T311 Chapter 1-8

Symposium

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

Festival

a special celebration usually involving the community

Pole Tent

a temporary fabric covered shelter that is supported by one or more poles in the middle of the area

Incentive Travel/Incentive Trip

a travel reward given by companies to employees to stimulate productivity

Hotel

a type of accommodation where one pay for services

Clinic

a workshop-type educational experience where attendees learn by doing

Event

an organized occasion such as meeting, convention, exhibition, special event, gala dinner, etc. An ____ is often composed of several different yet related functions

Prefunction Space

area adjacent to the main event location often used for receptions prior to a meal or coffee breaks during an event

Exhibit Hall

area within a facility where the exhibition is located

Nonprofit Association

association whose members may not benefit financially from tits net worth

Banquet Event Orders (BEO)

form most often used by hotels to provide details to personnel concerned with specific food and beverage function or event room set up

Corporate Meeting

gathering of employees or representatives of a commercial organization. usually, attendance is required and travel, room, and most meal expenses are paid for by the organization

Site Inspection

in-person on-site review and evaluation of a venue or location for an event

Accepted Practices Exchange (APEX)

initiative of the meeting, expositions, events, and conventions (MEEC) industry managed by the Convention Industry Council (CIC). ___ develops and manages the implementation of accepted practices (voluntary standards) for the industry

Trade Fair

international term for an exhibition

Loss Leader/Price Leader

item offered by a retailer at cost or less than cost to attract customers

Permit

license required by many local governments to use parks or even private property for special events. the police, the fire department, and (in many places) the building code officer must be notified when a permit is desired

Agenda

list,outline, or plan of items to be done or considered at an event or during a specific time block and may include a time schedule

Schedule

listing of times and locations for all functions that compose the overall meeting or event

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 exhibitors participation in an exhibition

Meeting Professionals International (MPI)

member organization of the Convention Industry Council (CIC)

Promotional Mix Model

mix that includes four elements advertising, sales promotion, publicity, and/or public relations, and personal selling. however, this author vies direct marketing as wells as interactive media as additional major elements

Concessionaire

person or company that operates the concessions( all inclusive plan offered by conference centers that includes lodging, all meals and support services)

Meeting Professional

person whose job is to oversee and arrange every aspect of an event. This person can be an employee or hired by large companies, professional associations, or trade associations to plan, organize, implement, and control meetings, conventions, and other events

Convention Services Manager (CSM)

person whose job is to oversee and arrange every aspect of an event. the ___ can be an employee or hired to plan, organize, implement, and control meetings, conventions, and other events

Needs Analysis

planing tool used to determine the clients needs and expectations for a meeting

Sales and Marketing

process of identifying human wants and needs and developing a plan to meet those wants and needs. It encompasses everything involved with convincing an attendee to come to the event and also refers to providing information to support the exhibit sales function

Destination Marketing Company (DMC)

professional services company possessing extensive local knowledge , expertise, and resources and specializing in the design and implementation of events, activities, tours, transportation, and program logistics. depending on the company staff specialist in the company, a ____ offers, but is not limited to, the following: creative proposals for special events within the meetings; guest tours; VIP amenities and transportation; shuttle services; staffing within convention centers and hotels;team building, golf outings, and other activities; entertainment, including sound and lighting; decor and theme development; ancillary meetings for management professional; and advance meetings for management professionals; and advance meetings and on-sire registration

Per Diem Rates

rate paid per day. some event attendees such as government employees, have limited amount of money (a daily allowance) they can spend per day on food, lodging, and other expenses

History

record of an event

Outlet

restaurant, lounge, or retail store within a facility

Incentive Event/IncentiveProgram

reward event intended to showcase persons who meet or exceed sales or production goals

Boardroom

room set permanently with a fixed table and suitable seating

Program

schedule of events that give details of times and places

Destination Marketing Association International (DMAI)

worlds largest resource for official Destination Marketing Organizations (DMOs) dedicated to improving the effectiveness of DMOs in more than 25 countries. ___ provides members with educational resources, networking opportunities, and marketing benefits worldwide

Seminar

(1) A 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 ten to fifty specialist who have different specific skills but have a specific common interest and come together for training or learning purposes. The work schedule of a ____ has the specific object of enriching the skills of participants

Destination

city, area, or country that can be marketed to groups or individuals as a place to visit or hold an event

Exhibitor-Appointed Contractor (EAC)

company other than the designated "official" contractor providing a service to an exhibitor. ___ are a subset of service contractors that work for the exhibiting company and travel throughout the country setting u and dismantling their booths rather than working from one city or location

Exposition(Exhibition) Management Companies (EMC)

company that is in the business of owing and managing trade shows and expositions. ___both develop and produce shows that profit their companies as well as produce events for sponsoring corporation, association, or government client

Amentity

complimentary item in sleeping rooms such as writing supplies, bathrobes, fruit baskets, shower caps, and/or shampoo provided by the facility for the guest

Request For Proposal (RFP)

document that stipulated what services the organization wants from and outside contractor and request a bid to perform such services

Community Infrastructure

those facilities and companies in a locale that support the Meetings, Exhibitions, Events, and Conventions (MEEC) industry

Education Session

time period during which information or instruction is presented

Workshop

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

Conference

(1) a participatory meeting designed for discussion, fact-finding, problem solving, and consultation. (2) an event used by any organization to meet and exchange views, convey a message, open a debate, or give publicity to some are of opinion on a specific issues. No tradition, continuity, or periodicity is required to convene a _____. Although not generally limited in time, ____ are usually of short duration with specific objectives. _____ are generally on a smaller scale than congress

Expositions/Exhibition

(1) an event at which the primary activity of the attendees is to visit exhibits on the show floor. these events focus primarily on business-to-business (B2B) relationship. (2) a display of products or promotional material for the purposes of public relations, sales and/or marketing

Forum

(1) an open discussion with an audience, panel, and moderator. (2) a meeting pr part of a meeting set aside for an open discussion by recognized participants on subjects or public interest. also for legal purposes, as part of the proceedings of a tribunal, court, or similar body

Fair

(1) enterprise principally devoted to the exhibition of products of agriculture or industry. typically, ___ also provide entertainment activities such as rides, games, and food concessions. (2) exhibition or products or services in a specific are of activity held with the objective promoting

Proposal

(1) plan put forth for consideration or acceptance. (2) communication sent by a supplier to a potential customer detailing the supplier's offering and prices

Venue

(1) site or destination or meeting, event, or show. (2) location or a performance, such as a hall, a ballroom, or and auditorium

Assembly

(1) the process of erecting display component parts into a complete exhibit. (2) a general or formal meeting of an organization attenuated by representatives of its membership for the purpose of deciding legislative direction, policy matter, the election of internal committees, and approval of balance sheets, budgets, and so on. Consequently, its usually observes certain rules of procedure for its meetings, mostly prescribed in its articles and bylaws

Congress

(1) the regular coming together of large groups of individuals, generally to discuss a particular subject. it will often last several days and have several simultaneous sessions. the length of time between ____ is usually established in advance of the implementation stage and can be either semi-annual or annual. most international or world ____ are of the former type, whereas national _____ are more frequently held annually. (2) a meeting of an association of delegates or representatives from constituent or organizations. (3) a European term for convention

Network

(1) two or more computers or peripherals that are linked together for the purpose of sharing data. (2) two or more people gathering in an informal setting

Panel Discussion

Instructional technique using a group of people chosen to discuss a topic in the presence of an audience

MEEC

Meetings, Expositions, Events, and Conventions

Trade Show

an exhibit of products and services targeted to a specific clientele and not open to the public

Institute

an in-depth instructional meeting providing intensive education on a particular subject

Lecture

an informative and instructional speech

SMERF

acronym for certain categories of meeting marketing segment: social, military, educational, religious, and fraternal

Complete Meeting Package (CMP)

all inclusive plan offered by conference centers that includes lodging, all food and beverage, and support services, including audiovisual equipment, room rental, etc. `

Meeting

an event where the primary activity of the attendees is to attend educational sessions, participate in _____/discussions, socialize, or attend other organized events. There is no exhibit component to this event

Convention

an event where the primary activity of the attendees is to attend educational sessions, participate in meetings/discussions, socialize, or attend other organized events. There is a secondary exhibit component.

Shoulder

beginning and ending days of a room block when fewer rooms are contracted

Island Booth

booth/stand space with aisles on all four sides

Drayage

delivery of exhibit materials from the dock to an assigned exhibit space, removal of empty crates, return of crates at the end of the event for recreating, and delivery of materials back to the dock for carrier loading

Attrition

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

Local Event

event, such as a graduations ceremony, that draws its audience primarily from the local market. typically 80% of attendees reside within a 50-mile radius of the event site. local audiences typically do not require overnight accommodations

Peninsula Booth

exhibit with aisles on three sides

Public Shows

exhibition that is open to the public, usually requiring an entrance fee. the attendees are basically defined by their interest and geographic proximity to the show location

Arena

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

Stadium

facility that is usually designed for baseball or football as a primary function and that may be domed or open. it is sometimes difficult to distinguish between a stadium from a large arena

Theater

facility with fixed seats, usually on a sloped floor, with sight lines focused on a permanent stage, typically a stage box is located behind the proscenium which contains the performance area and the fly lot

Convention Industry Council (CIC)

federation of national and international organizations representing individuals, firms, or or properties involved in the meetings, conventions exhibitions, and travel and tourism industries

Return on Investment (ROI)

net profit divided by net worth, this financial ration indicated degree of profitability

Destination Marketing Organization (DMO)/Convention and Visitor Bureau (CVB)

not-for-profit organization charged with representing a specific destination and helping the long term development of communities through a travel and tourism strategy. ___ are usually membership organizations bringing together businesses that rely on tourism and events for revenue. For visitors, ___ are like a key to the city. As a unbiased source, ____ can serve as a broker or an official point of contract for convention and event planners w, tour operators, and visitors; they assist travelers and visitors with event preparation and encourage business travelers and visitors alike to visit local historic, cultural, and resources

Standard Booth

one or more standard units of exhibit space. in the U.S, a standard unit is generally known to be 10-foot-by-10-foot-space. however, if an exhibitor purchases multiple unites side by side or back to back the combined space is also referred to as a booth or a stand. it is a specific area assigned by management to an exhibitor under contractual agreeemaent

Special Event

one-time event staged for the purpose of celebration; unique activity

General Service Contractor (GSG)/Official Show Contractor

organization hired by the show manager to handle the general duties necessary to produce the show on site, providing a wide range of services

Not-For-Profit

organization that exists with the intention of providing a service for its members

Associations

organized group of individuals and/or companies that band together to accomplish a common purpose, usually to provide for the needs of its members. It is usually a nonprofit organization

Amphitheater

outdoor facility with a flat performance are surrounded by rising rows of seats or a grassy slope that allows the audience to view the performance. the seating area is usually a semicircular shape or adapted to the surrounding landscape

Service Contractor

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

Operation and Production

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

Seasonality

period of time when the demand for a certain suppliers product or services is usually high, low, or neither.

Exclusive Service

service that is provided only by the official service contractor

Material Handling

services performed by General Service Contractor (GSC) that includes delivery of exhibit materials from the dock to assigned space, removal of empty crates, return of crates at the end of the event for recreating, and delivery of materials back to the dock for carrier loading. it is a two way charge, incoming and outgoing

VIP Services

services provided to a very important person who has a special function at the event (ex. speaker) and who should be treated with special care and attention

Breakout Room

small function room setup for a group within an event as opposed to plenary or general sessions

Breakout Sessions

small group sessions, panels, workshops, or presentations offered concurrently within the event, formed to focus on specific subjects. they are separate from the general session, but within the meeting format, and formed to focus on specific subjects. these sessions can be arranged by basic, intermediate, or advanced information, or divided by interest areas or industry segment

Field Staff

staff that are responsible for handling the installation and dismantling of freight, drayage, carpentry, electrical equipment and plumbing and the oversight of iron workers, riggers, and maintenance crews

Multilevel Exhibit

system often used by large companies to expand their exhibit space without taking up more floor space. the upper floor may be used for special purposes, such as meeting areas, private demonstration areas, or hospitality stations

Clear Span Tent

tent that has a strong roof structure so that it is possible to hang lighting from the beams by using special clamps

Frame Tent/Open-Sided Tent

tent that is set up on the grass. it is one of the simplest of all meeting venues and requires little advance planning beyond making sure the tent rental people can get set up in time