Meeting, Event + Convention Planning Terms
Advance Order
An order for services (or goods) prior to an event
Advance Registration
Registration for a meeting or event prior to the day of the event; also called Pre-Registration
Agent
Representative of an entertainer who arranges for appearances, performances or shows
Air Walls
Moveable panels used to subdivide a larger area, such as a hotel ballroom, into smaller rooms
A La Carte
Any products that can be purchased separately, as opposed to in a package
Ambient Light
Any outside light such as sunlight coming through windows, or overhead room light
Amenities
The facilities and features of a property
American Plan
Three meals a day are included in the price of a meal plan at a resort or hotel
Amplifier (audio amplifier)
Increases the amplitude of sound to a level suitable for driving loud speakers
APEX (Accepted Practices Exchange)
An initiative of the Convention Industry Council that is bringing together all stakeholders in the development and implementation of industry-wide accepted practices to create and enhance efficiencies throughout the meetings, conventions and exhibitions industry
Apron
The part of a stage in a theater extending in front of the curtain
Audio Mixers
A component that combines more than one sound input for composite output
A/V (Audiovisual)
Equipment used for sound and sight
A/V (Audiovisual) Contractor
Provider of AV equipment and technical staff to set up and run the equipment
Auditorium Seating
Chairs set up in rows facing the speaker or stage, also called Theater Style Seating
Backlight
A type of illumination from behind the subject or stage
Backdrop
A cloth, drape or panel hung at the back of a stage set
Back of the House
Support and service areas usually not seen by guests of a hotel
Backscatter Imaging
Technology used in security that can see through clothing, used to screen passengers at some airports and high security events
Banquet Captain
The lead person or persons, appointed by the venue, charged with overseeing food service at an event
Banquet Event Order (BEO)
Also called a Function Sheet or Event Order, a detailed document that provides to a venue instructions and a timeline for how the banquet, meeting, or event will be run
Banquet Round
A round table used at a banquet that usually seats between 8-12 guests, depending on its diameter
Basic Amenities
In lodging, describes a room has a bath or shower, hot running water, and a toilet that flushes
Bid Document
A proposal submitted by a potential vendor offering services; can include approximate costs
Blackout
Days or periods when tickets or certain prices are unavailable, usually coinciding with holidays and peak travel seasons
Black Tie
Required dress is formal; tuxedos for men and evening dresses for women
Block
Seats or a set of rooms set aside for group sale; to reserve such space
Break-Out Room
A smaller room used when a larger group breaks into sub-groups
Buffet
Food is prepared and set up at tables where guests serve themselves
Business Attire
Required dress is what would normally be worn at the office, i.e., business suits
Business Class
Airline service class that caters to business travelers with amenities, varies by airline
Call Brand
A specified brand name a customer requests when ordering a drink, as opposed to a house brand, when a customer requests a drink by its generic name, e.g., gin and tonic, scotch and soda, which is a less expensive brand
Cancellation Clause
Part of a contract that summarizes penalties, if cancellation occurs
Cartage
The act of moving of exhibit properties over a short distance, or the cost to do so
Casual Attire
Generally considered a middle ground between business formal wear and street wear, but its definition can vary widely among different organizations
Change Order
Venue or supplier document that outlines changes in an original agreement
Chevron Seating
Room setup whereas chairs are placed in rows forming a V-formation facing the stage or podium, also called Herringbone and V-Shape
Classroom Seating
Room set up whereas tables are set in rows with chairs all facing the stage or podium; also called Schoolroom Seating
CMP (Certified Meeting Professional)
Convention Industry Council certification program for professionals in the meeting, convention and exhibition industries
Complimentary Rooms (Comp Rooms)
Facility provided rooms without a charge based upon the number of rooms purchased by a group
Concierge
Person at a venue or facility who can arrange for transportation, tours, tickets or restaurant reservations
Concurrent Sessions
Sessions that occur at the same time
Continental Breakfast
Light morning meal that usually includes coffee, tea, juice and rolls
Continental Plan
The price of the room includes a Continental Breakfast
Convention and Visitors Bureau (CVB)
An organization that provides information such as events calendars, news, and a directory of accommodations, for visitors, meeting planners and travel agents
Corkage Charge
Cost of bringing into a facility alcoholic beverages purchased elsewhere
Count
Total number of guests at any point in time
Covers
Actual number of meals served
Cut-Off Date
The day when a facility releases a block of rooms or space
Cut Off Time
A time when reservations that were not guaranteed need to be filled or result in cancellation
Dead Man
Temporary post used during installation to help support the weight of an overhead structure
Decorator
A professional or company that provides services for a trade show and its exhibitors, i.e., carpets, pipe and drape, labor
Definite Booking
Guest rooms and function space reservations confirmed in writing
Deposit
A partial payment to secure the fulfillment of a product or service
Destination Management Company
A company that specializes in the organization and logistics of meetings and events in a specific location or destination
Double Booking
To make two reservations for (i.e., a seat or hotel room) in order to be certain of obtaining one
DOS (Director or Sales)
Director of Sales of a facility or supplier
Drayage
The service that includes delivery of supplies to an exhibit space, removal of empty boxes during the show, and returning of crates at the end of the show to the carrier loading area
D.T. Labor (Double Time Labor)
Work performed on overtime, usually at a rate twice the usual cost
Duplex Outlet
A double electrical outlet
Efficiency Guest Room
A hotel room that includes a kitchen
Emcee, Master of Ceremonies
Person who presides over the program
EDT
Estimated Departure Time
ETA
Estimated Time of Arrival
European Plan
No meals are included in the price of a resort or hotel
Event Order
Also known as a Banquet Event Order or Function Sheet, a detailed document that provides to a venue instructions and a timeline for how the banquet, meeting, or event will be run
Exclusive Caterer
The featured and only caterer allowed to provide catering at a facility
Exhibit Booth
One display at an exposition
Exhibit Hall
The area(s) in an exposition where exhibits are displayed
Exhibitor Kit
A package of information that includes the rules and forms relating to a specific exhibition, provided to exhibitors by show management, also called a Service Kit
Exposition
Event or show usually with a collection of exhibits to display products or services
Facilitator
Person who guides discussion for panels or in small groups
Familiarization Trip (Fam Trip)
Reduced-rate travel offered to travel industry professionals to introduce them to an area, its attractions, hotels, and facilities
Family Style Service
Food served on platters at the center of the table (rather than on plates in the kitchen) so guests can serve themselves while seated
Fixed Seating
Seating at a facility that are permanently positioned, not able to be moved
First-Class Hotel
A hotel offering top quality services, usually in a prime location with extensive amenities
Flat Rate
One rate in terms of a standard hotel room, also called Run of House Rate
Floor Port
A utility box recessed in the floor with electrical, telephone, or plumbing connections
Force Majeure Clause
Part of a contract that limits liability should an unexpected or uncontrollable event occur
Front Screen Projection
Image is projected to the front of the screen
Full Service Hotel
Hotel with a restaurant
Function Sheet
Also known as a Banquet Event Order or Event Order, a detailed document that provides to a venue instructions and a timeline for how the banquet, meeting, or event will be run
Function Space
Space at a venue where “functions” or events can be held
Gala Dinner
A festive occasion or a lavish social event usually with entertainment or a speaker
General Session
A session to which all conference attendees are invited
Green Room
A private room prepared for a VIP to relax or meet with guests or the media
Ground Operator
A local transportation company, including taxi and land tours
Guarantee
The number of servings to be paid whether or not that number is actually used or consumed, usually required to be provided two days or more in advance of an event
Guarantee for Late Arrival
The assurance that a hotel room will not be sold to someone else if the person who booked it arrives late, usually held with a credit card
Guaranteed Reservation
Guest is responsible for payment if the reservation is not cancelled by a specified day/time the facility has set
Hall
An exposition facility or the exhibit area within a facility
Head Count
Actual number of guests attending an event
Head Table
Table at which honored guests sit
Headquarters Hotel
Hotel or facility where most convention activities take place
Herringbone Seating
Room setup whereas chairs are placed in rows forming a V-formation facing the stage or podium, also called Chevron and V-Shape
Hidden Charge
Unexpected expenses
High Season
When travel is most active and rates are at their highest, also known as Peak Season
Hollow Square Seating
Tables are arranged in a square shape with chairs set up only on the outside and nothing within the square
Honorarium
A fee paid to a guest speaker or lecturer
Horseshoe Seating
Tables are arranged in a u-shape with rounded corners; chairs may be placed on the outside or inside of the table arrangement
Hospitality Suite
A hotel room reserved by a group to greet and entertain customers or others; refreshments usually served
Host Bar
A sponsor of an event pays for drinks
House Brand
Any brand of liquor served when a customer requests a drink by its generic name, e.g., gin and tonic, scotch and soda - The least expensive brand served, as opposed to more expensive Call Brands, when a customer requests a drink and specifies a brand name
House Count
Number of occupied sleeping rooms in a hotel on any given night
House Lights
Existing lights in a facility, usually dimmed prior to a show in which stage lights are used
House Wine
A reasonably-priced wine featured by a restaurant or venue, often served in a carafe or by the glass - Guests specifying only the variety, i.e., Chardonnay, will usually be served the house wine.
Housekeeping
The department of a hotel charged with cleaning and maintaining rooms and public spaces
Housing Bureau
Third-party agency capable of managing the housing process for a meeting, often offered by a convention bureau
I&D (Installation and Dismantle)
Can also be called Set Up and Take Down
Incidentals
Minor, miscellaneous expenditures
Inclusive Rates
Rates that include service fees, gratuities and taxes
Inline Display
An exhibit that is set up along an aisle; Also called Linear Display
Island Display
An exhibit with four aisles surrounding it
Itinerary
Schedule of a visit or the route of a tour
Jet Lag
A condition caused when a person traveling across several time zones
King Room
A room with a King-sized bed, for one or two guests
Lapel Microphone
Wireless microphone that can be affixed to a lapel of a speaker, also known as a Lavalier Microphone or Pendant Microphone
Lavalier Microphone
Wireless microphone that can be affixed to a lapel of a speaker, also known as a Lapel Microphone or Pendant Microphone
Light Emitting Diode (LED)
A display and lighting technology used to create ambient lighting
Linear Display
An exhibit that is set up along an aisle; Also called an Inline Display
Linen
Usually referring to fabric on tables, plus napkins
Load In
Specified period of time for loading in equipment
Load Out
Specified period of time for loading out equipment
Low Season
The time of year when travel to a destination is at its lowest and prices decline
Maitre D’
The host or head server at a restaurant; supervises other servers
Marquee
A large tent, usually without some or all sides, used during outdoor events
Masking Drape
Fabric used to cover storage or other areas that should not be displayed
Master Account
An account set up to which authorized charges incurred by a group can be charged
Master Key
One key that opens all doors, including guest rooms and facility spaces
Master of Ceremonies, Emcee
Person who presides over the program
Media Advisory
Concisely alerts the media to an upcoming event
Minimum
The minimum catering revenue required for a function; If minimum is not met, additional charges usually will apply
Mixed Drink Tax
A local tax sometimes used to fund tourism related projects
M.O.D.
Manager on Duty
Moderator
Person who presides over a panel discussion
Modified American Plan (MAP)
Two meals a day are included in the price of a meal plan at a resort or hotel, usually breakfast and dinner
Multimedia
Combined use of several audiovisual media in a presentation
Net Square Footage
Total square feet of booth space at an exposition facility
No-Show
An expected guest who does not attend; Reservation is not used and is not cancelled
Off-Season
A period of the year when demand for a destination decreases and prices go down
Official Contractor
Company, appointed by show management, that provides services to a trade show and/or its exhibitors; Also called General Contractor
On-Site Order
Order placed at a show/event site
Off-Site Caterer
Person or company who prepares and delivers food
On-Site Caterer
Person or company who prepares food at a facility
On-Site Catering
Facility offers catering services on-site
On-Site Registration
Guests register at the facility, upon arrival to an event
Open Bar
Guests do not pay for beverages
Overset
Number of place settings above a guarantee
Overbooked
Confirmed reservations surpass number of available rooms
Overhead Projector
Equipment that projects enlarged images of written or pictorial material onto a screen or wall from a transparency placed below the projector and lighted from underneath
P.A. System (Public Address System)
A loudspeaker; a system that amplifies sound in one large area or throughout several rooms
Paid Out
A form that authorizes cash withdraws which will be charged to a master account or guest
Panel System
Referring to a pre-made exhibit composed of connected rectangular panels of various sizes
Pay Own
Refers to when each guest pays own charges
PBX Operator
Person who operates a Private Branch Exchange, or a central switchboard
Peak Season
Also known as High Season, when travel is most active and rates are at their highest
Pendant Microphone
Wireless microphone that can be affixed to a lapel of a speaker, also known as a Lapel Microphone or Lavalier Microphone
Pending Registration
A registration that is not complete due to lack of payment or completed forms
Peninsula Display
An exhibit with three sides of aisles or walkways
Per Diem
By the day
Per Diems
An allowance for daily expenses
Per Person
A charge for each guest or attendee
Pick-Up
Number of guest rooms used compared to the number of rooms initially blocked for an event
Pipe and Drape
Tubing covered with draped fabric to make up the rails and backwall of a trade show booth
Plus Plus (++)
Tax and gratuities are identified as “++” when they are not included in the price
Podium
A platform on which a speaker may stand
Post Conference
Any event or meeting that follows a conference
Poster Session
The presentation of research information by representatives of several research teams at a conference with an educational or professional focus
Preferred Caterer
A catering company that appears on a list offered by a venue from which meeting and event planners must choose; A caterer who is not on this list is not permitted to provide services
Pre-Convention Briefing (Precon)
A meeting for the planner to review with facility personnel the details of the convention
Pre-Registration
Registration for a meeting or event prior to the day of the event; also called Advance Registration
Premium Brand
Usually referring to higher-priced, better quality brands of liquor offered at a venue
Press Kit
A folder assembled for the media, usually includes press releases, product announcements and general company information