Event Glossary: 246 Event Industry Terms Event Planners Must Know

Event Glossary: 246 Event Industry Terms Event Planners Must Know

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Table of Content 01

n PlanIntroduction e Event Technology

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Event Production

07

Event Management

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Post Event

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Miscellaneous dates Author Bio ht p About Hubilo

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tection

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Introduction

Has it ever happened to you that you decide to walk into a meeting or a conference with utmost confidence and as soon as the client throws some jargons like RFP or ETD related to the event you go blank?

One of you may have faced a similar situation in the early phase of the event planning and management career.

Event planning is a heavily complex task with multiple activities being carried out across all facets of the said event. As a seasoned professional in the field, it is necessary for planners to get down with the event planning lingo.

Whether you’re a conference planner or an exhibition expert you must update yourself on the modern phrases.

There is a whole ton of vocabulary, dictionary, acronyms, and jargons that event professionals throw around. Get familiar with these words & renew your confidence!

From the latest trends in the industry to the basics, here is a comprehensive list of must-know event planning jargons for event professionals:

01

Event Technology 1

AI

Analytics

Amplifier

AR

AI Artificial Intelligence (AI) stands for an area of computer science that develops intelligent machines that work and act like humans. AI in the context of events is used in a lot of areas including event chatbots, AI robot speakers, etc.

2

Amplifier Amplifiers are devices that increase the amplitude of electrical signals usually for sound production. Amplifiers combined with loud speakers are used to project sound for speakers, AV presentations, event announcements, etc. during the event.

3

Analytics Analytics is quantifiable data to measure the success/failure of various online aspects of an event including event registration, event website, email campaigns, social media campaigns, etc.

4

AR Augmented Reality (AR) is a form of technology wherein a person’s real view of the world is superimposed by computer generated imagery, an alternate reality, in simpler words. AR technology is used to build a range of event experiences for attendee engagement.

5

Attendee Relationship Management Attendee relationship management software helps event managers to simplify management of attendee contacts in order to network and nurture attendee relations in order to gain loyal attendees.

6

Audio Mixers Audio mixers are devices with the primary purpose of combining, mixing and managing audio. These are used in AV production for events.

02

03 7

AV

AV i.e. Audio visual refers to all arrangements and equipment with audio and visual components that are used at various stages during the event for purposes such as speaker presentations, video presentations, announcements, event video, etc.

8

Beacons

Beacons are wireless devices that capture attendee data with the use of Bluetooth. These are generally used for attendee management as well as attendee tracking.

9

Central Reservation System Central reservation system is software that is primarily used to manage venue and accommodation booking. It contains data including availability, rates, related services etc. pertaining to said venue.

10

Customer Relationship Management Customer Relationship Management (CRM) software help event professionals maintain a database of shared contacts and manage communications with them.

This includes attendee contacts, client details, event team data, etc.

11

Data Protection

Data protection refers to the security measures taken by event planners in order to protect attendee data collected at various stages of an event.

12

Duplex Outlet Duplex outlet is an outlet which provides connection for two plugs at a time.

13

Event App Mobile event apps are smart apps built entirely around the event with features such as event scheduling, event networking, speaker listing, sponsor listing, etc.

14

Event Management Software Event management software is a tech suite that helps planners manage the entire online aspect of the event including event registration, building event website, event app, event registrations and ticketing, etc.

15

Event Planning Software Event planning software help professionals manage multiple event planning tasks such as team management, budgeting, creation of event plan etc. digitally.

04 16

Event Registration Software Event registration software helps event planners set up and manage their online registration and ticketing including creation of registration form, tickets, manage invoice, registration notifications, etc.

17

Event Website Event website is an online portal for events which is an initial point of contact with their attendees and includes information such as event schedule, link to event registration and other important event information.

18

Floor Port Floor port is an electrical port built in the floor containing telephone, electric and other utility outlets.

19

Front Screen Projection Front screen projection is an AV technique where an image is projected on the front of the screen.

20

GDPR General Data Protection Regulations (GDPR) is a data security regulation implemented for any event professional handling the data of EU citizens in 2018.

21

HDMI High Definition Multimedia Interface (HDMI) is an AV interface which supports the connection between devices such as a cable box and a high definition display device such as a projector through an HDMI cable. It is also used for devices like mixers, Blu-ray player, etc.

22

Lapel Microphone/ Lavaliere Microphone/Pendant Microphone A Lapel Microphone is a small microphone that can be attached to the lapel of the speaker or the presenter to allow movement.

23

LCD Liquid Crystal Display is a display technology that allows much thinner displays of videos and images. LCD screens are used across the event venue for displays.

24

Lead Management Software Lead Management Software for events help planners facilitate a lead management system for their exhibitors that helps in the process of tracking and managing leads as well as track booth staff performance in terms of lead generation.

05 25

LED

LED stands for ‘Light Emitting Diode.’ It is a type of lighting technology that is applied in a range of devices including ambient lighting and display screens.

26

Live Stream Live streaming is transmitting live coverage of an event over the internet. Events can gain great traction by live streaming over social media such as Facebook and Instagram.

27

Metric Converter

Metric converter is a tool that allows event planners to convert non metric measurements into metric units. This makes it easy for them to measure room capacity for the event venue.

28

Networking Platform An event networking platform is an exclusive online platform for an event in the form of a web app or a mobile app that allows attendees to connect and interact with fellow attendees.

29

On-site Check-in App On-site check-in apps are web or mobile apps that help event professionals easily check-in their attendees usually through a QR code or through manual entry, making attendee management easier.

30

Overhead Projector Overhead projector is a device that projects a large image of any transparency placed on it over a wall or a screen placed below. It is mostly used for presentations at an event.

31

PA System A Public Address (PA) system is a combination of microphones, amplifiers and loudspeakers set up around an event venue which is used for important announcements.

32

Quad Box Quad box is a box with four electrical outlets.

33

Standing Microphone Standing microphones are microphones that are mounted on adjustable stands and are intended to remain at the same place throughout the presentation.

06 34

Social Wall

Social Wall is a digital wall that displays live posts from the social media channel which is linked to it such as Twitter, Instagram, Facebook, etc.

35

Teleconference A conference carried out virtually through phone.

36

Teleprompter A device that projects moving text. Speakers and presenters can use it for their sessions in events.

37

Video Conferencing A virtual conference carried out through video and broadcast to multiple locations using video conferencing tools.

38

Virtual Trade Show A tradeshow that is hosted online and broadcasted over the internet.

39

VR

40

Wearable technology

Virtual reality is an alternate form of reality created digitally. VR technology is used in events for attendee engagement.

Wearable technology includes tech devices based on ‘Near Field Communication’ or ‘radio field identification.’ Information can be transmitted through radio waves using wearable technology. This is used for digital payments, check-ins, event security etc.

41

Webcast A webcast is a virtual session that is transmitted to multiple locations through the internet.

87% of event creators plan to use augmented reality (AR) in 2018.

88% plan to use virtual reality (VR). - Eventbrite

Event Production

(venue, logistics, pre-event requirements, etc.)

1

Deposit

Cartage

Guarantee

Agent

Across the board Across the board is an inclusive pricing system where the quote provided by vendors and suppliers includes all hidden costs and gratuities.

2

Advanced Order

Advance order refers to ordering for supplies and equipment prior to the event.

3

Agent Agent refers to the person managing the talent to be hired for an event.

4

Amenities Amenities refer to the additional facilities and features provided by an event venue.

5

Attrition rate

Attrition rate is the measure of actual attendants at an event which is calculated by dividing the total number of attendees registered for the event by the number of no-shows. This is done mainly in case where contracts for event rooms have an attrition clause in them.

6

Banquet Event Order/ Function Sheet Banquet Event Order or Function Sheet contains a detailed list of instructions for the event venue regarding the timings and the logistical requirements based on how things will be run at the event.

7

Bid document A bid document is a proposal from potential vendor containing information regarding services offered as well as estimated cost.

07

08 8

Blackout dates

Blackout dates are the dates on which ticket bookings are unavailable, mostly due to peak travel season or holidays.

9

Call Brand Specific brand names apart from the house brand requested by the attendees while ordering liquor.

10

Cancellation clause Cancellation clause in the contract contains the specific instructions as to what is to be done in the event of cancellation of the service.

11

Cartage Cartage refers to the cost of moving exhibits from one place to the other at a short distance.

12

Charter Charter refers to the rent or lease of a specific form of transportation to an organization.

13

Contingency Plan Contingency plan refers to a backup plan created for crisis management prior to the event.

14

Critical time plan Critical time plan or critical path is a detailed event plan to ensure smooth execution of an event. The plan contains details regarding the tasks to be completed, by whom as well as the deadlines for the same.

15

Cut-off date

Cut-off date is the date when a facility is supposed to release blocked rooms or space.

16

Day Delegate Rate Day Delegate Rate is the amount charged by the event venue per attendee for the day. The charge can include meeting room hire, refreshments provided along with meals.

09 17

Deposit Deposit refers to the partial payment made to secure a certain product or service such as the event venue, catering, etc.

18

Destination Management Company (DMC) Useful for off-site events, destination management companies are private firms that assist event planners in managing the execution of conferences, meetings, exhibitions etc. at a particular destination.

19

Double Booking Double booking is when two reservations are made for the same room or space for the same day.

20

Double Time Labour

Double time labour refers to the overtime done by labour usually at a higher cost.

21

Drayage Drayage refers to an end-to-end service of supplies to an exhibition space including transport of supplied to the space, removal of unnecessary supplies and boxes during the event as well as loading the supplies on a carrier post event.

22

Early bird registration Early bird registration refers to advance registration prior to the actual registration process whereby event access is often provided on lower rates.

23

Flat Rate

Flat rate is one fixed rate for all kinds of rooms at the accommodation, also referred to as ‘Run of House’ rates.

24

Floor plan Floor plan is the blueprint of an entire space including walls, doors, electrical outlets and other necessary amenities in the room.

25

Force Majeure Clause Force Majeure Clause is part of a contract that limits one’s liabilities should any contingency occurs due to unexpected circumstances.

10 26

Guarantee Guarantee is the definite amount to be paid for a set number of servings irrespective of consumption. This is usually paid in advance prior to the event.

27

Guarantee for Late Arrival The term refers to the guarantee that a room shall not be handed over to someone else in case of delayed arrival. Rooms are usually held with a credit card.

28

Guaranteed Reservation Guaranteed reservation is where a guest is liable to pay if the rooms are not cancelled by a certain deadline irrespective of whether or not they arrive.

29

Honorarium Honorarium is the amount paid to a guest lecturer or a speaker.

30

Housing Bureau Housing bureau is an external service that offers housing for an event. The service is usually offered by a convention bureau.

31

Inclusive rates Inclusive rates generally cover all costs including service fees, taxes and gratuitie.

32

Installation and Dismantle Installation and Dismantle (I&D) refers to putting up and taking down a set up for an event.

33

Lead time

The time between initial inquiry at the venue where the event is to be set up and the actual date of the event.

34

Load in Load in refers to the timeframe set for loading in the equipment and other necessities to be installed at an event.

35

Master account

Master account is a main account often set up by the event organizer or the event planner to which all charges of a specified group is applied to.

11 36

Media Kit Media kit is a detailed document which covers all aspects of Public relations offered by a media entity along with the costing for the same.

37

Minimum Minimum is a term applied in event catering where minimum revenue is to be met for a caterer during the event. If not met, additional charges are applied for the same.

38

Mixed Drink Tax

A form of tax applied on liquor often applied to fund tourism projects.

39

Net Square Footage

Net square footage is the total space in square feet of a booth at an exhibition or expo facility.

40

Official Contractor Official contractor is a company hired by project management that offers a range of service for an exhibition or a tradeshow. Official contractor is also at times referred to as General Contractor.

41

Pre Event Feedback Pre-event feedback is attendee data gathered prior to the event often through the online event registration process.

42

Pre-registration Pre-registration, also referred to as ‘Advanced Registration’ is booking a meeting at the event in advance prior to the event.

43

Pro forma invoice

Pro forma invoice is the invoice given by a supplier prior to acquiring the service.

44

Proposal Proposal is a document offered to a potential buyer, in this case the event organizer from a vendor which contains costs and specifications of products/services that match the buyer’s requirements.

45

Rack rate

Rack rate is the standard rate for hotel rooms with no discounts.

12 46

RFI

Request for information (RFI) is the process where a company requests basic information to vet potential vendors.

47

RFP Request for Proposal (RFP) is a formal request made by the event planner or an event organizer to a vendor for providing them with detailed specifications of services offered and the cost for the same in order to bid for business.

48

Room Block Room block refers to the total number room reserved for a particular event.

49

Room hire rate

Room hire rate is the price for hiring a particular room which does not include the cost of equipment and catering.

50

Shell Scheme A modular display system used to showcase products and services at an exhibition.

51

Site visit Site visit is when an event planner organizes a tour of a potential or booked venue.

52

Skirting Skirting is placing fabric over tables, stages, etc. to hide electric chords and other storage equipment.

53

Space only

Space only is the exhibition display system where the exhibitor can select to get a space on the exhibition floor and set up their own exhibition stand as they like.

54

Specifications Specifications refer to detailed event requirements.

55

Talent

Talent is an individual or a company that has been hired to provide entertainment at an event.

13 56

Target date This is the date set by the event management company for the arrival of shipments at the event venue.

57

TBA/TBC To be announced. TBC refers to ‘To be confirmed.’

58

Value added Added services offered by an event venue which is not included in the contract including services such as Wi-Fi and free parking.

59

VAT Value Added Tax (VAT) is a type of consumption tax.

60

Venue finding Researching multiple sources to find the right venue for an event.

61

Venue inspection Physically inspecting an event venue including amenities to finalize the venue.

62

Waitlist Wait listing is keeping an attendees’ registration for a particular event, session or meeting on hold which is to be confirmed only when a spot opens up in the event of a cancellation.

According to the IACC Meeting Room of the Future report, a great venue should have good lighting and acoustics, excellent audiovisual capabilities and, most importantly, fast and reliable WiFi.

Event Management

(on-site management, food & beverage, event security, etc.)

1

Count

Buffet

Back Drop

ETA

Air Walls Air walls are removable dividers set up in a meeting space to create separate spaces for meetings within the room.

2

A la Carte A la Carte is a French term meaning ‘from the menu.’ The term refers to selecting individual items from a menu rather than going for a fixed package.

3

A&B

An abbreviation used for Accommodation and Breakfast.

4

American Plan In the American plan, three meals a day are included in the price of an event venue or a hotel room.

5

Auditorium/ Theatre Layout

In this layout, all the chairs are placed facing a stage or a podium.

6

Back Drop

A drape cloth or panel hung at the back of a stage as a background.

7

Back Light Back light is used to illuminate a person or an object from behind.

8

Back of the house

Back of the house are support and service personnel that are not seen by guests and attendees at an event.

9

Banquet Style Banquet style seating arrangement is where multiple round tables for 8-10 people are set up around the room. This style is usually used for awards or gala dinners.

14

15 10

Boardroom Style Layout In this type of seating arrangement, the tables are set up in a way where attendees can sit face to face and have a conversation. It could be rectangle, oval or a round table set-up.

11

Breakout Rooms A room used to divide a larger group of people into smaller sub-groups.

12

Buffet A buffet is where a set meal is set up in a room where attendees serve themselves.

13

Business Centre Business centre is a room set up to help effective meetings and presentations at an event where facilities such as printing and photocopying are provided.

14

Cabaret Style Layout Cabaret layout is where small round tables are placed across the room with a gap near the speaker or performer with all chairs facing said speaker or performer.

15

Chevron / Herringbone / V-shape Layout In this seating arrangement all the tables and chairs are placed in a V-shape format facing the stage.

16

Circle Style Layout A layout where the chairs are placed in a circle while keeping the inside of the circle empty.

17

Classroom/ Schoolroom Seating This is an old-school classroom layout where multiple smaller rectangle tables and chairs are placed facing a stage, speaker or a performer.

18

Colloquium Colloquium is an informal discussion on pre-decided, set topics within a group.

19

Comp Rooms Comp rooms i.e. complimentary rooms provided to an event planner without a charge based on the number of rooms purchased for an event.

16 20

Concierge Person at a venue or facility providing services such as arranging transport, tours, restaurant reservations, etc.

21

Concurrent session

Concurrent sessions are sessions that take place simultaneously.

22

Conference/ Hollow Square Layout Similar to the boardroom seating, in this layout, chairs are placed around a table facing in a way where people can have a discussion.

23

Conference Pack A conference pack is a set of information provided to the attendees on the day of the event containing details such as the event schedule, venue map, details regarding facilities provided at the venue, etc.

24

Continental Plan

In the continental plan, the price of a room includes a continental breakfast.

25

Convention & Visitors Bureau An organization that provides helpful information for events such as event calendars, directory of accommodation facilities, contacts of travel agents, etc.

26

Corkage Charge Corkage charge is the price charged from bringing in alcohol from outside of the facility.

27

Count Count is the total number of attendees in a space at a given point of time.

28

Covers Covers refer to the actual number of meals served at a time.

29

Emcee Also referred to as Master of Ceremonies, Emcee is the person who conducts the entire program.

30

ETA ETA stands for estimated time of arrival of the guests.

17 31

EDT EDT stands for estimated time of departure for the guests.

32

European Plan In the European plan, no meals are included in the price of a room.

33

Exhibit Booth

Exhibit booth is a display for one individual exhibitor at an expo.

34

Exhibit Hall Exhibit hall is where multiple exhibitors are placed within the space at an expo.

35

Exhibitor Kit Exhibitor kit is provided to the exhibitors by the management. The kit contains important information including forms to be filled, rules and regulations for exhibiting, etc.

36

Family Style Service Family style service is where food is served on larger plates kept at the centre of the table from where guests can serve themselves.

37

Facilitator

Facilitator is the person who guides panel discussions in small groups.

38

Fixed Seating Seating arrangement whereby places are permanently fixed within the venue, not to be moved.

39

F&B An acronym used for food and beverage at an event.

40

Function Space A designated space at an event venue for functions.

41

Full Service Hotel A full service hotel is a hotel that has its own restaurant as well.

42

Gala Dinner A festive, lavish dinner usually with a performer or some sort of entertainment.

18 43

General Session General session is a session where all the attendees and speakers are invited.

44

Get-in Get-in time is the time set for the event team to arrive at the venue for set-up before the attendees arrive at the event.

45

Green Room

Green room is a private room facilitated for dignitaries, VIPs or important speakers at an event for them to relax or interact with the media.

46

Ground Operator Ground operator is a local transportation company that provides taxi or bus service.

47

Head Count Head count is the total number of guests that would actually be attending the event.

48

Head table Head table is the table set up for honoured guests.

49

Headquarters Headquarters is the location where most of the main event activities take place.

50

Horseshoe seating In this seating arrangement, tables and chairs are placed in a U-shape layout with rounded corners.

51

Host Bar Host bar is a bar set up by a sponsor where attendees aren’t required to pay for the drinks.

52

House Brand House brand is the brand of liquor served in case where attendees do not request a specific brand and order generic drinks such as rum and coke.

53

House Count House count is the number of occupied sleeping rooms at an accommodation facility at a given time.

19 54

House Lights Existing lights at a facility that are used prior to a show and are dimmed in case stage lights are used.

55

Housekeeping The department at a facility that is in-charge of cleaning and maintaining public rooms and spaces.

56

Incidentals Incidentals are minor, miscellaneous expenses that are unplanned.

57

Inline Display Also referred to as ‘Linear Display,’ an inline display is where the exhibits are placed along an aisle.

58

Island Display Island display is where four walls are set up around an exhibit.

59

Itinerary Itinerary is the detailed schedule for a tour or a visit including the route.

60

Keynote Keynote is the opening presentation of an event that sets the tone and theme for the entire event.

61

Linen Linen is the fabric used for table covers and napkins.

62

Maître D’ The head server at a hotel who is in charge of the other servers.

63

M.O.D. An abbreviation used for Manager on Duty.

64

Media Advisory Media advisory is the person who alerts the media about important events that are coming up.

20 65

Moderator

Moderator is the one who conducts and supervises panel discussions.

66

Modified Meeting Package Modified meeting package is a full conference package that includes all meals except one, usually dinner.

67

No Show

No shows are registered attendees who do not actually come to the event.

68

Non Transferable

Non-transferable tickets are tickets that cannot be transferred to another person.

The ticket provides access to only that person on whose name the ticket is booked.

69

On-Site Order Order for supplies placed at the site on the day of the event.

70

Off-Site Caterer

Person or a service provider who prepares the food off-site and delivers it to the event.

71

On-Site Caterer Person or a service provider who prepares the food at the site of the event.

72

On-Site Registration On-site registration is the process where an attendees registers for the event on the day of the event at the event venue itself.

73

Open Bar Open bar is where the guests are not required to pay for the drinks.

74

Overset Overset is the number of place settings that exceed the amount set as guarantee.

75

Overbooked

Overbooked is when the confirmed number of reservations exceeds the total number of rooms available.

21 76

Paid Out Paid out is a form that authorizes cash withdrawals which then will be charged to a master or guest account.

77

Pay Own Pay own is when each guest pays their own individual charges.

78

Panel System Panel system is when pre-prepared exhibits are set up. These exhibits are usually made by joining panels of different sizes.

79

Pending Registration Pending registration is when an online registration is left incomplete by a potential attendee due to incomplete information or payment delay.

80

Peninsula Display Peninsula Display is when an exhibit is covered by panels on three sides.

81

Per Diem Per Diem refers to the charges for per day.

82

Per Person

Per person are charges applied for an individual guest.

83

Pick-Up Pick-up refers to the number of rooms actually used compared to the total number of rooms initially booked for the event.

84

Pipe and Drape Pipe and drape refers to the tubing set up to make up the rails at the sides and back of a booth at a tradeshow which is then covered with fabric.

85

Plus Plus (++) Tax, gratuities and other additional costs are documented as plus plus (++) when they aren’t included in the original cost.

86

Pod Seating Similar to Banquet style, multiple large round tables are set up all across the event venue that can occupy 88-10 people each table.

22 87

Podium Podium refers to a raised platform where a speaker can stand and deliver their presentation.

88

Pre-Convention Briefing A meeting between the facility personnel and the event planners prior to the convention to review the preparation for the convention.

89

Private Dining Room A room provided in the restaurant that is separated from the common dining area in order to provide guests with more privacy while dining. Private dining areas are usually reserved for VIP delegates.

90

Reception Style Reception style seating is an arrangement where high top tables are set up across the event space with no limited seating to encourage networking and conversation among attendees.

91

Registration Desk Registration desk is set up at the entrance of the event venue at the day of the event where attendees can register on site for the event as well as sort out all their registration related queries.

92

Rider Rider refers to the amendments made to a contract.

93

Risk assessment/management Risk assessment is mapping out all potential risks that can cause injury during the event and preparing a precaution plan for the same.

94

Round Set

Round set is again a seating arrangement similar to the banquet style with large round tables set across the event space.

95

Roll In Meal

Roll-in-Meal is when a buffet is served at an event on a movable cart.

96

Rooming List Rooming list is a detailed document of the guests and the rooms they’ll be staying in provided by a hotel to the planner before the event.

23 97

Security, On-Premise

98

Security, Private

Security on premise includes security professionals provided by the venue ensure event security.

Private security includes external professionals hired by the planner to maintain security at an event.

99

Self-Contained Exhibit A self-contained exhibit is an exhibit that uses its shipping container as well as an important part of the overall exhibit.

100

Service Charge Service charge is an additional fee charge by a facility for providing services such as food staff.

101

Service Desk Service desk is the desk from where exhibitors can order select services as provided by the show management.

102

Session A session is a single meeting which is part of a series of multiple meetings at an event.

103

Set Up Time Set up time is the time allotted to the exhibitors to set up their exhibits before the guests arrive.

104

Signage/ Event Swag Signage or event swag refers to the goodies provided to participants at an event by management as a souvenir.

105

Stage Lighting Stage lighting refers to the lighting set up for the stage area.

106

Stage Manager Stage manager is the person in charge for coordinating all that happens on the stage.

24 107

Staging Area Staging area is where all the demonstrations take place at an event.

108

Standby Standby refers to waiting. It is usually used in context of either travel seats allotted before departure.

109

Stock Exhibit Stock exhibit is a pre-designed exhibit provided to an exhibitor for use with certain modifications.

110

Table Top Display Table top display is a display exhibit to be placed on a table or a similar elevated surface.

111

Throw Distance The estimated distance covered for projection of a particular image, slide or sound.

112

Transcription Transcription is a document that contains a recorded speech or talk in a written format.

113

Traffic Flow Traffic flow is mapping out how guests will move within a venue for an exhibit from one place to the other.

114

Working Buffet Lunch Working buffet lunch is a range of finger foods served to guests buffet style within the venue to help them keep working.

115

Working Sandwich Lunch Working sandwich lunch refers to sandwiches served in the meeting room to help the guests keep working.

Event production is the magic that makes the action happen.

- TEDx Organizer Guide

Wrap Up

Post Event

Load out

strike Press Release

1

Breakdown/Load out/ strike These terms refer to the projects of dismantling and clearing away exhibits to clean up the space.

2

Hidden Charge Hidden charge refers to the unexpected expenses that occur during the course of an event.

3

Post Event Feedback Post event feedback is a list of suggestions, complaints and advice offered to event planners after an event is completed.

4

Post Event Report A post event report is a detailed report detecting the overall happenings of an event, the number of attendees and no-shows, cost, profit, ROI, etc.

5

Post Conference Post conference is the meeting that follows a conference.

6

Press Release Press release is the official statement provided to the media by the event organizer with respect to an event.

7

Public Relations Public relations are the department that handles any and all interactions with the media for the event organizers.

8

Return on Event

Return on event is the overall non-monetary gains stakeholders receive by participating and contributing to an event in terms of brand awareness and value generated.

25

26 9

Return on Investment

Return on investment is the returns provided to the stakeholders with respect to the profit made by an event.

10

Wrap Up Wrap up is winding up the overall event including clearing up the venue, pay offs to staff, etc.

8.42% growth expected in the event management software market between 2016-2020. - Businesswire

Miscellaneous

B2C

APEX

1

MICE

B2B

Act of God Act of God refers to any natural events that disrupt an event.

2

APEX APEX i.e. Accepted Practices Exchange is an initiative by the Convention Industry Council to bring together all stakeholders and enable accepted practices to maximize efficiency throughout the industry.

3

B2B B2B means business-to-business. The participant as well as the target demographic for any event is both business owners in case of B2B.

4

B2C B2B means business-to-consumer. The participant is business owner while the target demographic for any event is consumers in case of B2C.

5

CMP CMP stands for Certified Meeting Planner i.e. meeting planners with a recognized certification by the council.

6

Conference Conference refers to an event which is a formal meeting of participants with a shared interest.

7

Consumer Show Consumer show is a large scale showcase of products and innovations by producers meant for attracting consumers.

8

Exposition Exposition is a large-scale exhibition of trade goods.

27

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Familiarization Trip Familiarization trip refers to the trips organized for agents and their guests by suppliers/operators to familiarize them with their offerings.

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High Season High season refers to the peak season for an industry.

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Incentive Travel Incentive travel means the paid-for trip usually organized for employees by an organization.

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Site Visit Site visit is a monitored visit to any venue or facility where the event set-up is taking place in order to ensure that the set-up is running smoothly.

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SMERF

SMERF stands for ‘Social, Military, Educational, Religious, and Fraternal’ sections of the events industry.

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Tradeshow Tradeshow is a large scale showcase of trade goods.

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MEEC MEEC stands for Meetings, Events, Expositions and Conventions.

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Meetings Professional A meetings professional is a seasoned professional who helps organizers conduct meeting events.

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MICE

MICE stands for Meetings, Incentives, Conferences and Exhibitions.

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Off Season

Off season refers to the time period when it is not the peak season for a select industry to make sales or there is a slack.

70% of event attendees are highly motivated to visit an exhibition hall in order to see what’s new - PCMA

Digital Marketing

Onsite Checkin

Networking

Lead Retrieval

Event Analytics

Event Website

Event Registration & Ticketing Event App

Getting Started with HUBILO

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HEMANI SHETH Content Writer | Hubilo Hemani Sheth is a Mass Communication major and an event enthusiast. She is currently associated as a freelancer with Hubilo, a cloud based event management platform that aims to help event professionals create exceptional events.

Hemani strives to create resourceful guides that pave way for insightful discussion built around various facets of the event industry. She has a keen interest in event technology and how multiple innovations in the field can help transform the way events are created, marketed and executed.

An avid reader, traveller and a movie buff, she is open to conversations on any topic under the sun!

Go check out more of her handy articles on blog.hubilo.com Go ahead, say hello to her on twitter @HimaniSheth

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With a vision of building a one-stop solution for any type of event - may it be a conference, a seminar, a workshop or an off-site event, Hubilo helps you in executing a dynamically interactive event by setting up the entire online management suit required for the event within a few minutes!

Say goodbye to the mundane task of doing things manually and allow the event management software to do it an easier and much more efficient way. Automate the whole process and get your event powered by Hubilo.

The value addition that Hubilo offers is equivalent to the services offered by 7 vendors, making it a perfect recipe for successful event planning. From event creation, event promotion, event engagement to analytics, we tech-care of all your event-tech worries.