A/V Contractor: Supplier of technical staff and audiovisual equipment (e.g. projectors, screens, sound systems, video, and staging).
A/V Request Form: Form given to speakers during the
planning stages of an event to allow them to request the audiovisual
equipment they will need for their presentations.
A/V Technician: An audiovisual professional who is
responsible on-site for lighting, sound, video, staging or other similar
elements of an event function.
Access Panel: Removable panel or section of exhibit to permit access to lamps, projectors, mechanisms, etc.
Accessorial Charges: Generally refers to
air-freight shipments. Airfreight forwarders can provide many services
generally not available from common carriers. In most cases, these
charges are not included in the per-pound rate of the carriers. Services
include, but are not limited to, inside pickups & deliveries,
special pickups & deliveries (specific time of day), waiting time,
ACME: Association for Convention Marketing
Executives. ACME is an association that provides a cooperative liaison
between convention center and bureau marketing executives who share
mutual interests in advancing and benefiting the convention industry —
and their own destination.
Active Language: The language being used by the speaker.
ADME: Association of Destination Management Executives
Advance Registration: Booking before an event takes places. Allows
attendees to register for an event before it actually takes place. Done
through mail, phone, internet or fax. It is as same as PRE-REGISTRATION.
Advisory Board: group that offers advice or counsel
to event organizer, event management, or other organization on
strategic options such as conference content, exhibitor matters,
contracting policies or other issues.
Airfreight Forwarder: An airfreight company that transports freight via scheduled airlines. Forwarders do not operate their own planes.
Aisle: Area between a booth/stand for audience
traffic movement. 2) Space between sets of tables, chairs or a
booth/stand to allow passage of attendees.
Association: An organized group of individuals
and/or companies who band together to accomplish a common purpose,
usually to provide for the needs of its members. Usually nonprofit.
Association Booth/Stand: An exhibit booth/stand at
which an association provides information about its purpose and services
to members and prospective members.
ASTA: American Society of Travel Agents.
Bid Manual/Specifications: Written document issued
by an organization which contains requirements and conditions for future
events, and solicits proposals for needed services from venues and
other service providers. Often also includes primary selection and
decision procedures. Same as REQUEST FOR PROPOSAL (RFP).
Athletic Meeting: An event that involves sports or athletic equipment. Athletes, guests or attendees may be in competition or demonstration.
Auditorium Set-Up: Seating arrangement where chairs
are arranged in rows facing head table, stage or speaker. Variations
are semicircular and V-shaped.
Backwall Booth/Stand: An exhibit that is back to back with another exhibit or against a building wall. See PERIMETER BOOTH/STAND.
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.
Bare Booth/Stand: Booth/stand with no services or facilities, meaning that these all have to be hired at an additional cost.
Bid: A Proposal submitted by a destination, a
convention & visitors bureau or PCO to an event organizer that
includes defined dates and room blocks.
Bid Document: The proposal, usually prepared in
response to a request for proposals or sales lead, submitted by a
destination or a facility, inviting an organization to hold its event n
Booth/Stand Contractor: Company which constructs or assembles exhibit booths/stands under contract with the organizing committee.
Booth/Stand Number: Number assigned by the event’s management to designate each exhibitor’s space.
Break-Even Point: The point at which revenues are equal to expenses.
Break-Out Rooms: Small function rooms set up for a group within an event as opposed to a plenary or general session.
Break-Out Sessions: Small group sessions, panels,
workshops or presentations, offered concurrently within the event,
formed to focus on specific subjects. The event is apart from the
general session, but within the event format, formed to focus on
specific subjects. These sessions can be arranged by basic, intermediate
or advanced; or divided by interest areas or industry segment.
Capacity Control: Restriction on the number of seats available at a particular fare.
Certificate in Meeting Management (CMM):
Certification program offered by Meeting Professionals International;
global certification in meeting management that focuses on strategic
thinking and actions for senior level meeting professional.
Certified Exhibition Manager(CEM): An exhibition management professional, as officially designated by the International Association of Exhibition Management.
Certified Incentive Travel Executive(CITE): A designation offered by the Society of Incentive & Travel Executives (SITE).
Certified Meeting Professional(CMP): Certification
program offered by the Convention Industry Council. This designation
certifies competency in 27 areas of meeting management through
application and examination
Complete Meeting Package(CMP): An all-inclusive
plan offered by conference centers includes lodging, all food and
beverage, support services, including audio visual equipment, room
Certified Special Events Professional(CSEP):
Accredited designation offered by the International Special Event
Society. This designation is earned for professional achievement in
Citywide Event: An event that requires the use of a convention center or event complex, as well as multiple hotels in the host city.
Conference: 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 periodicity is required to convene a
conference. Although not generally limited in time, conferences are
usually of short duration with specific objectives. Conferences are
generally on a smaller scale than congresses
Conference Handbook: A manual which provides
information about a conference. Contents would include descriptions of
programs, information on participants, agendas, schedules of events,
speaker notes, and logistical information.
Conference Officer/Organizer: Title generally conferred upon the chief administrator of the entire event.
Conference Pack/Kit: Generally a comprehensive
collection of conference documentation and/or event materials within a
bag, binder, envelope or folder. Also called information kit
Conference Service Coordinator: Primary contact person assigned to an event in a convention center.
Congress: The regular coming together of large
groups of individuals, generally to discuss a particular subject. A
congress will often last several days and have several simultaneous
sessions. The length of time between congresses is usually established
in advance of the implementation stage, and can be either pluri-annual
or annual. Most international or world congresses are of the former type
while national congresses are more frequently held annually. 2) Meeting
of an association of delegates or representatives from constituent
Convention: An event where the primary activity of
the attendees is to attend educational sessions, participate in
meetings/discussions, socialize, or attend other organized events. There
is a secondary exhibit component. Compare With MEETING, EXHIBITION,
TRADE SHOW, CONSUMER SHOW.
Convention Center: Facility that combines an
exhibition space with a substantial number of smaller event spaces. The
purpose of these buildings is to host trade shows, public shows,
conventions, large food functions and other functions related to the
convention industry. They may be purpose built or converted and
municipally or privately owned.
Convention Services Manager (CSM): Professional at a
hotel, convention center or convention bureau who is responsible for
event operations management on all levels.
Corporate Exhibit: An institutional exhibit telling the story of the company without intentionally marketing the product or service.
Corporate Meeting: Gathering of employees or
representatives of a commercial organization. Usually, attendance is
required and travel, room and most meal expenses are paid for by the
Corporate Planner: Meeting planner who works for a corporation.
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
Corporate Show: An exhibition produced by a
corporation where exhibits are limited to products and services of that
corporation or its marketing partners; no competitors participate. See
EXHIBITION. Compare With TRADE SHOW.
Corporate Travel: The market segment comprised of
groups or individuals that work for a given company and are traveling
for business reasons at the company’s expense.
CSEP: Certified Special Event Professional; an earned designation from the International Special Events Society (ISES).
Convention and Visitors Bureau (CVB): Convention
and visitor bureaus are not-for-profit organizations charged with
representing a specific destination and helping the long-term
development of communities through a travel and tourism strategy.
Convention and visitor bureaus are usually membership organizations
bringing together businesses that rely on tourism and events for
revenue. For visitors, CVBs are like a key to the city. As an unbiased
resource, CVBs can serve as a broker or an official point of contact for
convention and event planners, tour operators and visitors. They assist
planners with event preparation and encourage business travelers and
visitors alike to visit local historic, cultural and recreational sites.
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