Meeting or Event Design Part 1 Flashcards
6-by-6 Rule
Audiovisual guidelines by which a presentation slide should contain no more than six words per line of text and no more than six lines of text.
Abstract
1) Written summaries of speeches or papers, generally between 200-500 words. 2) A brief statement of content.
Abstract Board
Freestanding or rolling boards, typically 4’ X 8’ used for attaching copies of research papers for authors to discuss with participants.
Accommodation
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.
Accreditation
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 programme as satisfying and maintaining academic standards.
Action Station
Chefs prepare foods to order and serve them fresh to guests. Also called Performance Stations, Carving Stations, or Exhibition Cooking.
Ad Hoc Committee
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.
Adjoining Rooms
Rooms with common walls, but without connecting doors.
Adult Learner
An adult who is usually pursuing education to attain a specific and practical goal.
Advance Registration
Booking before an event takes place. Allows attendees to register for an event before it takes place.
Advisory Board
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.
Affinity Group
Group sharing common interest, usually people who are members of the same organization.
Agenda
A list or plan of items to be considered, decided, undertaken, or accomplished at a meeting or event. Agendas are generally formal, structured lists and may include a time schedule.
Air Wall
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 soundproof. Also known as a PARTITION
Amenity
Complimentary items provided by a hotel in sleeping rooms such as toiletries, writing supplies, bathrobes, fruit baskets, and shoeshine mitts.
American Service
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.
American Plan
A type of hotel rate that includes the price of the room and all meals. Also called FULL AMERICAN PLAN (FAP).
American Breakfast
A meal of fruits and/or juices, cereal, eggs, meat, bakery goods and hot or cold beverages.
Alternate Media
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.
Aisle
1) Area between a booths/stands for attendee traffic movement. 2) Space between tables or chairs to allow passage of an audience.
Ambient Light
1) Level of illumination from natural lighting sources already existing in an environment. 2) Uncontrolled and unintended illumination.
American Society of Composers, Authors, and Publishers (ASCAP)
A membership organization that represents individuals who hold the copyrights to music written in the United States. ASCAP grants licensing agreements for the performance of that music.
Asynchronous Learning
Student-centered teaching method that uses on-line 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-OnDemand (AoD), correspondence courses, e-mail messages, bulletin boards, etc.
Asymmetric Bandwidth
A term describing an Internet Service Provider (ISP) technology where the download and upload bandwidth are not equal.
Assembly
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.
Aspect Ratio
The ratio of image width to height; pertaining to video and slides.
Arrival/Departure Pattern
A description of arrival and departure activities of an event’s attendees. This information should be included in the specifications guide for an event.
Amplifier
A device used to increase the sound levels of a signal to be sent to the loudspeakers for sound reproduction.
Apron
Part of a stage in front of the main curtain.
Analog
A method of conveying audio or video data electronically by varying its signal frequency or amplitude.
Andragogy
The art and science of helping adults learn, as opposed to pedagogy, which is the science of helping children learn.
Audience Left and Right
Stage directions from the audience’s perspective. This is the opposite of stage left and right.
Audioconference
A meeting using only voice transmissions between two or more sites.
Audiovisual (AV)
AV includes equipment, materials, and teaching aids used in sound and visual presentations, such as video projection, monitors, sound equipment, etc.
Audiovisual (AV)
Contractor Supplier of technical staff and audiovisual equipment (e.g. projectors, screens, sound systems, video, and staging).
Audiovisual (AV) Technician
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.
Auditorium Set-Up
Seating arrangement where chairs are arranged in rows facing head table, stage, or speaker. Variations are semicircular and V-shaped.
Back Drape
A drape, curtain or fabric panel that provides a soft, colorful background for a speaker or stage presentation. recording.
Back Light
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
Backbone
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.
Backdrop
Drapes, curtain, or fabric panels at the back of a stage, speaker’s table, or exhibit booth/stand.
Audience Reaction Team
Four or five attendees query the main speaker from the stage with questions from the audience and follow-up questions.
Audience Response System
Interactive computer or mobile device application that enables voting or polling and then collects and displays the results.
Backline Equipment
Equipment such as amplifiers and sound equipment required by musicians to perform at an engagement, often rented by the event organizer.
Bare Booth/Stand
Booth/stand with no services or facilities. All must be hired at an additional cost.
Banquet Set-Up
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 Round
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.
Banquet Manager
A person with overall responsibility for food and beverage delivery with direct (servers, banquet captains) and indirect (hotel kitchens and engineering) staff.
Banquet Event Order (BEO)
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
An elaborate, and often ceremonial, dinner for numerous people, often in honor of a person or persons.
Banquet Captain
Person in charge of banquet service at food functions. For small functions, may serve as maître d’. For larger functions, may be responsible for a specific area of the dining room. Primarily used in North America
Backwall
1) The back wall (either hard wall or draped) of a perimeter or inline booth/stand/exhibit. 2) Panel arrangement at rear of booth/stand area.
Bandwidth
The amount of data that can be transmitted (upload) or received (download) per second.
BarCamp
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.
Barn Door
Movable hinged flap used on stage lights to control light spill.
Batten
Lengths of pipe from which scenery, curtains, and lights can be hung.
Beaded Screen
Type of screen with highly reflective surface used for front projection.
Beamer
_LCD PROJECTOR. Primarily used in Europe
Bell Captain
A hotel employee who supervises the work of staff whose primary responsibility is to carry luggage, run errands, etc.
Black Light
Ultraviolet lighting that when applied causes phosphorescent paints to glow.
Black Tie
Required dress: dinner jacket, bow tie and cummerbund for the men and formal evening dress for the women. May include national dress. In the U.S. and Canada, Black Tie indicates Tuxedo. “Black tie optional” indicates that formal dress is preferred but not required.
Boardroom
A room set permanently in a conference style. Generally, with a fixed table & executive seating.
Boardroom Set-Up
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.
Boneyard
Area where equipment is stored during an exhibition. This area may be located within the exhibition hall in an unused portion of the floor.
Booth
Specific exhibit display area assigned by show management to an exhibitor under contractual agreement.
Brainstorming
Group sessions in which all participants contribute creative ideas which are not initially judged for merit.
Break
Short interval between sessions at which time coffee, tea and/or other refreshments are served.
Base Plate
Plate used under bowl, glass, condiments, and so forth.
Break-Out Rooms
Function rooms set up for a group within an event as opposed to a plenary or general session spaces. Also known as SYNDICATE ROOMS.
Broadcast Music Incorporated (BMI)
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 Producer
Person who oversees the production and broadcast of a virtual or hybrid event.
Buffet
Assortment of foods, offered on a table, self-served.
Butler Service
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, resort, or cruise ship.
Buzz Session
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.
By the Bottle
Liquor served and charged for by the full bottle.
By the Person/Per Person.
A fixed price per attendee; covers all consumption of food and beverage at a function, within a given time frame.
By the Piece
Food purchased by the individual piece, usually for a reception.
Cabaret Table
Small round table, 15-30 inches in diameter (38-76 centimeters) used for cocktail type parties.
Cafeteria Service
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.
Break-Out Sessions
Small group sessions, panels, workshops, or presentations offered concurrently within an event. Break-Out Sessions occur apart from the general session.
Call Brand
Brand of liquor, distinguished from HOUSE BRAND, selected by a customer according to personal preference. Usually a higher quality than house brands. Primarily used in North America
Call for Papers
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; often referred to as “Abstract Forms.” Also known as “Call for Presentations”.
Campfire Session
An informal, highly interactive, small group discussion format typically led by a subject matter expert and typically using comfortable seating set in a circle.
Campus Housing
Dormitory or other university/college sleeping accommodations.
Cancellation/No-Show Percentage
The number or percentage of contracted rooms that do not actualize into occupied rooms due to guest cancellations or no-shows.
Cash Bar
Private room bar set up where guests pay for drinks individually.
Category Cable
(Unshielded Twisted Pair Cable or UTP) Usually referred to as Cat followed by a numeral between and 1 and 7. Cat 5 or Cat 5e cabling, required for Fast Ethernet, is the most commonly available. RELATED TERMS: BACKBONE.
Catering Sales Manager
Staff person responsible for selling & servicing group & local F&B functions.
Centre Speakers
Loudspeakers that are used to cover assignments out of the range of the main loudspeakers’ projection area.
Charter
1) Exclusive use of all or some space on an airplane, bus, ship, or other vehicle for a specific period and for a specific itinerary. 2) To create a new association, organization or chapter of an association or organization.
Check-In Time
Time at which hotel guests may check in and occupy sleeping rooms.
Check-Out Time
Time by which hotel guests are required to vacate sleeping rooms.
Cherry Picker
Equipment capable of lifting a person or persons to a given height.
Chevron Set-Up
Seating arrangement in which chairs /or chairs or tables are arranged in rows slanted in a V shape and separated by a centre aisle. They face the head table or speaker.
Classroom Set-Up
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.
Classroom Table
Rectangular table, often narrower than regular tables and 30-inches high. Can be 6’ or 8’ long and 18- or 24-inches wide.
Clinic
Workshop-type educational experience where participants learn by doing.
Closed-Ended Incentive Programme
The number of winners is limited by a predetermined amount to be spent on the incentive programme.
Closing Ceremony
Final activities at an event which occur during the closing or last session.
Closing Session
The final session of an event in which the subjects which have been discussed are summarized and possible conclusions reached and announced.
Cocktail Table
Small round table, 15-30 inches in diameter (38-76 centimeters) and 30 inches in height (76 centimeters) used for cocktail parties. Also called CABARET TABLE.
Colloquium
An informal meeting for the purpose of discussion, usually of an academic or research nature and to ascertain areas of mutual interest through exchange of ideas. Conducted as and when convenient, but with little regularity.
Co-Location
To hold two or more related events at the same time and in the same place.
Committee
A group of people appointed for a specific function, consisting of members of a larger group.
Complete Meeting Package (CMP)
An all-inclusive plan offered by some conference centres and hotels, including lodging, all meals and support services.
Complimentary Ratio
The number of rooms provided at no cost based on the number of occupied rooms. Often expressed numerically, for example 1/50, 1:50 or 1-per-50.
Conference
1) Participatory meeting designed for discussion, fact-finding, problem solving and consultation. 2) An event used by any organization to meet and exchange views, convey a message, open a debate, or give publicity to some 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.
Concurrent Sessions
Multiple sessions scheduled at the same time. Programmes on different themes or subjects offered simultaneously. Outside North America, PARALLEL SESSIONS is used.
Computer Aided Design and Manufacturing (CAD/CAM)
Software used to design and manufacture products.
Conclave
Gathering of a group with shared or 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.
Compression/Decompression or Coder/Decoder (CODEC)
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.
Conference Officer/Organizer
Title generally conferred upon the chief administrator of the entire event. RELATED TERMS: PROFESSIONAL CONGRESS ORGANISER (PCO).
Conference Services Manager (CSM)
Primary contact person assigned to an event in a hotel or convention centre. Also referred to as CONVENTION SERVICES MANAGER.
Conference Set-Up
Seating in which rectangular or oval tables are set up with chairs placed around all sides.
Congress
1) The regular coming together of large groups of individuals, generally to discuss a subject. A congress will often last several days and have several simultaneous sessions. The length of time between congresses is usually annual, although some are on a less frequent basis. Most international or world congresses are latter type; national congresses are more frequently held annually. 2) European term for convention.
Connecting Rooms
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.
Consumer Show
Exhibition that is open to the public, usually requiring an entrance fee.
Continental Breakfast
Light morning meal consisting of pastries, juices, and hot beverages. May also include fruit. Usually served buffet style.
Continental Plan
A room rate that includes a continental breakfast.
Continuing Education
Structured educational and training experiences for personal or professional development.
Continuing Education Credit (CEC)
Requirement of many professional groups by which members must certify participation in formal educational programmes designed to maintain their level of ability beyond their original certification date.
Continuing Education Unit (CEU)
Non-academic credit unit conferred by professional organizations for formal educational programmes for members who must maintain their level of professional education.
Controversy Panel
To stimulate interest and debate, two or three views of a controversial issue are presented.
Convener
Member of committee in charge of convening participants.
Convention
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 & Visitors Authority (CVA)
RELATED TERMS: DESTINATION MARKETING ORGANISATION. SEE: CONVENTION AND VISITORS BUREAU.
Convention and Visitors Bureau (CVB)
An organization defined and recognized by its status as an incorporated, non-profit agency or local government entity, which promotes economic development of the community through travel and tourism. CVBs assist planners by providing information on local resources and services, site selection, and other pre-conference and post-convention services.
Convention Services Manager (CSM)
Professional at a hotel, convention centre or convention bureau who is responsible for event operations management on all levels.
Copyright
Laws that allow for the ownership of intellectual property (such as writings, art, music). Copy-written material may not be used without the owner’s permission or the payment of royalty fees.
Corkage
A charge placed on beer, liquor, and wine brought into a facility but purchased elsewhere.
Corner Booth/Stand
An exhibit space with exposure on at least two aisles, often sold by show managers at a premium rate.
Corporate 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 Corporate Travel business reasons at the company’s expense.
Cover
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. Also referred to as a CLOCHE.
Covers
Actual number of meals served at a catered meal function or in a restaurant.
Credentials Committee
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.
Cross Aisle
A smaller aisle perpendicular to a larger main aisle.
Cut-Off Date
Designated date when a hotel will release any unsold sleeping rooms in a group block and make them available to the public.
Dais
Raised platform usually above the floor of a hall or large room.
Debate
A discussion which takes place within a meeting, a public or private sitting or in one of the various types of assembly or meeting.
Décor
Props, lighting, or other decorative elements used to create a theme, ambiance or mood at a function or special event.
Decorator
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.
Definite Booking
Space reservations confirmed in writing.
Dedicated Bandwidth
A set amount of BANDWIDTH that is exclusively available to the end user or group.
Delay Speakers
Loudspeakers that are used to cover assignments out of the range of the main loudspeakers’ projection area.
Delegate
Outside of North America, a general term for registered meeting participant. In some instances, a voting representative at a meeting.
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.
Demi-Pension
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). In Europe it is also called HALF-PENSION.
