective, for the use of management in controlling current operations and in planning for the future.

Hotel Nights

Nights in a hotel reserved and/or actually used by convention or meeting delegates. One room rented for one night is a hotel night or room night.

Fixed Overhead

Ongoing administrative expenses of a business that cannot be assigned to a specific business activity and that tend to stay the same whether sales go up or down, e.g. rent, utilities, telephone, insurance, etc.

Umbrella Group

Organization that links together a larger consortium of entities.

Resident Companies

Organizations for which the facility is their home. In a performing arts facility, it might include symphony orchestra, opera and/or theatrical drama companies. In arenas and stadiums it typically includes sports franchises.

Volunteers

Persons who perform or offer to perform a service of his or her own free will, usually at no charge.

Pipe and Drape

Pipe material with fabric draped form it to make up side rails and the back wall of a trade show booth or a temporary barrier.

Sponsor

Refers to a business, organization or individual that pays fees to associate its name with a special event. Various sponsorship levels are available including, for example, "presenting," "associate," and "media."

Donor

Refers to a business, organization or individual who gives money to a fundraising drive, often to a performing arts center itself and /or one or more of its shows or to a university athletic department.

Subsidized Operation

Refers to a facility that has operating expenses greater than the revenue it can generate and which, therefore, requires annual financial assistance (subsidy) from its owner.

Naming Rights

Refers to a form of advertising and marketing whereby a business, organization or individual, places its (his/her) name on a favility for a fixed amount of money over a period of years or oten with universities in perpetiuity. In return, then naming rights sponsor is guaranteed benefits such as luxury suites, club seats, name also on the scoreboard and other inside advertising signage inventory, name on tickets, brochures, event advertising, the right of first refusal to sponsor certain events, employee group discounts and the like.

Luxury Suites

Refers to a form of premium or VIP seating sold in arenas and stadiums. Suites are physically separated from the general seating and might typically offer cushioned seats, standing room for additional guests, catered meals and drinks, closed circuit TV, special VIP access including parking, restroom facilities, concierge services and other amenities.

Yellow Card

Refers to a union contract agreement for stagehands between show producer and organized labor which applies to traveling, touring shows.

Parent Organization

Refers to owner or oversight authority/entity of which the facility or operations is a subsidiary thereof.

Physical Plant

Refers to the equipment commonly associated with the heating, ventilation and air condition (HVAC) system, electrical distribution system, plumbing/sewage system, etc. within a public assembly facility.

Group Ticket Sales

Refers to the process of selling blocks of tickets to groups. Group tickets are usually offered for specific performances at a discount.

Market Position

Refers to the relative competitive standing of a facility in its general market area.

RFP

Request for Proposal - Process by which an outline of desired goods or services is responded to by vendors.

Ancillary Revenue Streams

Revenue source in addition to facility charges of rent, labor and equipment to include, but not limited to food/beverage sales, catering commissions, novelty/souvenir sales, parking fees, advertising commissions, ticket/facility surcharges, naming rights fees, sponsorships, etc.

Ancillary Services

Revenue sources available to facility managers by providing basic services such as food and beverage, merchandising and novelty sales, and parking services. Additional services such as equipment rentals, computer cafes, freight handling (drayage), providing box office services to other organizations, event advertising, and automatic teller machines, are just a few additional examples of such revenue generators.

Net Operating Surplus

Revenue that is generated and retained in excess of the total operating expenses of a facility.

Obstructed View Seats

Seats in a public assembly facility from which the view of the stage, performance area or playing field for an event is blocked or hidden from sight. Such seats may provide a view of the stage, performance area or playing field on video screens.

Limited View Seats

Seats in a public assembly facility that offer only a partial or restricted view of the stage, performance area or playing field where the event is being held or staged.

Followspot

Spotlight mounted on a swivel socket in order to produce a sharp movable beam of light which can travel with the subjects on a stage or ice surface as they move from place to place.

Motor Control Center

That portion of the facility that is devoted to engineering and mechanical switch gear.

Back-of-House

That portion of the facility where public access is not permitted, usually behind the stage, production area and /or other restricted areas such as mechanical rooms, dressing rooms, kitchen, etc. Beyond the physical location this term can be used in conjunction with building functions.

Changeover

The activities required to change from one stage set-up, seating configuration, etc. within a public assembly facility to another, different set-up or configuration necessitated by the requirements of different types of events or tenant's production needs.

Golden Circle

The condition in which the best seats in the house are set-saside and are sold at a significantly higher price. The difference between the golden circle price and the next highest priced ticket is considered a donation. Often used for charity sponsored fund raising events.

Revocable Permit

The consent or authorization to enter, occupy or for other purposes remain upon a premises that can be revoked, recalled or withdrawn.

Zamboni

The given name (manufacturer) of a maintenance vehicle used for preparing ice surfaces. Often used generically.

Turnstile Count

The number of customers or guests who enter the facility for an event as recorded by a turnstile.

Drop Count

The number of ticket stubs collected for a single even at the entry point(s) of a facility. If bar coded tickets are used, a report is provided in place of the physical ticket stubs.

Advertising Campaign

The plan for advertising, promotions, and other means by which tickets for events are advertised and promoted in electronic media (radio and TC), in print, over the Internet, via direct mail, or by other means of general and/or direct contact.

Crowd Management

The planning of, and the work performed by ushers, ticket takers, peer-group security, medical teams and facility management to provide the safety and security for the general public attending events.

Billed Back

The process by which one party that provides goods or services to another party bills for and receives reimbursement for the goods and/or services provided.

Scale-the-House

The process of assigning different ticket prices to different seating areas within a public assembly facility whereby prices vary depending on the seat location.

Risk Assessment

The process of evaluating the severity and frequency of loss associated with a particular activity or event.

Risk Management

The process of identification or risk, analysis of risk as to its likelihood, frequency and severity, risk reduction/elimination and transfer, to the extent possible, or the remaining risk.

Event Management

The process of planning and disseminating information and communicating pertinent event production requirements to a facility's staff which results in the coordination of activities that leads to the successful production of an event.

Fixed Assets

Those assets of a permanent nature required for the normal conduct of a business, and which will not normally be converted into cash during the ensuing fiscal period. For example, furniture, fixtures, land and buildings are all fixed assets. However, accounts receivable and inventory are not. Sometimes call PLANT.

Variable Expenses

Those business expenses that usually fluctuate in direct proportion to a level of activity, such as units of production or sales volume.

Bar Coded Tickets

Tickets bearing a series of vertical bars of varying widths conforming with the Universal Product Code used especially for computerized inventory control. Bar coded tickets are now used during the admission process at numerous facilities.

Trade Tickets

Tickets for an event that are offered by an event promoter in exchange for event-related goods or services such as advertising, equipment, etc.

Complimentary Tickets

Tickets to an event issued at no charge to the recipient. Complimentary tickets are specially marked, punched or printed tickets which have no monetary value. Some contracts require the promoter to pay the facility rent as if the tickets had been sold. Usually this is limited to only the number of tickets issued as complimentary in excess of the number allowed in the contract.

Gross Revenue

Total revenue generated before any expenses or taxes are applied or paid.

Governing Body

Typically refers to the highest authority of a facility's ownership level. Examples include city councils, county commissions, university board of regents, or a board of directors of a private corporation.

Deadwood

Unsold tickets that remain in inventory.

Full-Service Venue

Usually refers to a facility that provides all critical support services necessary for the tenant to successfully present/produce their event.

Branding

Usually refers to a relationship whereby a food and/or beverage product is given exclusivity in return for agreeing to purchase advertisements and generally promote its presence at the facility via its own advertising, marketing, and point-of-sale promotions in the general market area.

Event Operation

When used as a verb, the process of running an event. When used as a noun, the various units needed to operate the event and facility, including, but not limited to, technical staff, sound and lighting operators, laborers, electricians, changeover crews, maintenance staff, etc.

Certificate of Insurance

Written verification of types, terms, and amounts of insurance carried by the named insured which are sent to those who require proof of such coverage.