TheWelsey Meeting & Events Glossary

17/03/2020

We have assembled a list of the staple keywords every meeting and event planner should be familiar. We have divided our glossary into the following four sections “General, Technology, Contracts & Layouts. We explain terms such as day delegate rate, central reservations systems, force majeure clause & cabaret-style layout & more. After reading our informative glossary you will  be an expert in meeting & events terminology!

 

General

 

A La Carte

A French term that means ‘from the menu,’

Air Walls

Removable dividers in meeting spaces which permit occasion organisers to make adaptable spaces to meet their necessities. They can be utilised to encourage numerous breakout spaces during a bigger gathering.

Amenities

This word can allude to a property’s highlights and offices, just as regularly complimentary things offered in a scene, for example, free nourishment or drink, office supplies, or attendant services.

Attendee Relationship Management

Programming that permits occasion organisers and administrators to make a database of contacts so they can more likely screen, oversee, and keep in touch connections.

Back of House

This term alludes to territories of help and administration ordinarily not seen by visitors, offered by the lodging, occasion scene or office.

Banquet Event Order (BEO) / Function Sheet

Likewise called a “Program Execution Order (PEO), this request for guidelines diagrams all occasion coordination’s and directions a setting needs to effectively execute an occasion. This archive subtleties the timings of the occasion, space or room arrangement, menu determinations, various media necessities, and how the occasion will be run.

 Business Centre

Also called a “Program Execution Order (PEO), this request for guidelines diagrams all occasion coordination’s and directions a setting needs to effectively execute an occasion. This archive subtleties the timings of the occasion, space or room arrangement, menu determinations, various media necessities, and how the occasion will be run.

B2B  

This condensing signifies ‘Business to Business’ is the place one business makes a business trade with another

B2C

This condensing implies ‘Business to Consumer/Customer’ events, every now and again relating to more buyer and open going up against events.

Breakdown / Load Out / Strike

These terms all mean to cut down equipment and get together things that have been set up for an event, after the event is done.

Certified Meeting Professional 

A well-recognised certification programs for professionals in the meeting, convention, and exhibition industries, organised by the Convention Industry Council.

Colloquium

This word refers to an informal participatory discussion around group-selected topics.

Comp Rooms

A venue or facility that can provide an event planner complimentary rooms (without a charge) based on the number of rooms purchased by a group.

Critical Time Plan or Critical Path

An occasion the board plan used to guarantee an occasion runs easily, specifying which assignments should be satisfied and who is answerable for them, and what time allotment they should be finished by.

Day Delegate Rate (DDR)

Day Delegate Rate, or DDR, is a charge by a setting for every participant, every day for an occasion, considering an entire day’s gathering.

Data Protection

The responsibilities of anyone dealing with personal data. Laws and guidance vary from country to country.

 Estimated Departure Time (EDT)

Booked time when a gathering or individual will leave a setting.

 Estimated Time of Arrival (ETA)

Booked time when a gathering or individual will show up at a setting.

Get-in  

This term implies the predefined time for gathering and staff to appear and find a good pace for course of action before everyone or guests appear.

Inclusive Rates

Rates that incorporate help expenses, tips, and assessments.

Installation & Dismantle (I&D)

Rates that incorporate help expenses, tips, and assessments.

Itinerary

Another word for a timetable, plan, or program.

Keynote

Whether or not it’s a presentation or speaker, a keynote implies the opening area or noteworthy whole gathering at a social affair that builds up the pace or subject of the event. The element speaker is consistently an open or striking industry figure whose presentation convinces the group and a strong partner for guests to go to the event

Lead Time

The time between an underlying scene request and when an occasion really happens at a setting.

Low Season
At the point when travel, lodging, and business request is at its most minimal and costs decay

 Master Account

A record set up to which all charges for a predetermined gathering ought to be applied (frequently by the host or occasion organiser).

Meeting Professional

This term portrays a person in the occasions business who works in the gatherings division.

MICE

This is a globally utilised term in the occasions business, which means ‘Gatherings, Incentives, Conventions, and Exhibitions.’

No-show

An average visitor (for example delegate, staying visitor, part) who doesn’t take an interest and hasn’t educated the facilitator or inn as for an organised nonattendance or deferral.

Peak Season

At the point when travel, inns, and business requests are generally dynamic and rates are higher. Otherwise called High Season.

Post Event Report

A report identifying the event history after the event has happened, including number of members, number of no-shows up, hard and fast cost per individual, advantage, etc.

Post Event Feedback

Direction once in the past offered to event facilitators that fuses positive just as negative comments, proposals, and notes gave by guests after the event, all together for event coordinators and organisers to build a cognisance of achievements and where upgrades can be made.

Pre-Event Feedback

Used to qualify participants before the occasion and assemble information about them, this kind of data includes a poll used to accumulate data from participants, with questions frequently asked during the online occasion enrolment process.

Pre-Registration

Moreover, suggested as ‘Advance Registration,’ this articulation infers booking onto a social event or event before the day of the event.

Program Execution Order (PEO)  

Also called a “Banquet Event Order (BEO), this order of instructions outlines all event logistics and instructions a venue needs to successfully execute an event. This document details the timings of the event, space or room setup, menu selections, audio visual requirements, and how the event will be run.

Proposal

A composed idea from a merchant to an imminent purchaser, created in light of a request. This proposition will endeavour to coordinate the prerequisites and detail costs, accessibility, and determinations for the potential customer.

Request for Information

This is a fundamental advance to a ‘Solicitation for Proposal’ (see beneath), where an organisation explores potential sellers for insights regarding their items and administrations.

Request for Proposal (REP)

A proper solicitation by an occasion or meeting organiser, which records/subtleties the entirety of the determinations required for the occasion, sent to providers all together for the organisations to draw up a proposition of their administrations and offer for the business.

Room Hire Rate

This phrase refers to the cost of hiring a meeting room, exclusive of equipment and catering.

Specifications   

Meeting or event requirements.

Site Visit

When a meeting or event planner wants to check out and tour a prospective or booked venue, they organise a site visit.

TBA / TBC

To be announced/To be confirmed.

Trade Show

Often referred to as an exposition or B2B exhibition, a trade show is an event where a specific industry meets its peers. Goods and services are exhibited and demonstrated.

Traffic Flow

In terms of events, ‘traffic flow’ refers to the movement of visitors through an exhibition. It can also refer to how attendees move from one area, hall, or room to another.

Value Added Tax (VAT)

A consumption tax commonly used in the European Union.

Venue Finding

Researching and sourcing the right venue for an event.

Venue Inspection

This enables event planners to view the facilities before final confirmation.

Walk or Being Walked 

These phrases are often used in the hotel industry when guests with confirmed reservations are sent to another hotel due to overbooking.

 

Technology

 

Audio Visual (A/V)

Refers to equipment with both sound and visual components event planners use for presentations, including screens, monitors, projectors, microphones, video, and sound.

Central Reservation System (CRS)

Database software that contains information about availability, rates, and related services, and through which reservations can be made.

Customer Relationship Management (CRM)

A shared online database system that stores a major list of contacts and their details. This system allows companies to manage their interaction, event attendance history, and communications with their clients in an organised way.

HDMI

High-Definition Multimedia Interface’ (HDMI) is a digital audio/video/data connector; a replacement for analogue video standards that is compatible with computer monitors, video projectors, digital TVs, and digital audio devices.

LCD

A type of monitor used for displaying images and video. LCD means ‘Liquid Crystal Display.’

LED

‘Light Emitting Diode,’ a type of display and lighting technology with wide ranging applications, including ambient lighting and large display screens.

Live-stream

Coverage of an event broadcast live over the internet, often via social media channels.

Microphone

An instrument for converting sound waves into electrical energy variations which may then be amplified, transmitted, or recorded.

Overhead Projector 

Overhead projectors display enlarged images onto a screen or wall from a transparency placed below the projector and lighted from underneath.

PA System

Shorthand for ‘Open Address System.’ A gadget that enhances sound in one enormous zone or all through a few rooms through speakers with the goal that messages can be shared

Teleconference

A conference being broadcast simultaneously to multiple sites via phone or other audio.

Video / Web Conferencing

Using video technology to broadcast an event or meeting to participants unable to attend in person.

Webcast

This is a media presentation or an event that is broadcast live over the internet.

Webinar

A presentation, session, forum, or seminar broadcast over the internet.

Wireless

Tools and products that operate without any need for a wired connection. This can relate to internet, microphones, printers, speakers, headphones, and other technology products.

 

Contracts

 

Cancellation Clause

This contract clause details the terms and conditions under which a company may cancel or terminate the agreement or reservation.

Conference Pack

For the most part an extensive assortment of meeting documentation and additionally occasion materials inside a sack, cover, envelope or organiser. Additionally, called data pack.

Pro Forma Invoice

This is a receipt (or bill) gave by a provider before the arrangement of the administration.

 Layouts

 

Auditorium / Theatre-style Layout

A meeting room or hall set up with chairs set in rows facing a stage or podium. The inner chairs directly face the front of the room, while the outer chairs may be angled to provide a better view of the stage.

Boardroom-style Layout

Designed to facilitate conversation, preferred for training or committee meetings, this seating arrangement sees delegates seated facing each other around a square, rectangle, oval, or round table.

Breakout Rooms

Smaller rooms that are used as part of a larger conference or event when a large group breaks into sub-groups for specific sessions.

Cabaret-style Layout

A cabaret room style setup is a layout that is almost similar to a banquet style arrangement.

Chevron / Herringbone / V-shape Layout

This setting design sees the room set up with tables and chairs in rows forming a V-formation facing the stage.

Circle-Style Layout

Layout arranging seats in a circle, where the inner space of the circle is not used.

Classroom / Schoolroom Seating

Imagine an old-fashioned classroom layout; rows of square or rectangular tables and chairs all face the stage or podium, directly facing the speaker or screen.

Floor Plan

A ‘floor plan’ refers to the blueprint or layout of a room or exhibition hall, including electrical outlets, doors, windows, pillars, and other amenities and how the event will be set out within the space.

Hollow Square Layout

Also referred to as ‘board-of-directors set-up’ or ‘boardroom set-up,’ a room will feature chairs arranged around a table, with everyone facing in for a discussion. If there are too many participants to fit around one boardroom table, several tables may be used. Hollow square means that there is space in the centre between the tables.

Horseshoe Seating

Just like a horseshoe, tables and chairs are arranged in a U-shape with rounded corners.

 Pod Seating

Also referred to as ‘Banquet-style’ or ‘Round set’, this seating arrangement is designed for large audiences for events such as awards ceremonies and galas, where there are typically round tables of 8-10 guests seated.

Private Dining Room 

A room in a restaurant separated from the main dining area that can be reserved by groups to dine with more privacy. Frequently requested by event planners for parties or group dinners after a meeting or event.

Reception-style

Designed to encourage participants to network and a common set up during a cocktail reception. High-top tables are placed throughout the room with limited or no seating provided.

Session

This is one gathering, introduction, or workshop that can occur in a breakout room during a bigger gathering or meeting

 Space Only

Unlike a shell scheme contract where the modular system is provided, an exhibitor can choose the space only option, which refers to space on an exhibition show floor, of which the exhibitor can be creative and has to provide their own exhibit stand.

 

 

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