Supplier of technical staff and audiovisual equipment (e.g. projectors, screens, sound systems, video, and staging).
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.
1) Written summaries of speeches or papers, generally between 200-500 words. 2) A brief statement of content.
Usually rolling corkboards used for attaching copies of research papers for authors to discuss with participants.
See Also Poster Session
Association of Collegiate Conference & Events Directors - International
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.
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.
Accepted Practices Exchange
APEX. 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.
Capable of being used by people with physical challenges and disabilities.
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.
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.
1) An accounting method that enters income and expenses into the books at the time of contract versus when payment is received or expenses incurred (cash accounting). 2) A system in which revenue and expenses are accounted for as soon as they are committed.
Association for Convention Operation Management.
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 Also Force Majeure
Chefs prepare foods to order and serve them fresh to guests. Also called Performance Stations, Carving Stations, or Exhibition Cooking.
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.
See Also Gross Weight Tare Weight
Ad Hoc Committee
Committee formed to deal with a specific issue to be resolved upon making its final report.
Ad Valorem Tax
Tax applied to an item according to the value of an item.
See Also Duty
Americans with Disabilities Act. 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.
An individual or organization listed as covered by a primary insurance agreement.
Rooms with common walls, which do not have connecting doors.
Association of Destination Management Executives
An adult who is usually pursuing education to attain a specific and practical goal.
An order for goods and/or services ordered before the move-in date for an exhibition. Usually less expensive than a FLOOR ORDER.
See Also Floor Order
Fees associated with advance orders, which typically include discounts when paid in advance.
Booking before an event takes places. Allows attendees to register for an event before it actually takes place.
See Also Pre-Registration
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.
Automated External Defibrillator. Device installed in many large public areas (e.g. airports, hotels, convention centers). Can be used by an individual to administer life-saving care to person experiencing a heart attack.
Group sharing common interest, usually people who are members of an organization.
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.
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).
American Hotel and Lodging Association
Air Consignment Note
A bill of lading that covers domestic and international flights transporting goods to a specified destination.
See Also Bill of Lading Inland Bill of Lading Through Bill of Lading Waybill
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.
See Also Partition
An airfreight company that transports freight via scheduled airlines. Forwarders do not operate their own planes.
1) Area between a booths/stands for attendee traffic movement. 2) Space between tables or chairs to allow passage of an audience.
Insurance against loss of or damage to property arising from any fortuitous cause except those that are specifically excluded. An insurance contract which provides All-Risks Insurance is an All-Risks policy.
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.
Alternative Dispute Resolution
Methods for resolving disputes without going to court.
1) Level of illumination from natural lighting sources already existing in an environment. 2) Uncontrolled and unintended illumination.
AMC (Association Management Company) Institute.
Complimentary items provided by a hotel in sleeping rooms such as toiletries, writing supplies, bathrobes, fruit baskets, and shoe shine mitts.
A meal of fruits and/ or juices, cereal, eggs, meat, bakery goods and hot or cold beverages.
A type of hotel rate that includes the price of the room and all meals. Also Called FULL AMERICAN PLAN (FAP). See INCLUSIVE RATE.
See Also Bermuda Plan Continental Plan Demi-Pension European Plan Inclusive Rate Modified American Plan
Food is plated in the kitchen and placed before the guest. Side dishes are used for bread and butter and salad. Food is served from the left, beverages from the right, and all items are removed from the right. This is generally the service used for banquets.
See Also Plated Service
Alliance of Meeting Management Consultants
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.
A method of conveying audio or video data electronically in by varying its signal frequency or amplitude.
The art and science of helping adults learn as opposed to pedagogy, which is the science of helping children learn.
Laws designed to promote competition and prevent unfair practices that may lead to monopolies or suppression of competition.
Application Service Provider
ASP. A company that provides software to customers through the Internet using centralized servers owned and managed by the provider.
Part of a stage in front of the main curtain.
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.
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.
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.
A learning environment with planned physical set-up and seating arrangements.
A description of arrival and departure activities of an event's attendees. This information should be included in the specifications guide for an event.
American Society of Association Executives
American Society of Composers, Authors, and Publishers. 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.
The ratio of image width to height; pertaining to audiovisual, video and slides.
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 assembly 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.
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.
See Also Trade Association
Asynchronous learning is 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.
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." ATA Carnets 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.
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.
The number of people in an audience. s involved in crowd control are usually reliable.
See Also Cover Head Count
Audience Left and Right
Stage directions from the audience's perspective. This is the opposite of STAGE LEFT AND RIGHT.
See Also Screen Left and Right Stage Left and Right
Audience Response System
Computer application that enables voting and then collects and displays the results, simplifying decision-making among event participants.
A conference using only voice transmissions between two or more sites.
Also "A/V". Equipment, materials, and teaching aids used in sound and visual presentations, such as video projection, monitors, sound equipment, etc.
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).
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.
Seating arrangement where chairs are arranged in rows facing head table, stage or speaker. Variations are semicircular and V-shaped. See THEATER SET-UP.
See Also Theater Set-Up
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.
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).
A drape, curtain or fabric panel that provides a soft, colorful background for a speaker or stage presentation.
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.
Back of the House
A term used in hotels to refer to areas for staff only, as opposed to the front of the house.
A permanently installed series of copper wire or fiber optic cabling that provides the main infrastructure for transmitting voice, data, and video signals within a facility.
Drapes, curtain, or fabric panels at the back of a stage, speaker's table, or exhibit booth/stand.
Equipment such as amplifiers and sound equipment required by musicians in order to perform at an engagement, often rented by the event organizer.
One per fifty. facility complimentary room policy: one comp night for every fifty room nights paid for. 1/50 was industry standard but id now subject to negotiation
A term used to describe the type of reservation made on function space within a venue. An event organizer who has 24-hour hold on a space has exclusive use and access to that space for a period of 24 hours, usually 12:01 to 12:00.
Audiovisual guidelines by which presentation slides should contain no more than 6 words per line of text and no more than 6 lines of text.
Americans with Disabilities Act
ADA. U.S. legislation passed in 1992 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make facilities accessible to individuals with physical disabilities.
1) The back wall (either hardwall or draped) of a perimeter, booth/stand/exhibit, or incline. 2) Panel arrangement at rear of booth/stand area.
A financial status at a given time (includes liabilities, assets, etc.).
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.
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.
An elaborate, and often ceremonial, dinner for numerous people, often in honor of a particular person or persons.
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.
Banquet event order
BEO. A form most often used by hotels to provide details to person el concerned with a specific food and beverage function or room set-up.
A person in charge of banquet service.
Round table used for meal service; depending on the diameter, can comfortably seat up to 12 persons. A round for 8 is usually 60-inches in diameter, and a round for 10 is usually 72-inches in diameter. Rounds that are 66 inches in diameter may also be found in use for tables of 8-10.
1) Seating arrangement where typically a grouping of rounds is set in such a way as to facilitate the serving of food, most often a hexagonal or square pattern. 2) Function room set up and tear down. See HOUSEMAN.
Booth/stand with no services or facilities, meaning that these all have to be hired at an additional cost.
Movable hinged flap used on stage lights to control light spill.
Absence of obstacles preventing handicapped persons from moving freely to all public areas within a building.
Currency in which all official business transactions take place.
Plate used under bowl, glass condiments and so forth.
BATS. Lengths of pipe from which scenery, curtains, and lights can be hung.
Type of screen with highly reflective surface used for front protection.
See TRANSIENT OCCUPANCY TAX
A hotel employee who supervises the work of staff whose primary responsibility is to carry luggage, run errands, etc.
Hotel accommodations with full American-style breakfast included in the rate. See also AMERICAN PLAN, CONTINENTAL PLAN, DEMI-PENSION, EUROPEAN PLAN, MODIFIED AMERICAN PLAN.
A proposal submitted by a convention and visitors bureau and/or hotel(s) or other suppliers to an event organizer that includes detailed specifications (such as dates, rates, concessions, etc.).
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 change. It serves as a document of title, a contract of carriage, and a receipt of goods. See WAYBILL. See also INLAND BILL OF LADING, THROUGH BILL OF LADING.
Generally refers to airfreight and van line shipments. The billing weight is the number upon which freight charges are based. The billing weight will be the actual weight or the dimensional weight, whichever is greater.
Ultraviolet lighting that when applied causes phosphorescent paints to glow.
Required dress: dinner jacket, bow tie and cummerbund for the men and formal evening dress for the women. May include national dress. In the US and Canada, Black Tie indicates tuxedo. "Black tie optional" indicates that formal dress is preferred by not required.
A commission 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.
In the US, 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.
FInal proof copy for client's approval before printing. Also referred to as a proof.
Broadcast Music Incorporated. 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.
A room set permanently in a conference configuration, generally with a fixed table and executive seating.
Seating arrangement in which rectangle or oval shaped tables are set up with chairs on both sides and ends. Often confused with HOLLOW SQUARE SET-UP.
A warehouse authorized by customs authorities for storage of goods on which payment of duties is deferred until the goods are removed.
The purchase, for a premium, of a guarantee of protection for a supplier or a customer. In the hospitality industry, certain bonding programs are mandatory.
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.
Guidelines by which a convention center (or other venue) prioritizes reservations; may correspond to hotel rooms the event will use in the area.
Specific exhibit display area assigned by show management to an exhibitor under contractual agreement. Internationally, the term STAND is used. See STAND.
Group sessions in which all participants contribute creative ideas which are not initially judged for merit.
Short interval between sessions at which time coffee, tea and/or other refreshments are served. See also REFRESHMENTS BREAK.
The point at which revenues are equal to expenses.
Small function rooms set up for a group within an event as opposed to a plenary or general session.
Small group sessions, panels, workshops or presentations, offered concurrently withing an event. Break-Out sessions occur apart from the general sessions.
A non-asset based transportation provider that sells transportation services for commercial shippers. Brokers commonly use freight forwarders.
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.
Financial goal of the event (break even, profit, or lose money).
Assortment of foods, offered on a table, self-served.
1) Servers offer a variety of both hot and cold hors d'oeuvres on platters to guests at receptions. 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.
An agent who purchases goods on behalf of a company or agency.
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.
By the Bottle
Liquor served and charged for by the full bottle.
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 by the person, while food is ordered by the piece.
By the Piece
Food purchased by the individual piece, usually for a reception.
Cost and Freight. A pricing term indicating that these costs are included in the quoted price.
Cost and Insurance. A pricing term indicating that these costs are included in the quoted price.
Room adjacent to pool area, with or without sleeping facilities.
Room arrangement with cocktail tables with chairs and a stage.
Small round table, 15-30 inches in diameter (38-76 centimeters) used for cocktail type parties. Also called COCKTAIL TABLE.
Computer Assisted Drawing/Computer Assisted Manufacturing
Computer Aided Design and Drafting.
Certified Association Executive
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.
Brand of liquor, distinguished from HOUSE BRAND, selected by a customer according to personal preference. Usually a higher quality than house brands.
Call for Papers
An invitation to submit topic ideas for the conference program. Document containing detailed instructions for submission of papers for assessment and selection by a review committee; often referred to as "abstract forms." Also known as "Call for Presentations." See ABSTRACT.
Dormitory or other university/college sleeping accommodations.
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.
Provision in a contract which outlines damages to be paid to the non-cancelling party if cancellation occurs, due the canceling party's breach of the contract.
Cancellation or Interruption Insurance
Insurance that protects an event organizer against financial loss or expenses incurred when contractually specified perils necessitate cancelling or relocating an event, or cause a reduction in attendance.
A factor included in WASH. The number of percentage of reserved rooms that do not actualize into occupied rooms due to guest cancellations or no-shows. See also WASH.
Business that was confirmed definite by contract and was later cancelled.
Person in charge of banquet service at food functions; supervisor of the servers.
Carbon neutral is 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.
Additional coverage protecting the owner of goods for loss or damage while goods are in a carrier's possession. Recommended for all international shipments.
(car-NAY) 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.
1) Fee charged for transporting freight between destinations. 2) Short distance hauling of exhibit properties.
A system in which revenue and expenses are counted as they are actually received.
Cash Based Accounting
An accounting method that enters income and expenses into the books at the time when payment is received or expenses incurred.
Full payment for anticipated room and tax charges at registration; credit for incidentals not extended.
A type of insurance that is primarily concerned with the legal liability for losses caused by injury to persons or damage to the property of others.
(Unshielded Twisted Pair Cable or UTP) Usually referred to as Cat followed by a numeral between 1 and 7. Cat 5 or Cat 5e cabling required for fast ethernet, is the most commonly available. See BACKBONE.
Catering Sales Manager
Staff person responsible for selling and servicing group and local food and beverage functions.
Certified Destination Manager Executive. A certification of the Destination Marketing Association International (DMAI).
Continuing Education Credit. 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. See CONTINUING EDUCATION UNIT (CEU).
Maximum height of ceiling of an exhibition hall or event room.
Center for Exhibition Industry Research
CWT. A measurement for exhibit freight equal to 100 pounds. Also known as "hundred-weight."
Certificate of Insurance
A document provided by an insurance company as proof that a policy has been issued and coverage is in effect.
Certificate of Origin
A document, required by certain countries for tariff purposes, certifying as to the country of origin of specific goods.
Certification in Meeting Management
CMM. A certification offered by Meeting Professionals International.
Certified Association Executive
CAE. A certification offered by the American Society of Association Executive.
Certified Destination Marketing Executive
CDME. A certification offered by Destination Marketing Association International (DMAI).
Certified Exhibition Manager
CEM. A certification offered by the International Association of Exhibitions and Events (IAEE).
Certified Hospitality Marketing Executive
CHME. A certification offered by the Hospitality Sales & Marketing Association International (HSMAI).
Certified Hospitality Sales Professional
CHSP. A certification offered by the American HOtel & Lodging Educational Institute.
Certified Hotel Administrator
CHA. A certification offered by the American Hotel & Lodging Educational Institute.
Certified Incentive Travel Executive
CITE. A certification offered by the Society of Incentive & Travel Executives (SITE).
Certified Manager of Exhibits
CME. A certification offered by the Trade Show Exhibitors Association (TSEA).
Certified Speaking Professional
CSP. A certification offered by the Naitonal Speakers Association (NSA).
Certified Special Events Professional
CSEP. A certification offered by the International Special Event Society (ISES).
An official weight issued from a Certified Weight Master. This individual certifies a shipment's weight as the only acceptable weight for transportation and drayage at a tradeshow.
Council of Engineering and Scientific Society Executives
See CONTINUING EDUCATION UNIT.
Certified Hotel Administrator. A certification offered by the American Hotel & Lodging Educational Institute.
Facility form to advise departments of changes in reservations or functions.
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.
1) Exclusive use of all 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 of chapter of an association or organization.
Time at which hotel guests may check in and occupy sleeping rooms.
Time by which hotel guests are required to vacate sleeping rooms.
Equipment capable of lifting a person or persons to a given height.
Seating arrangement in which chairs or chairs/tables are arranged in rows slanted in a V shape and separated by a center aisle. They face the head table or speaker. See HERRINGBONE SET-UP. See also V-SHAPE SET-UP.
Certified Hospitality Marketing Executive. A certification offered by the Hospitality Sales & Marketing Association International (HSMAI).
Convention Industry Council. A federation of national and international organizations representing individuals, firms or properties involved in the meetings, conventions, exhibitions, and events industries.
Cost, Insurance, Freight. A pricing term indicating that these costs are included in the quoted price.
Cost, Insurance, Freight, and Commission. A pricing term indicating that these costs are included in the quoted price.
Certified Incentive Travel Executive. A designation offered by the Society of Incentive & Travel Executives.
An event that requires the use of a convention center or event complex, as well as multiple hotels in the host city.
Commodity tariff used to classify shipments. Shipments are evaluated by their density, sensitivity, packaging and other criteria. Rates are assessed on a shipment after a commodity classification is established.
Seating arrangement in which rows of tables with chairs face the front of a room and each person has a space for writing. Also called SCHOOLROOM SET-UP.
Rectangular table, often narrower than regular tables and 30-inches high. Can be 6' or 8' long and 18- or 24-inches wide.
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. See FOUL BILL OF LADING.
A draft to which no documents have been attached.
Generally the last point in time at which an exhibitor-appointed carrier must be in line or at the dock in order to be loaded after the close of the show.
Climate Neutral products or services reduce and offset the greenhouse gases generated at each stage of their life-cycle on a cradle-to-cradle basis: the sourcing of their materials, their manufacturing or production, their distribution, use and ultimate end-of-life disposition.
Workshop-type educational experience where participants learn by doing.
Closed-Ended Incentive Programs
The number of winners are limited by a predetermined amount to be spent on the incentive program. See also OPEN-ENDED INCENTIVE PROGRAMS.
Final activities at an event which occur during the closing or last session.
The final session of an event in which the subjects which have been discussed are summarized and possible conclusions reached and announced.
Small round table, 15 to 30 inches in diameter (38-76 centimeters) used for cocktail type parties. Also called CABARET TABLE.
Compression/Decompression or Coder/Decoder. 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.
1) Assets that can be pledged to guarantee a loan 2) The promotional material used by the salespeople to support or corroborate the features and benefits of the item being sold. 3) Collective term for material distributed to attendees at registration, including badges, lanyards, tote bags, and other materials.
Collection and Consolidation Service
Service performed for a shipper in which a number of smaller shipments are picked up or received and forwarded as one truckload shipment.
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.
To hold two related events at the same time and in the same place.
A payment made to an individual or organization for bringing business to another individual or organization.
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.
A group of people appointed for a specific purpose.
Transportation 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.
Complete Meeting Package
CMP. An all-inclusive plan offered by conference centers; includes lodging, all meals, and support services.
The number of rooms provided at no cost based on the number of occupied rooms.
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.
Gathering of a group with shared special interests. Traditionally refers to meetings of a confidential or secret nature with restricted or limited participation. From the Latin for "with key," referring to a historical practice of sequestering participants.
Multiple sessions scheduled at the same time. Programs on different themes or subjects offered simultaneously.
1) Participatory meeting designed for discussion, fact-finding, problem solving and consultation. 2) An event used by an organization to meet and exchange views, convey a message, open a debate or give publicity to some area of opinion on a specific issue. No tradition, continuity or timing is required to convene a conference. Conferences are usually of short duration with specific objectives, and are generally on a smaller scale than congresses or conventions. See CONGRESS. See also CONVENTION.
A facility that provides a dedicated environment for events, especially small events. May be certified by the International Association of Conference Centers.
Title generally conferred upon the chief administrator of the entire event. See also PROFESSIONAL CONGRESS ORGANIZER.
Conference Service Manager
Primary contact person assigned to an event in a convention center. Also referred to as Events Manager.
Seating arrangement in which rectangular or oval tables are set up with chairs placed around all sides.
Confirmed Letter of Credit
A letter of credit, issued by a foreign bank, whose validity has been confirmed by an American bank. An exporter whose payment terms area confirmed letter of credit is assured of payment even if the foreign buyer or the foreign bank defaults. See LETTER OF CREDIT.
1) The regular coming together of large groups of individuals, generally to discuss a particular subject. A congress will often last serveral days and have several simultaneous sessions. The length of time between congresses is usally annual, although national congresses are more frequently held annually. 2) European term for convention. See CONFERENCE. See also CONVENTION.
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.
Oral translation of several phrases or entire speeches from one language to another. Speaker pauses between phrases to allow for interpretation. See INTERPRETATION IN RELAY, SIMULTANEOUS INTERPRETATION, SIMULTANEOUS TRANSLATION, WHISPERED INTERPRETATION.
The inducement to a contract. The cause, motive, price, or impelling influence which induces a contracting party to enter a contract.
Recipient. The person, people, or organization to whom something is delivered or addressed. Compare with CONSIGNOR.
A person who send freight. Compare with CONSIGNEE.
A formal statement, made to consul of a country, describing goods to be shipped.
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.
Exhibition that is open to the public, usually requiring an entrance fee. See EXHIBITION. See also GATE SHOW, PUBLIC SHOW. Compare with TRADE SHOW.
A charge that is assessed when the container is removed from the carrier's control but is not returned within the allowable free time.
Light morning meal consisting of pastries, juices, and hot beverages. Usually served buffet style.
A room rate that includes a continental breakfast. See also AMERICAN PLAN, BERMUDA PLAN, DEMI-PENSION, EUROPEAN PLAN, MODIFIED AMERICAN PLAN.
Structured educational and training experiences for personal or professional equipment.
Continuing Education Unit
CEU. Nonacademic credit unit conferred by professional organizations for formal educational programs for members who must maintain their level of professionalism.
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 remedy for the breach of the other's duty. See also LETTER OF AGREEMENT.
Trucking company that enters intoa 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.
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. See DECORATOR, See also A/V CONTRACTOR, DRAYAGE CONTRACTOR, EXCLUSIVE CONTRACTOR, GENERAL SERVICE CONTRACTOR (GSC), IN-HOUSE CONTRACTOR.
To stimulate interest and debate, arrange for two or three views of a controversial issue to be presented.
MEmber of committee in charge of convening participants.
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.
Convention and Visitors Bureau
CVB. A not-for-profit organization, defined and recognized by its incorporated local government entity as the representative organization responsible for promoting the economic development of their community through travel and tourism. CVBs assist planners by providing information on local resources and services, including site selection, pre-conference and post-convention services. See also DESTINATION MARKETING ORGANIZATION.
Facility whose purpose it is to host trade shows, public shows, conventions, and other large functions and that combines exhibition space with a substantial number of smaller meeting and event spaces. A convention center may be purpose-built or converted and municipally or privately owned.
Convention Services Manager
CSM. Professional at a hotel, convention center or convention bureau who is responsible for event operations management on all levels.
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.
A charge placed on beer, liquor, and wine brought into a facility but purchased elsewhere.
An exhibit space with exposure on at least two aisles, often sold by show managers at a premium 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.
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.
An extra duty imposed by the US 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.
Country of Origin
A person's country of natural birth or citizenship; an item's country of manufacture, production, or agricultural growth.
1) European term for a travel professional who supervises arrival details and escorts tours. 2) A messenger or messenger service.
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.
Actual number of meals served at a catered meal function or in a restaurant.
Certified Professional Catering Executive. A certification offered by the National Association of Catering Executives (NACE).
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.
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. See also HALF MOON SET-UP.
A smaller aisle perpendicular to a larger main aisle.
Certified Special Event Professional. A designation offered by the International Special Events Society (ISES).
Certified Speaking Professional. A designation offered by the National Speakers Association (NSA).
The governmental authorities designated to collect duties levied by a country on imports and exports. The term also applies to procedures involved in such collection.
An individual or company which provides customs clearing services to shippers of goods to and from another country.
An individual or firm licensed to enter and clear goods through customs.
DesIgnated date when a hotel will release any unsold sleeping rooms in a group block and make them available to the general public. The date is typically three to four weeks before the event. See RESERVATION REVIEW DATE.
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 pm may have a cargo cut-off time of 7:00 pm.
Convention & Visitors Authority. See also CONVENTION AND VISITORS BUREAU.
Convention and Visitors Bureau. CVBs are not-for-profit organizations representing a specific destination and promoting the economic development of communities through travel and tourism. CVBs assist planners by providing information and services, and encourage business travelers and visitors alike to visit local historic, cultural and recreational sites.
Raied platform usually above the floor of a hall or large room. See PODIUM. See also RISER.
Part of a contract dealing with procedures, penalties, and rights of the party causing damages.
A self-contained unit with a LCD panel, light source and lens that projects video output from a computer onto a projection screen or other surface. See LCD PROJECTOR.
A discussion which takes place within a meeting, a public or private sitting or in one of the various types of assembly or meeting.
Shipper's stated value of entire shipment in terms of dollars.
Props, lighting or other decorative elements used to create a theme, ambiance or mood at a function or special event.
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.
Space reservations confirmed in writing.
Outside North America, a general term for registered meeting participant. In some instances a voting representative at a meeting.
A rate inclusive of breakfast and dinner, in addition to the room. In the US and Canada it is called MODIFIED AMERICAN PLAN (MAP), which means breakfast and one other meal (usually dinner). See also AMERICAN PLAN, BERMUDA PLAN, CONTINENTAL PLAN, EUROPEAN PLAN.
Using a personal computer to prepare materials for printing.
Destination Management Company
DMC. A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design an implementation of events, activities, tours, transportation, and program logistics.
Destination Marketing Organization
DMO. A not-for-profit organization, defined and recognized by its 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, preconference and postconvention services. See also CONVENTION AND VISITORS BUREAU.
Use of a number of restaurants in a destination with reservations and billing arrangements to one particular client.
All expenditures associated with an event that flow into the host destination's local economy. Direct spending includes attendee spending, exhibitor spending and event organizer spending. See also ECONOMIC IMPACT, INDUCED SPENDING.
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.
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.
A type of education where learners can communicate with faculty and other learners 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.
Destination Management Association International
Destination Management Company. See also DESTINATION MANAGEMENT COMPANY
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.
Destination Management Certified Professional. A certification offered by the Association of Destination Management Executives (ADME).
A receipt issued by an ocean carrier to acknowledge receipt of a shipment at the carrier's dock or warehouse facilities.
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.
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.
A hotel guest room that may be occupied by two persons.
Double Room Rate
The price per person for a double-occupancy hotel guest room.
A hotel guest room with two double beds.
Front of the stage, closest to the audience.
Dram Shop Laws
In the United States, a term for laws covering the liability of people serving alcoholic beverages. Under dram shop laws, a party injured by an intoxicated person can sue establishments contributing to that person's intoxication.
A booth/stand where the back and side walls are constructed using pipe and drape (typically provided by management).
Outdated term for material handling.
Outdated term for company responsible for handling exhibit materials. See MATERIAL HANDLING.
Required or suggested acceptable manner or style of dress for an occasion or event.
Dressing the Exhibit
Placing the graphics, literatures and applying any finishing touches to the display.
A hotel property in which logistics are handled by the convention services manager (CSM), with catering handled by a separate manager.
Fee levied on imported and exported goods. Duties are generally based on the value of the goods (ad valorem duties), some other factors such as weight or quantity (specific duties), or a combination of value and other factors (compound duties), See AD VALOREM TAX.
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.
Registration received before a pre-defined date, usually offering a lower fee.
A guest who checks out of a hotel one or more days earlier than the scheduled departure date. Also called under-stay, unexpected departure. Compare with OVER STAY.
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. See also DIRECT SPENDING, INDUCED SPENDING.
Total economic impact divided by direct spending. See also ECONOMIC IMPACT, DIRECT SPENDING.
Type of adjustable spotlight formerly known as a kleig light. It is used to light lecterns, signs and areas that need a tightly focused pool of light. See LEKO.
Emergency Action Plan
Procedures about how to react and respond to an emergency situation, such as medical emergencies, fire and bomb threats.
The tag indicating a crate may be moved into storage. The sticker identifies the exhibitor and the return location for the crate.
An exhibit space with aisles on three sides. See PENINSULA.
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.
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.
Activity performed for the amusement and enjoyment of others.
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.
Exhibition Services and Contractors Association
1) 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.
1) A prearranged travel program, usually for a group. In a fully conducted tour, escort and/or guide is provided throughout. 2) A sightseeing program conducted by a guide (e.g. city tour). See TOUR. See also ESCORT.
See EVENT SPECIFICATION GUIDE.
EP. A room rate that does not include meals. See also AMERICAN PLAN, INCLUSIVE PLAN.
1) Critiquing and rating the overall success of an event. 2) Developing an event profile fro accurate event statistics. 3) A systematic process to determine the value of an activity.
An organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. An event is often composed of several different yet related FUNCTION.
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. See also PCO, PROFESSIONAL CONGRESS ORGANIZER.
Premises where an event will be held. See SITE.
Event Specifications Guide
ESG. The preferred term for a comprehensive document that outlines the complete requirements and instructions for 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 Event Specifications Guide, which can be found at the Convention Industry Council web site. Sometimes called a staging guide or resume.
Any technical and technology needs to support meetings or events. Includes items such as audio-visual, computers, software, power, networking and connectivity.
ECB. The rooms that are contracted for by an event organizer with a hotel(s) or housing facility(s) for a particular event.
Any agreement which limits who may provide specific products or services under certain conditions to only one party. No other contractor is allowed to provide the same services or products in that facility.
Contract between a facility and a service provider designating that provider as the only source of a specific service or product within that facility.
Contractor appointed by event or building management as the sole agent to provide specific services or products.
Executive Conference Center
ECC. A first class conference facility that caters to executive level events.
Individual display area constructed to showcase products or convey a message, or to sell products or services.
Area within a facility where an exhibition is located; usually designed specifically for large shows.
Company that fabricates and manages display properties for trade show exhibitors.
1) Person in charge of individual exhibit booth/stand. 2) Event management staff member in charge of all or part of the exhibit floor. See also FLOOR MANAGER.
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. See TRADE SHOW. See also CONSUMER SHOW, GATE SHOW, PUBLIC SHOW.
Preferred term for the specific person responsible for all aspects of planning, promoting, and producing an exhibition. Also called SHOW MANAGER, SHOW ORGANIZER. See SHOW MANAGEMENT, SHOW PRODUCER.
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.
Exhibitor Advisory Committee
Representatives of an event's exhibiting companies who act as advisors to show management on procedures, the needs of exhibitors, and provide feedback for marketing and growing the show.
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.
See EXHIBITOR MANUAL.
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.
Promotional materials sent to current and prospective exhibitors to encourage participation. It promotes the value of exhibiting in a specific show and contains information about technical points, cost of exhibition space, a floor plan of the exhibition and an application for participation.
Exhibitor Service Kit
See EXHIBITOR MANUAL
Required for shipments valued at more than $2,500; used by the US government to monitor the dollar volume of export shipments.
A government document which permits the "licensee" to engage in the export of designated goods to certain destinations.
An individual who guides discussion and/or decision making.
A structure that is built, installed or established to serve a particular purpose.
The manager of a convention center, exhibition hall, arena, auditorium or other venue or assembly.
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.
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.
Fam Trip. A program designed to acquaint potential buyers with specific destinations or services and to stimulate the booking of an event. Often offered in groups, but sometimes on an individual basis.
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.
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.
Full American Plan. See AMERICAN PLAN (AP).
Fast Fold Screen
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.
Fnancial and Insurance Conference Planners
Document containing the definitive conference and social program, ciriculated immediately prior to a conference or distributed at the commencement of the event.
Door or passageway, clear of obstructions, designed by local authorities for egress from a building or structure.
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.
Initial notification of an event, generally outlining the basic framework of a meeting; a widely circulated document. Also called PRELIMINARY ANNOUNCEMENT.
Name given to identify individual family members. See GIVEN NAME (preferred).
Holder with microphone often used in Q & A (question and answer) sessions.
Usually non-liquid assets that are integral to the enterprise's day-to-day business operations (e.g. factories, equipment, furniture, and real estate).
The day-to-day cost of doing business that is pre-committed, such as salaries, insurance, lease expenses, utilities, etc.
Expense incurred regardless of the number of event attendees.
Smoke-producing device for special effects.
Flate rate for which a hotel 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. See RUN-OF-THE-HOUSE RATE.
Maximum amount of weight per square foot/meter a floor can support.
Person retained by event management to supervise the installation, dismantling and operation of the exhibit area.
The process of marking the floor of an empty exhibit hall to indicate the locations where individual booths/stands will be set.
Order for exhibitor services placed on-site after exhibit set up begins. Usually more expensive than ADVANCE ORDER.
1) Scale drawing indicating the placement of exhibit booths and all other features in an exhibit hall. 2) Scale drawing of the floor area of a hotel's event space. 3) Scale drawing of a function room with specific set-up requirements (tables, chairs, etc.) drawn to scale.
Objects, scenery and audio visual equipment mounted from above.
Method of doing research using a small group led by a facilitator.
Manually movable spotlight (a brilliant light projected onto a particular area).
An event (e.g. war, labor strike, extreme weather, or other disruptive circumstances) or effect that cannot be reasonable anticipated or avoided.
Force Majeure Clause
A clause in an agreement that excuses performance in the event that a FORCE MAJEURE makes the performance impracticable or impossible.
Forced freight is generally removed from the hall at a specified time an dheld by the general contractor or official common carrier or until payment is made for forwarding.
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.
Foreign Exchange Currency Risk
Risk that an organization takes when dealing with foreign currency due to exchange rates fluctuating over time.
Foreign Sales Agent
An individual or firm that serves as an international representative of, and seeks sales abroad for, a domestic company.
Foreign Trade Zone
An area within a country where imported goods can be stored or processed without being subject o import duty. See also BONDED WAREHOUSE.
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.
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.
Foul Bill of Lading
A receipt for goods issued by a carrier with an indication that the goods were damaged when received. See CLEAN BILL OF LADING.
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.
Properties, products, and other materials that are shipped.
A third-party logistics provider which handles export shipments for customers using common carriers.
Freight on Board
FOB. When something is purchased and paid for with terms "FOB 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.
Banquet Style--A style of food service. In this pattern of service platters of food are composed in the kitchen. Each food item is then served fro the guest's left by the server from the platters to individual plates. See FRENCH SERVICE - CART STYLE.
Cart Style--A style of food service. 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, break and butter and salad from the left and beverages fro the right. All are removed fro the right. See FRENCH SERVICES-BANQUET STYLE.
Lens which produces a soft edged beam of light. Theatrical fixture with adjustable lens 150 W through 1500 W.
Projection of an image onto the front surface of a light reflecting screen from a projector placed within or behind the audience.
Full American Plan
FAP. See AMERICAN PLAN (AP).
Any of a group of related organized occasions that contribute to a larger event.
Diary or log used to control and document the assignment of function space within a facility.
See BANQUET EVENT ORDER (BEO).
Primary social function of an event, usually in the evening, including entertainment or speeches after a formal meal.
When two or more groups in facility have the same menu.
Exhibition open to the public usually requiring an entrance fee. See CONSUMER SHOW. See also PUBLIC SHOW. Compare with TRADE SHOW.
Theatrical color filter used in conjunction with theatrical projection fixtures and spotlights.
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.
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.
General Liability Insurance
An insurance policy that provides protection against claims involving bodily injury and property damage to third parties.
General Service Contractor
GSC. An organization that provides event management and exhibitors with a wide range of services, sometimes including, but not limited to, Distributing the exhibitor manual, installation & dismantle, creating and hanging signage and banners, laying carpet, drayage, and providing booth/stand furniture. Also called OFFICAL CONTRACTOR. See DECORATOR.
Preferred form for international registration documents in place of first name. Same as FIRST NAME. Compare to FAMILY NAME, SURNAME.
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.
Green Meetings Industry Council
Greenwich Mean Time
A pre-cut, etched pattern fabricated from metal or glass that fits in a lighting instrument to form projected light into a shape (logo, graphic, sceneray, etc.).
Goods and Services Tax
GST. Fee imposed on the sale of goods and services.
Small (75 to 100 watt) spotlight with flexible stem.
A payment to signify good service.
Non-drinkable water, not potable.
Room, stocked with refreshments, for artists, featured speakers and entourage to meet guests and media representatives. See also SPEAKER READY ROOM.
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.
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.
The full weight of a shipment, including goods and packaging. See TARE WEIGHT, ACTUAL WEIGHT.
Confirmed rate extended to attendees booking their sleeping room accommodations as part of a group room block.
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.
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.
Educational and/or social events or tours planned for spouses and guests of official event participants.
Food prepared according to Islamic dietary laws.
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.
Items than an exhibitor is allowed to carry unaided into a event facility without being charged.
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.
Healthcare Convention and Exhibitors Association
Actual number of people attending a function. See AUDIENCE COUNT. See also COVERS.
Facility, as the center of operations, where registration, general sessions, and conference staff office are located.
Seating arrangement in which chairs are arranged in rows slated in a V shape and separated by a center aisle. They face the head table or speaker. See CHEVRON SET-UP. Also V-SHAPE SET-UP.
Period when the demand for a supplier's product or service is highest. Prices generally increase in high season. Also called PEAK SEASON. Compare with LOW SEASON.
An indemnity clause that provides that both parties agree to defend and/or compensate the other party for asserted claims against, or liability damages incurred by, the other party due to the acts or omissions of the first party.
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.
Voluntary payment made for services where no fee is legally required.
Tables set up in rounded U shape with chairs placed outside. Chairs inside if needed. See U-SHAPE SET-UP
1) Room or suite 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.
Private room bar set up where guests do not pay for drinks. See OPEN BAR. See also SPONSORED BAR.
A group of people brining specific expertise of the locality and facilities of a given area to the Organizing Committee in planning the event program.
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.
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.
Brand of wine or distilled spirits selected by a hotel restaurant as their standard when no specific brand is specified.
Number of guests or sleeping rooms actually occupied on a particular night.
Lighting of room separate from stage lighting.
Service-staff member who handles function-room set up and tear down. See BANQUET SET-UP.
Organization that provides reservation services for a group and its attendees.
Document detailing housing utilization (reservations, pickup, etc.).
Hospitality Sales & Marketing Association International
International Association of Amusement Parks and Attractions
International Association of Conference Centers
International Association for Continuing Education and Training
International Association for Exhibitions and Events
International Association of Hispanic Meeting Professionals
International Association for Medical Assistance for Travelers
International Association of Professional Congress Organizers
International Association of Speakers Bureaus
1) International Air Transport Association
Identification (or membership) number of travel agents who receive commission.
International Association of Theatrical Stage Employees
International Association of Venue Managers
International Congress and Convention Association
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.
In Conjunction With
ICW. An event or function that occurs because of another event.
Expenses other than room and tax, billed to a guest's account (e.g. phone, room service, etc.).
Price charged clients that includes all applicable gratuities and consumption taxes.
1) For lodging and accommodations, the amount charged for a room, usually including breakfast (or other meals), taxes and service charge. See FULL AMERICAN PLAN (FAP). See also MODIFIED AMERICAN PLAN (MAP). 2) For food and beverage or catering, a rate that includes taxes, gratuities and/or service charges.
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 indemnification clause might require the group to pay back the hotel. Some times the law requires one party to indemnify another even without a specific clause. Generally, the terms of the clause will be followed over the state law. See HOLD HARMELSS.
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 contractor basis.
Also called overhead or adminikstrative costs, these are expenses not directly related to the event. They can include salaries, rent, and building and equipment maintenance.
Occurs when eployees 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. See also DIRECT SPENDING, ECONOMIC IMPACT.
Informal gathering, not necessarily social
Use of floor space outside exclusive booth/stand area.
Inherently Flame Resistant
Material that is permanently flame resistant without chemical treatment.
An adjective used to define services which are performed within the company or organization, rather than being subcontracted.
Contractor retained by a facility to be on-site and provide services as needed, sometimes on an exclusive basis. 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 contractor for the same service. See EXCLUSIVE CONTRACTOR.
Method of protecting exhibit properties.
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 inland bill of lading and an ocean bill of lading for export shipments. See WAYBILL. See also BILL OF LADING, THROUGH BILL OF LADING.
Exhibit space with exhibit booths on either side and back. See INSIDE BOOTH/STAND.
Exhibit space with exhibit booths/stands on both sides and back. See INLINE BOOTH/STAND.
See FAMILIARIZATION TRIP (FAM TRIP). See also SITE INSPECTION.
Setting up exhibit booth/stand and materials according to instructions and drawings.
Installation & Dismantle
I&D. 1) The set-up and teardown of exhibits. 2) Firm that does I&D work.
Skilled labor used to set up displays at events. The union affiliation of the installer will vary based upon the locale and the facility in question.
In-depth instructional meeting providing intensive education on a particular subject.
Marketing activities with a common focus on the marketplace or a customer segment. The execution of each individual piece of the integrated marketing plan is consistent with, and supportive of, each of the other pieces of the plan.
Lighting instruments that can be computer controlled to move light around the room, and project color and patterns on screen, scenery, walls or floor.
Exhibits that engage visitors through direct interaction with display components, working models, simulations, or multi-sensory or multi-media elements.
Learning activities that involve hands-on, direct experience activity by the learners, and interaction between learners.
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.
Video programming which allows the viewer to be involved in an active way with the information to be presented.
1) An event that draws a national and international audience. Typically 15% or more of attendees reside outside of the host country. 2) An event that draws an audience from 3 or more countries.
International Freight Forwarder
A third-party logistics provider which handles export shipments for customers using common carriers.
Internet Service Provider
ISP. A service that provides access to the internet.
Interpretation in Relay
Oral translation utilizing two interpreters. Because the first interpreter is not master of the second language, another makes the final interpreation to the audience. See CONSECUTIVE INTERPRETATION, INTERPRETATION, SIMULTANEOUS INTERPRETATION, TRANSLATION, WHISPERED INTERPRETATION.
A soundproof cubicle in which the interpreter works.
A provisional program sometimes incorporating a call for papers. The program gives details of venue, participants, agenda, accommodations, etc.
Paper or speech on a specific subject submitted or presented at the request of an event's organizers.
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.
Internet Protocol Address. A numeric value unique to an individual computer or electronic device that identifies it on a network. The IP address is assigned by a network administrator, Internet Service Provider (ISP), or other network hardware.
Individual Pays Own
International Special Events Society
Booth/stand space with aisles on all four sides.
A display space that is exposed to aisles on all sides.
Special dividers, sectioning and protective padding inside exhibit crates.
One who is in charge of specific projects.
Union contract covering more than on eemployer and a union, more than on eunion and an employer, or a number of employees and a number of unions.
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.
A distribution point for electrical power.
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.
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.
Conflict between unions concerning the right to control certain jobs in a particular trade or industry.
A session that opens or highlights the show, meeting, or event.
Opening remarks or presentation at a meeting that sets the tone or theme of the event and motivates attendees.
Speaker whose presentation establishes the theme or tone of the event.
Distortion of a projected image whereby the image is wider on top and narrower on bottom. Keystone effect is caused when an image source is not perpendicular to the center point of the screen or projection surface.
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).
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.
KD. Exhibit or display components requiring on-site assembly.
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.
Food prepared according to Jewish dietary laws and restrictions.
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. See LETTER OF CREDIT.
Letter of Authority
Patio or balcony overlooking a garden or water.
Name by which all immediate family members are known. Women usually (but not always) adopt their husband's surname upon marriage. Same as SURNAME, FAMILY NAME (preferred). Compare with GIVEN NAME.
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. See DATA PROJECTOR.
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.
A manual or automated system used to conduct follow-up activities for sales prospects resulting from an event.
The physiological, psychological, physiological social/cultural, industry, nutritional, technological, physical, service, personnel, and evaluation factors surrounding the learning experience.
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.
Informative and instructional speech.
Type of adjustable spotlight used to light lecterns, signs and areas that need a tightly focused pool of light. See ELLIPSOIDAL SPOTLIGHT.
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.
Less Than Truckload
LTL. Rates applicable when the quantity of freight is less than the volume of truckload minimum weight.
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.
Letter of Credit
L/C. A document issued by a bank per instructions from a byer of goods, authorizing the seller to draw a specified sum of money under specified terms. See CONFIRMED LETTER OF CREDIT.
Part of a contract outlining conditions of liability.
Legal statement releasing the organization from responsibility for any arrangements made by attendees with services listed by the organization (e.g., child care).
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 license agreements.
A bar with a light than hangs behind a header.
Enclosure with lighting and translucent face of plastic or glass.
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.
Lighting Control Console
Desk-type housing, used to contain the controls required for adjusting production lighting. Also MASTER CONTROL.
Person who designs the lighting, directs placement of lighting equipment, and calls lighting cues on-site.
Structures used to support lights and electrical outlets.
A print showing the location and type of all lights used in a booth/stand, or in a meeting environment.
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.
Common question format, which uses standardized response options.
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).
Also "IN-LINE DISPLAY". Exhibit space that shares one or more borders with neighboring exhibits.
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.
Liquid Crystal Display
LCD. Display composed of mobile crystals in liquid suspension which align themselves and polarize light in response to a small electric change. The crystals are manufactured in pockets within the display which correspond to areas of dark or light background.
Scheduled times for crew to load and unload equipment.
Area on premises where goods are received. Usually raised area that back loading trucks can back up to and offload freight easily.
1) Refusal by a facility to allow guests acess to their guest rooms. 2) Labor action where employers refuse access to the facility by employees.
Storage area which can be locked.
1) Closed electric circuit. 2) A continuously repreated segment of music, dialogue, or images.
Fabric to which Velcro fastener fabric will adhere.
Item offered by a retailer at cost or less than cost to attract customers. Also referred to as a price leader.
Period when the demand for a supplier's product or service is lowest. Prices generally decrease in low season. Also called VALUE SEASON. Compare with HIGH SEASON.
Term applied to currents of 24 volts or less. ust be transformed from normal 110 volt input. Useful in animation, lighted model, etc.
A type of truck that can be adapted for picking up loads at ground level.
Lighting in which picture intensity produces limited bright areas.
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.
Magnetic Stripe. A lead retrieval system using a magnetic strip on either the back of a paper badge or on plastic badges similar to credit cards.
Make Work Practices
Union practices for spreading work by limiting production or by requiring employment of more workers than necessary for a particular job.
Final official listing of all passengers and/or cargo aboard a transportation vehicle or vessel.
Broadly, insurance covering loss or damage of goods at sea. Marine insurance will typically compenstate 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.
Taped or chalked symbol on studio or stage floors designating exact placement of props and actors. Also called SPIKE MARK.
Categorization of people, organizations or businesses by professional discipline or primary areas of interest for the purposes of sales analysis or assignment.
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.
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.
A holding area where trucks or buses check in and wait for instructions before delivering or picking up freight or passengers.
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.
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 the ceiling.
Drapes used to cover storage and other unsightly areas, unused areas or for security.
Original copy of something, such as an audio or video recording or filmed production.
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, audio-visual equipment, decor, etc. Also called MASTER BILL.
See MASTER ACCOUNT.
See LIGHTING CONTROL CONSOLE.
One key that will open function and guest rooms.
Video monitor which shows only the picture being aired.
Master of Ceremonies
Person who presides over the program. Also called MC, EMCEE
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. Sometimes referred to as DRAYAGE, Material Handling is the preferred term.
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.
Type of non-shiny screen surface used for front projection. It is the least expensive type of screen.
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.
Megabits (millions of bits) per second. A rate of data transmission over a computer network.
See MASTER OF CEREMONIES. Also called EMCEE.
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.
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 the American Arbitration Association (AAA) or the Judicial Arbitration and Mediation Service (JAMS). Unlike arbitration, a mediator is not empowered to impose a decision on the parties.
Meet and Greet
Service for meeting and greeting persons upon arrival in a city, usually at the airport, pier or rail station and assisting them with entrance formalities, collecting baggage and obtaining transportation.
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. Compare with CONVENTION, EXHIBITION, TRADE SHOW, CONSUMER SHOW.
Meeting Management Company
A company, representing another organization, handling site selection, negotiations and turnkey support for an event.
A written report outlining statistics of previous events, anticipated use of all services, profile of attendees, hotel occupancy patterns, etc.
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.
Meeting, Incentive, Conference/Congress, and Exhibition. An internationally used term for the events industry.
Instrument which converts sound into electrical signals for transmitting or recording sound.
MICROPHONE that picks up sound primarily from the direction in which it is pointed.
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.
See JUNIOR SUITE
Meeting Industry Network. On-line information network tracking historical and future site/booking information. MINT is provided by DMAI to its members.
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.
1) 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. See SOUND BOARD. 2) An informal get together to give members of a group an opportunity to meet one another.
Combining audio and audio sources.
See SOUND BOARD
A full-scale model of a proposed structure.
Manager on Duty. Person at a facility in charge of operations and/or guest relations for a certain period of time.
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. See TALENT.
Modulator-demodulator. Computer component that enables a computer to send and receive data over telephone or cable lines.
Person who presides over panel discussions and forums.
Modified American Plan
MAP. A type of room rate that includes breakfast and one other meal (usually dinner). See DEMI-PENSION. See also AMERICAN PLAN, CONTINENTAL PLAN, EUROPEAN PLAN.
An exhibit that uses standardized components (e.g., panels, frames) that can be assembled and reassembled in different configurations for different needs.
Partition units (walls, doorframes, etc) in standard sizes, used for building booths/stands in the sizes desired in that context.
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. 2) Event staff who observe sessions, report on problems and count attendance. Also called Session Monitor.
Images reproduced on a black and white television system.
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.
1) Composite made by combining serveral separate pictures. 2) Rapid succession of images to illustrate an association of ideas.
Formal proposal to be discussed and voted on in a meeting.
Memorandum of Understanding
Dates set for installation. See SET-UP.
Dates set for installation/dismantling of an exhibition, a meeting, or other event.
Dates set for dismantling. Also called TEAR DOWN.
Staff or actors in costume appropriate to a theme.
Meeting Professionals International
Marketing promotional opportunities. Sponsorship of logoed items (e.g. tote bags).
With two or more communication bands (receivers)
A company that offers complete turnkey organizational support for an event, including administrative and event management services.
Use of two or more audiovisual media in one presentation.
The use of two or more screens at the same time. Also called MULTIVISION.
A conference with parallet 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.
Control of the performance of musical compositions by the composers and authors through granting of a license to perform. Controlled by the copyright laws. See ASCAP, BMI, and SESAC.
The right granted by on eparty to let 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.
Trade name for polyester sheeting, usually clear or decorative metallic reflective finish.
National Association of Catering Executives
National Association of Consumer Shows
National Business Travel Association
National Coalition of Black Meeting Planners
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).
Weight of goods without the shipping container.
Two or more computers or peripherals that are linked together for the purpose of sharing data.
See PRESS RELEASE
To neglect to carry out an agreement.
An organization whose members may not benefit financially from its net proceeds.
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
National Speakers Association
Question-and-answer period after a speaker or presentation at a meeting.
Four electrical outlets in one box, which should be grounded.
1) Four-channel audio tape recording system. 2) Room with two or more beds for four persons.
The act of determining a person's authority or financial ability to purchase a product or service or perform a specific function.
Descriptive information that is a record of what is observed, presented in narrative by the respondent. Also referred to as "soft data".
Profits that can be sustained year to year over a prolonged period of time.
Information that is represented numerically so you can assign ranks or scores, or determine averages and frequencies. Also called hard data.
Wedge shaped table with one rounded edge.
Survey; a set of questions used to gather information.
Function room set-up that saves room turnover time, limits the number of event rooms required, and avoid additional charges for changing room set-ups.
Enclosed or draped area, close to the stage, for costume changes.
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.
Standard for safety for exhibition display units.
A black light used to make phosphorescent and fluorescent paints glow in the dark.
Underground Hospitality Suite
Hospitality suite that is not hosted by an official sponsoring organization (liability risk).
Plate used under bowl, glass, condiments, and so forth. See BASE PLATE.
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.
Uniform Resource Locator
URL. A website address.
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.
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.
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.
A hotel property in which the convention services manager (CSM) handles all aspects of the event, including catering.
The station used to transmit signals from Earth to satellite (videoconferencing).
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.
Part of the stage farthest from the audience or camera.
Uniform Resource Locator. Internet address for a website. Starts with http:// (or https:// for secure sites).
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.
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.
Series of tables set up in the shape of the letter U with chairs set around one or both sides.
Coordinated Universal Time. UTC is the standard used for all timekeeping applications, the reference time used for calculating all other time zones. In the United States, the natinoal standard for time-of-day is UTC (NIST), the coordinated universal time maintained by thte National Institute of Standards and Technology (NIST). See also GREENWICH MEAN TIME (GMT), ZULU TIME.
Box in floor, wall, or column which houses electric outlets or other utility sources.