Industry Glossary Flashcards
1
Q
A term used to describe the type of reservation made on function space within a venue (hotel, convention center, etc.). 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 00:00-23:59.
A
24-Hour Hold
2
Q
Audiovisual guidelines by which a presentation slide should contain no more than 6 words per line of text and no more than 6 lines of text.
A
6-by-6 Rule
3
Q
1) Written summaries of speeches or papers, generally between 200-500 words. 2) Brief statement of content
A
Abstract
4
Q
Freestanding or rolling boards, typically 4’x8’ used for attaching copies of research papers for authors to discuss with participants.
A
Abstract Board
5
Q
A provision sometimes used in contracts to accelerate deposit payment schedule or to demand full prepayment of master account in the event of default or lack of credit by the purchasing organization. May also apply in other situation, such as assignments. Primarily used in North America.
A
Acceleration Clause
6
Q
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.
A
Acceptance
7
Q
Now known as the Industry Insights
A
Accepted Practices Exchange (APEX)
8
Q
Usable by people with disabilities
A
Accessible
9
Q
1) Any seat, berth, room, or service provided and/or sold to a guest, attendee, or passenger. 2) Action taken to allow a person with a disability to participate in an event.
A
Accommodation
10
Q
Official authorization or approval to 1) provide with credentials. 2) Recognize or verify the act of conforming with a standard. 3) Recognize a post-secondary institution or degree-bearing program as satisfying and maintaining academic standards.
A
Accreditation
11
Q
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. 2) A system in which revenue and expenses are accounted for as soon as they are committed.
A
Accrual Accounting
12
Q
An extraordinary natural disaster such as extreme weather, flood, hurricane, tornado, earthquake, etc. that cannot be reasonably foreseen or prevented and over which a contracting party has no reasonable control. The occurrence makes performance of the contract illegal, impractical, or impossible, leaving the contract parties with no legal responsibility to continue performance of the contract.
A
Act of God
13
Q
Chefs prepare foods to order and serve them fresh to guests. Also called Performance Stations, Carving Stations, or Exhibition Cooking.
A
Action Station
14
Q
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 new weight, and 3) subtracting the empty from the loaded weight. Can also be obtained by individually weighing each piece of freight.
A
Actual Weight
15
Q
Committee formed to deal with a specific issue or task; the committee is dissolved upon making its final report to the organization that created it.
A
Ad Hoc Committee
16
Q
Tax applied to an item according to the value of an item.
A
Ad Valorem Tax
17
Q
An individual or organization listed as covered by a primary insurance agreement.
A
Additional Insured
18
Q
Rooms with common walls, but without connecting doors.
A
Adjoining Rooms
19
Q
An adult who is usually pursuing education to attain a specific and practical goal.
A
Adult Learner
20
Q
An order for goods and/or services placed before the move-in date for an exhibition. Usually less expensive than an order made on-site.
A
Advance Order
21
Q
Fees association with advance orders, which typically include discounts when paid in advance.
A
Advance Rate
22
Q
Booking before an event takes place. Allows attendees to register for an event before it actually takes place.
A
Advance Registration
23
Q
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.
A
Advisory Board
24
Q
Group sharing common interest, usually people who are members of the same organization.
A
Affinity Group
25
A list or plan of items to be considered, decided, undertaken, or accomplished at a meeting or event. Typically formal, structured lists and may include a time schedule.
Agenda
26
1) A person authorized by another person (principal) to act for or in place of the principal. In travel, agent is specified by purpose, 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 who acts on behalf of the seller (speaker) or on behalf of the buyer (customer). 4) Venue finding, third party or production service provider. *Meaning differs by region*
Agent
27
A bill of landing that covers domestic and international flights transporting goods to a specific destination.
Air Consignment Note
28
Moveable, 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.
Air Wall
29
Moveable, 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.
Partition
30
An Airfreight company that transports freight via scheduled airlines. Do not operate their own planes.
Airfreight Forwarder
31
1) Area between booths/stands for attendee traffic movement. 2) Space between tables or chairs to allow passage of an audiance.
Aisle
32
Insurance against loss of or damage to property arising from any fortuitous cause except those that are specifically excluded.
All-Risk Insurance
33
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.
Alternate Media
34
Methods for resolving contract disputes without going to court.
Alternative Dispute Resolution
35
1) Level of illumination from natural lighting sources already existing in an environment. 2) Uncontrolled and unintended illumination.
Ambient Lighting
36
Complimentary items provided by a hotel in sleeping rooms such as toiletries, writing supplies, bathrobes, fruit baskets, and shoe shine mitts.
Amenity
37
A meal full of fruits and/or juices, cereal, eggs, meat, bakery goods and hot or cold beverages.
American Breakfast
38
AH&LA *Member of Events Industry Council.
American Hotel and Lodging Association
39
A type of hotel rate that includes the price of the room and all meals.
American Plan/Full American Plan (FAP)
40
American Plan, Full American Plan (FAP), Inclusive Rate, Continental Plan, Demi-Pension Modified American Plan, Full Board. *Primarily used in North America*
Different names for A type of hotel rate that includes the price of the room and all meals. (Six)
41
1) For lodging and accommodations, the amount charged for a room, usually including breakfast (or other meals), taxes, and service charge. 2) For food and beverage or catering, a rate that includes taxes, gratuities, and/or service charges.
Inclusive Rate
42
A room rate that includes a continental breakfast.
Continental Plan
43
A rate inclusive of breakfast and dinner, in addition to the room. In the U.S. and Canada it is called Modified American Plan (MAP) which means breakfast and one other meal (usually dinner).
Demi-Pension(North America) / Half-Pension (Europe)
44
A type of hotel rate that includes the price of the room and all meals.
Full Board
45
A rate inclusive of breakfast and one other meal (usually dinner). *Primarily used in North America*
Modified American Plan (MAP)
46
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 used for banquets. *Primarily used in North America*
American Service/Plated Service
47
ASAE *Member of the Events Industry Council.
American Society of Association Executives
48
A membership organization that represents individuals who hold the copyrights to music written in the United States. They grant licensing agreements for the performance of that music.
American Society of Composers, Authors, and Publishers (ASCAP)
49
U.S. Legislation that prohibits discrimination against persons with disabilities in employment, transportation, public accommodations, communications, and government activities.
Americans with Disabilities Act (ADA)
50
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.
Amphitheatre
51
A device used to increase the sound levels of a signal to be sent to the loudspeakers for sound reporduciton.
Amplifier
52
A method of conveying audio or video data electronically by varying its signal frequency or amplitude.
Analog
53
The art and science of helping adults learn.
Andragogy
54
The art and science of helping children learn.
Pedagogy
55
A company that provides software to customers through the internet using centralized servers owned and managed by the provider.
Application Service Provided (ASP)
56
Part of a stage in front of the main curtain.
Apron
57
A private process of dispute resolution used as an alternative to litigation in court. A neutral third party or a panel renders a decision after a hearing at which both parties have an opportunity to be heard.
Arbitration
58
Facility type featuring a large flat main floor surrounded by fixed seats in a sloping oval or modified oval shape, much steeper than the typical theatre. 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.
Arena
59
A description of arrival and departure activities of an event's attendees. This information should be included in the specifications guide for an event.
Arrival/Departure Pattern
60
The ratio of image width to height; pertaining to video and slides.
Aspect Ratio
61
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. 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.
Assembly
62
AMCI *Member of the Events Industry Council.
Association Management Company Institute
63
ACCED-I *Member of the Events Industry Council.
Association of Collegiate Conference and Events Directors - International
64
ADMEI *Member of the Events Industry Council.
Association of Destination Management Executives International
65
A term describing an Internet Service Provider (ISP) technology where the download and upload bandwidth are not equal.
Asymmetric Banwidth
66
Student-centered teaching method that uses online learning resources to facilitate information sharing among a network of people outside the constraints of time and place. typically this is on-demand and can be video-on-demand (VoD), audio-on-demand (AoD), correspondence courses, email messages, bulletin boards, etc.
Asynchronous Learning
67
An international customs document that permits duty-free and tax-free temporary import of goods for up to one year. It eliminates or reduces value-added taxes (VAT) charges, customs fees, and bond fees. Covers commercial samples, professional equipment, and goods for presentation or use at trade fairs, shows, exhibitions, etc. Items not covered are consumable or disposable goods that will not be returned home.
ATA (Admission Temporaire/Temporary Admission) Carnet
68
The difference between the actual number of sleeping rooms (or food and beverage or revenue) realized and the number agreed to in the contract between the group and the facility. Often a percentage or actual shortfall limit (slippage) is allowed before damages are assessed.
Attrition
69
The total actual number of attendees at an event.
Audience Count
70
Stage directions from the audience's perspective.
Audience Right/Left
71
Four or five attendees query the main speaker from the stage with questions from the audience and follow-up questions.
Audience reaction team
72
Interactive computer or mobile device application that enables voting or polling and then collects and displays the results.
Audience response system
73
A meeting using only voice transmissions between toe or more sites.
Audioconference
74
Equipment, materials, and teaching aids used in sound and visual presentations, such as video projection, monitors, sound equipment, etc.
Audiovisual (AV)
75
Supplier of technical staff and AV equipment.
Audiovisual (AV) Contractor
76
An AV professional who is responsible for the set-up, configuration or operation of lighting, sound, video, staging or other similar elements of an event function.
Audiovisual (AV) Technician
77
1) A methodical examination and review of records pertaining to an event. For instance, an independent verification of attendance figures submitted by and Exhibition's producers. 2) An unbiased examination and evaluation of the financial statements of an organization. It can be conducted internally (by employees of the organization) or externally (by and outside firm).
Audit
78
Room for gathering an audience for speeches, performances, 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. Can often have tiered seating.
Auditorium
79
Seating arrangement where chairs are arranged in rows facing head table, stage, or speaker. Variations are semicircular and V-shaped.
Auditorium Set-Up
80
A person who is authorized to legally bind an individual or organization to a contract, to sign cheques on behalf of an organization, or charge to an organization's master account.
Authorized Signatory
81
Device installed in many large public areas. Can be used by any individual to administer life-saving care to a person experiencing a heart attack.
Automated External Defibrillator (AED)
82
Mathematical average of a series of sleeping room rates.
Average Room Rate
83
A Drape, curtain, or fabric panel that provides a soft, colorful background or a speaker of stage presentation.
Back Drape
84
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 Light
85
Areas for staff only (venue term)
Back of House (BOH)
86
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.
Backbone
87
Drapes, curtain or fabric panels at the back of a stage, speaker's table, or exhibit booth/stand.
Backdrop
88
Equipment such as amplifiers and sound equipment required by musicians in order to perform at an engagement, often rented by the event organizer.
Backline Equipment
89
1) The back wall (either hard wall or draped) of a perimetre or inline booth/stand/exhibit. 2) Panel arrangement at rear of booth/stand area.
Backwall
90
The amount of data that can be transmitted (uploaded) or received (downloaded) per second.
Bandwidth
91
A document issues by a bank per instructions from a buyer of goods, authorizing the seller to draw a specified sum of money under specified terms.
Bank Guarentee
92
An elaborate, and often ceremonial, dinner for numerous people. often in honor of a particular person or persons.
Banquet
93
Person in charge of banquet services at food functions. For small functions, may serve as maitre d'. For larger functions, may be responsible for a specific area of the dining room.
Banquet Captain
94
A form most often used by hotels to provide details to personnel concerned with a specific food and beverage function or event room set-up.
Banquet Event Order (BEO)
95
A person with overall responsibility for food and beverage delivery with direct (servers, banquet captains) and indirect (hotel kitchens and engineering) staff.
Banquet Manager
96
Table used for meal service; depending on the diameter, can comfortably seat up to 12 persons. A round for 8 is usually 60-inces in diameter, and a round for 10 is usually 72-inces in diameter. Rounds that are 66-inches in diameter may also be found in use for tables of 8-10.
Banquet Round
97
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.
Banquet Set-Up
98
These are participant-led conferences where everyone who attends contributes a demonstration or session, or otherwise volunteers in a way to contribute to the event.
BarCamp
99
Booth/stand with no services or facilities, meaning that theses all have to be hired at an additional cost.
Bare Booth/Stand
100
Moveable hinged flap used on stage lights to control light spill.
Barn Door
100
Currency in which all official business transactions will take place.
Base Currency
101
Plate used under bowl, glass, condiments, and so forth.
Base Plate
102
Lengths of pipe from which scenery, curtains, and lights can be hung.
Batten
103
Type of screen with highly reflective surface used for front projection.
Beaded Screen
104
Hotel employee who supervises the work of staff whose primary responsibility is to carry luggage, run errands, etc.
Bell Captain
105
Generally refers to airfreight and van line shipments. The number upon which freight charges are based. It is the actual weight or the dimensional weight, whichever is greater.
Billing Weight
105
Lowest available rate for non-group reservations at a hotel.
Best Available Rate (BAR)
105
Ultraviolet lighting that when applied causes phosphorescent paints to glow.
Black Light
105
A proposal submitted to an event organizer by a convention & visitors bureau and/or hotel or other suppliers, that includes detailed specifications (such as dates, rates, concessions, etc.) and estimated costs.
Bid
105
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 charge. it serves as a document of title, a contract of carriage, and receipt of goods.
Bill of Lading (B/L)
106
Required dress: Dinner jacket, bowtie and cummerbund for the men and formal evening dress for the women. May include national dress.
Black Tie
107
Laws that regulate the types of businesses that must be closed, or the types of products that may not be sold on Sundays.
Blue Laws
108
Final review copy for client's approval before publishing.
Blueline
109
A room set permanently in a conference configuration, generally with a fixed table and executive seating.
Boardroom
110
Seating arrangement in which rectangle or oval shaped tables are set up with chairs on both sides and ends.
Boardroom Set-Up
111
A warehouse authorized by customs authorities for storage of goods on which payment of duties is deferred until the goods are removed.
Bonded Warehouse
112
The purchase, for a premium, of a guarantee of protection for a supplier or customer. In the hospitality industry, certain programs are mandatory.
Bonding
113
Area where equipment is stored during an exhibition. This area may be located within the exhibition hall in an unused portion of the floor.
Boneyard
114
Guidelines by which a convention centre (or other venue) prioritizes reservations; may correspond to hotel rooms the event will use in the area.
Booking Policy
115
Specific exhibit display area assigned by show management to an exhibitor under contractual agreement.
Booth
116
Staff whose primary responsibility is to carry luggage, run errands, etc. Primarily in a hotel.
Bell Staff
117
A commission that is paid by a hotel to a third party for services; it comes out of the hotel sleeping room rate, but is not disclosed to the guests or the event organizer. In some countries, this practice could be subject to restrictions and/or ethical concerns.
Blind Commission
118
Group sessions in which all participants contribute creative ideas which are not initially judged for merit.
Brainstorming
119
Short interval between sessions at which time coffee, tea, and/or other refreshments are served.
Break
120
The point at which revenues are equal to expenses.
Break-Even Point
121
Function Rooms are set up for a group within an event as opposed to a plenary or general session spaces.
Break-Out Rooms
122
Small group sessions, panels, workshops or presentations, offered concurrently within an event separate from the general session.
Break-Out Sessions
123
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.
Broadcast Music Incorporated (BMI)
124
Person who oversees the production and broadcast of a virtual or hybrid event.
Broadcast Producer
125
A non-asset based transportation provider that sells transportation services for commercial shippers. Brokers commonly use freight forwarders.
Broker
126
A statement of estimated revenues and expenditures for a specified period of time, event or project; divided into subject categories and arranged by principal area of revenue and expense.
Budget
127
Financial goal of the event (break even, profit, or expense).
Budget Philosophy
128
Assortment of foods, offered on a table, self-serve.
Buffet
129
1) Servers offer a variety of both hot and cold hors d' oeuvres on platter 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, resort, or cruise ship.
Butler Service
130
An agent who purchases goods on behalf of a company or agency.
Buying Agent
131
Method to increase audience participation by dividing all participants into discussion groups, each of which reports the group's findings and opinions during a following plenary session.
Buzz Session
132
Liquor served and charged for by the full bottle.
By the Bottle
132
A fixed price per attendee; covers all consumption of food and beverage at a function, within a given time frame.
By the Person
133
Food purchased by the individual piece, usually for a reception.
By the Piece
134
Room adjacent to pool area, with or without sleeping facilities.
Cabana
135
1) Room arrangement with cocktail tables, chairs, and a stage. 2) Outside North America, refers to seating at round tables with chairs and no seating with backs to the speaker.
Cabaret Set-Up
136
Small round table, 15-30 inches in diameter used for cocktail type parties.
Cabaret Table
137
A food service operation in which customers carry their own trays and select food from a display counter or counters. Payment is sometimes made at a cashier station.
Cafeteria Service
138
Brand of liquor, distinguished from house brand, selected by a customer according to personal preference. Usually a higher quality than house brands.
Call Brand
139
An invitation to submit topic ideas for the conference programme. Document containing detailed instructions for submission of papers for assessment and selection by a review committee.
Call for Papers
140
An informal, highly interactive, small group discussion format, typically led by a subject matter expert and typically using comfortable seating set in a circle.
Campfire Session
141
Dormitory or other university/college sleeping accomodations.
Campus Housing
142
Provision in a contract which outlines damages to be paid to the non-cancelling party if cancellation occurs.
Cancellation Clause
143
Insurance that protects an event organizer against finical loss or expenses incurred when contractually specified perils necessitate cancelling or relocating an event, or cause a reduction in attendance.
Cancellation or Interruption Insurance
144
The number of percentage of contracted rooms that do not actualize into occupied rooms due to guest cancellations or no-shows.
Cancellation/No-Show Percentage
145
Business that was confirmed definite by contract and was later cancelled.
Cancelled Business
146
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.
Carbon Neutral
147
Additonal coverage protecting the owner of goods for loss or damage while goods are in a carrier's posession. Recommended for all international shipments.
Cargo Insurance
148
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.
Carnet
149
