ESA | Week 7 Flashcards
Attendee Profile
Describes attendee needs and includes accommodations for persons with disabilities (Week 7)
Application Service Provider (ASP)
ASP. A company that provides software to customers through the Internet using centralized servers owned and managed by the provider. (Week 7)
Bid
A proposal submitted by a convention & visitors bureau and/or hotel(s) or other suppliers to an event organizer that includes detailed specifications (such as dates, rates, concessions, etc.) (Week 7)
Conference Center
A facility that provides a dedicated environment for events, especially small events. May be certified by the International Association of Conference Centers. (Week 7)
Constraints
demands on project management like challenges, restrictions and shortages. Time, Cost, Performance (Week 7)
Convention and Visitors Bureau (CVB)
CVB. A not-for-profit organization, defined and recognized by it’s incorporated local government entity as the representative organization responsible for promoting the economic development of their community through travel and tourism. 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. (Week 7)
Critical Path
Chain of activities that must begin on time and stay on track in order to achieve project milestones and ultimately execute the project on time. (Week 7)
Destination
A geographic location where meetings or events are held. (Week 7)
Event Profile
description of event including hosting organization, summary and attendee profile (Week 7)
Floor Plan
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. (Week 7)
Gantt Chart
a type of bar chart that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Terminal elements and summary elements comprise the work breakdown structure of the project. Modern Gantt charts also show the dependency (i.e., precedence network) relationships between activities. Gantt charts can be used to show current schedule status using percent-complete shadings and a vertical “TODAY” line as shown here. (Week 7)
Logistics Action Plan
timeline and plan for getting the meeting into and out of the venue (Week 7)
Non-Traditional Venues
historical facilities such as palaces or castles, restaurants, museums outdoor areas and arenas (Week 7)
Outside Suppliers
Supplier who is not directly associated with the facility. (Week 7)
Preferred or Approved or Recommended Provider
a small group of vendors recommended by a venue based on the quality of their services, familiarity with the venue and it’s rules and regulations (Week 7)
Professional Congress Organizer (PCO)
Companies or individuals specialized in organizing events on behalf of a client organization. Not to be confused with DMC (Destination Management Company). (Week 7)
Project Status Report (PSR)
captures event progress, including such items as registration numbers, confirmed exhibitors and sponsors and financials (Week 7)
Scope Creep
A subtle process that begins with small adjustments to the project’s original goals and results in the project becoming improperly defined, documented or controlled (Week 7)
Simultaneous Interpretation
Process of orally translating one language into another while the speaker is speaking. See CONSECUTIVE INTERPRETATION, INTERPRETATION, INTERPRETATION IN RELAY, TRANSLATION, WHISPERED INTERPRETATION, WIRELESS INFRARED INTERPRETING SYSTEM. (Week 7)
Site Inspection
In-person on-site review and evaluation of a venue or location for an event. See FAMILIARIZATION TRIP. (Week 7)
Site Management
refers to all of the details that the event manager must supervise at the venue area, location, property or specific facility to be used for an event. The process starts with site selection and encompasses designing the event layout, managing the event on site and managing event communication (Week 7)
Site Plan
a document detailing meeting room assignments and the placement of permanent and temporary structures within your venue (Week 7)
Site Selection
Choosing a venue for an event. (Week 7)
Tourism Office
An organization which exists to promote a city, town, locality, or country to groups or individuals as a tourist destination. (Week 7)
Traffic Flow
1) Movement of people through an area. 2) A supposed or directed path that attendees will take through an exhibition. (Week 7)
Universal Design
design of products, environments, programs and services usable by all people, to the greatest extent possible, without the need for adaptation or specialized design. It does not exclude assistive devises where needed (Week 7)
Venue
1) Site or destination of meeting, event or show 2). Location of performance such as hall, ballroom, auditorium, etc. (Week 7)
Work Breakdown Structure (WBS)
An organized framework identifying the tasks, responsibilities and time frame required to complete a project (Week 7)
Amenity
Complimentary items provided by a hotel in sleeping rooms such as toiletries, writing supplies, bathrobes, fruit baskets, and shoe shine mitts. (Week 7)
Americans with Disabilities Act (ADA)
ADA. U.S. legislation passed in 1992 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make their facilities accessible to individuals with physical disabilities. See ADA. (Week 7)
Complete Meeting Package (CMP)
CMP. An all-inclusive plan offered by conference centers; includes lodging, all meals and support services. (Week 7)
Congress Center
A facility, outside the US, whose purpose it is to host trade shows, public shows, convention and other large functions; it combines exhibition space with a substantial number of smaller meeting and event spaces. (Week 7)
Convention Center
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. (Week 7)
Dashboard
An interactive table of contents used in project management when communicating with multiple parties via the Internet (Week 7)
Destination Management Company (DMC)
DMC. A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics. (Week 7)
Destination Marketing Organization (DMO)
DMO. A not-for-profit organization, defined and recognized by it’s incorporated local government entity as the representative organization responsible for promoting the economic development of their community through travel and tourism. DMOs assist planners by providing information on local resources and services, including site selection, pre-conference and post-convention services. See Also CONVENTION AND VISITORS BUREAU. (Week 7)
E-RFP
An electronic document (request for proposal) that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services. (Week 7)
Event Manager (EM)
the individual that coordinates all of the meeting’s needs before, during and after the meeting (Week 7)
Exclusive Service
Contractor appointed by event or venue management as the sole agent to provide specific service or products (Week 7)
Face-to-Face Meeting
A gathering of people in a common location for the purpose of learning, transacting business or socialing (Week 7)
Gap Analysis
A project management tool to help determine what needs to be accomplished in order to meet the outcomes; also known as a discrepancy analysis (Week 7)
High Season
Period when the demand for a supplier’s product or service is highest. Prices general increase in high season. Also Called PEAK SEASON. Compare With LOW SEASON. (Week 7)
In-House Service
An adjective used to define services which are performed within the company or organization, rather than being subcontracted. (Week 7)
Low Season
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. (Week 7)
