Term Flashcards Flashcards by Taylor Gaffney

Categorization of people, organizations, or businesses by professional disciplines or primary areas of interest for the purpose of sales analysis or assignment

Market Segments

How well did you know this?

Not at all

Perfectly

Event open to the public and usually requires an entrance fee

Public Exhibition

How well did you know this?

Not at all

Perfectly

Material that is permanently flame resistant without chemical treatment.

Inherently Flame Resistant

How well did you know this?

Not at all

Perfectly

Natural fibers topically treated with a chemical that reduces the fabric’s flammability to the extent that it becomes nearly noncombustible

Flame retardant

How well did you know this?

Not at all

Perfectly

Difference between revenue received and variable costs incurred from a single attendee

Contributional margin

How well did you know this?

Not at all

Perfectly

Facility’s standard, pre-established guest room rate

Rack rate

How well did you know this?

Not at all

Perfectly

Housing for electrical outlets located in the floor, wall, or column

Gang box

How well did you know this?

Not at all

Perfectly

Facility form to advise departments of changes in reservations or functions

Change order

How well did you know this?

Not at all

Perfectly

Level or degree of audio volume

Gain

How well did you know this?

Not at all

Perfectly

Term “200 Amp, three phase” pertains to

Power availability

How well did you know this?

Not at all

Perfectly

Greatest amount of coverage possible that is stated on an insurance policy

Aggregate limit

How well did you know this?

Not at all

Perfectly

Light source/instrument that illuminates any transparent or translucent material, and is used behind and above a presenter to give more depth and a better image when videotaping or using image magnification

Backlight

How well did you know this?

Not at all

Perfectly

Iris is a device used to alter the

Size of a beam of light

How well did you know this?

Not at all

Perfectly

Servers offer a variety of hot/cold hors d’oeuvres on platters to guests at receptions
Style of table service where guests serve themselves from platters presented by the server
Specialized in-room service offered by a hotel, resort or cruise ship

Butler service

How well did you know this?

Not at all

Perfectly

Area in a theater that includes the crossover and wings

Backstage

How well did you know this?

Not at all

Perfectly

Width multiplied by the length of the area is used to calculate

Gross square feet/meters

How well did you know this?

Not at all

Perfectly

Devices attached to the framework of an exhibition hall

Suspended elements

How well did you know this?

Not at all

Perfectly

Organization underwriting all or part of the costs of an event
Individual who assumes all part of the financial responsibility for the event

Sponsor

How well did you know this?

Not at all

Perfectly

Person(s) or organization(s) that have an impact on the success of an event or are affected by the event

Stakeholder

How well did you know this?

Not at all

Perfectly

Select group which sets policies and makes basic decisions relative to a group or an event

Steering committee

How well did you know this?

Not at all

Perfectly

Describes what the project is about

Scope statement

How well did you know this?

Not at all

Perfectly

Adding extra features not included in scope statement that does not affect budget (not a good thing and can cause scope creep)

Gold plating

How well did you know this?

Not at all

Perfectly

Provision sometimes used in contracts to accelerate deposit payment schedule or to demand full repayment of master account in the event of a default or lack of credit by the purchasing organization.

Acceleration Clause

How well did you know this?

Not at all

Perfectly

Accounting method that enters income and expenses into the books at the time of contract versus when payment is received or expenses incurred (cash accounting)
System in which revenue and expenses are accounted for as soon as they are committed

Accrual Accounting (aka Cash Accounting)

How well did you know this?

Not at all

Perfectly

Gross shipping weight

Actual Weight (gross weight, or tare weight)

Individual or organization listed as covered by a primary insurance agreement

Additional Insured

Order for goods and/or services placed before the move-in date for an exhibition

Advance order | Related: Advance rate (typically discounted)

Group sharing common interest, usually people who are members of the same organization

Affinity Group

Person authorized by another person (principal) to act for or in place of the principal. EX: travel, entertainers, speakers bureau, venue finding

Agent

Bill of lading that covers domestic and international flights transporting goods to a specified destination

Air Consignment Note

Insurance against loss of or damage to property arising from any fortuitous cause except those that are specifically included

All-Risks Insurance

1. Level of illumination from natural lighting sources already existing in the environment 2. Uncontrolled and unintended illumination

Ambient Light

Art and science of helping adults learn, as opposed to pedagogy, which is the science and art of helping children learn

Andragogy

Private process of dispute resolution used as an alternative to litigation in court. Neutral third party (arbitrator) or a panel of arbitrators renders a decision after a hearing at which both parties have an opportunity to be heard. When arbitration is voluntary, the disputing parties select the arbitrator who has the power to render a binding decision A form of Alternate Dispute Resolution

Arbitration

Term describing an Internet Service Provider (ISP) technology where the download and upload bandwidth are not equal

Asymmetric Bandwidth

International customs document that permits duty-free and tax-free temporary import of goods for up to one year. 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 Carnet

Person who is authorized to legally bind an individual or organization to a contract, to sign checks on behalf of an organization, or charge to an organization's master account.

Authorized Signatory

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

Equipment such as amps and sound equipment required by musicians in order to perform at an engagement, often rented by the event organizer

Backline equipment

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. AKA Letter of Credit

Bank Guarantee

Participant-led conferences where everyone who attends contributes a demonstration or session, or otherwise volunteers in a way to contribute to the event

BarCamp

Movable hinged flap used on stage lights to control light spill

Barn Door

Length of pipe from which scenery, curtains, and lights can be hung

Batten

Type of screen with highly reflective surface used for front projection

Beaded screen

Document that established the terms of a contract between a shipper and transportation company under which freight is to be moved between specified points for a specified charge. Serves as a document of title, contract of carriage, and receipt of goods

Bill of Lading (B/L)

Commission paid by hotel to a third party for services; 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 legal restrictions and/or ethical concerns

Blind Commision

Laws that regulate the types of businesses that must be close, or the types of products that my not be sold on Sundays. (AKA Sunday Laws)

Blue Laws

Final review copy for client's approval before publishing

Blueline

Warehouse authorized by customs authorities for storage of goods on which payment of duties is deferred until the goods are removed

Bonded Warehouse

The purchase, for a premium, of a guarantee of protection for a supplier or a customer. In the hospitality industry, certain bonding programs are mandatory

Bonding

Area where equipment is stored during an exhibition

Boneyard

Point at which revenues are equal to expenses

Break-even point

Non-asset based transportation provider that sells transportation services for commercial shippers. Commonly use freight forwarders.

Broker

Statement of estimated revenues and expenditures for a specified period of time, event or project; divided into subject categories and arranged by principal areas of revenue and expense

Budget

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

Square footage for a standing crowd

6 square feet per person

Square footage for a mixed seated and standing crowd

8 square feet per person

Square footage for reception style seating + dance floor

9 square feet per person

Square footage for conference table seating

30 - 40 square feet per person, can seat ~30 people

Square footage for hollow square seating

35 - 40 square feet per person

Square footage for classroom style seating

14 - 18 square feet per person

Square footage for auditorium style seating

6 - 8 square feet per person

Square footage for dinner seating at rectangular table

9 - 10 square feet per person

Square footage for dinner seating at round tables

11 - 12 square feet per person

Square footage for theater or auditorium style seating

6 - 8 square feet per person

Square footage for dance floor

4.5 square feet per person

Square footage for DJ booth

~200 square feet

Square footage for bar

~100 square feet

Square footage for head table

~100 square feet

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

Provision in a contract which outlines damages to be paid to the non-cancelling party if cancellation occurs

Cancellation clause

Insurance that protect an event organizer against financial loss or expenses incurred when contractually specified perils necessitate cancelling or relocating an event, or cause a reduction in attendance

Cancellation or Interruption Insurance

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

Additional coverage protecting the owner of goods for loss or damage while goods are in a carrier's possession. Recommended for all international shipments

Cargo Insurance

1. Fee charged for transporting freight between destinations | 2. Short distance hauling of exhibit properties

Cartage

Type of insurance that is primarily concerned with the legal liability for losses caused by injury to persons or damage to the property of others

Casualty Insurance

(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.

Category Cable

Document, required by certain countries for tariff purposes, certifying as to the country of origin of specified goods

Certificate of Origin

Official weight issued from a Certified Weight Master. Individual certifies a shipment's weight as the only acceptable weight for transportation and material handling at a tradeshow.

Certified weight

Detailed list of the individual line items that make up the revenue and expense categories in a budget. Numbering system used to identify every line item in a budget, so that income and expenses are posted to the correct accounts

Chart of Accounts

Equipment capable of lifting a person or persons to a given height

Cherry picker

Event that requires the use of a convention center or event complex, as well as multiple hotels in the host city

Citywide Event

Receipt for goods issued by a carrier with an indication that the goods were received in apparent good order and condition, without damages or other irregularities

Clean Bill of Lading

Number of winners is limited by a predetermined amount to be spent on the incentive program

Closed-Ended Incentive Program

Service performed for a shipper in which a number of smaller shipments are picked up or received and forwarded as one truckload shipment

Collection and Consolidation Service

Informal meeting for the purpose of discussion, usually of an academic or research nature and in order to ascertain areas of mutual interest through exchange of ideas. Conducted as and when convenient, but with little irregularity

Colloquium

Contract in which the room rate to be charged to attendees includes a commission to be paid to either the sponsoring group or a third party, such as the travel agent, or independent event planning or site selection organization

Commissionable Rate Commitment

1. Transportation company which handles materials 2. Agency or business that is available to the public for transportation of persons or goods. Usually refers to the freight transportation on regularly scheduled trucks or airplanes

Common Carrier

Number of rooms provided at no cost based on the number of occupied rooms. Often expressed numerically (1/50, 1:50, 1 per 50)

Complimentary Ratio

Videoconferencing standard, included in hardware and/or software, used to decompress or code video, audio, and data signals for transmission and decompress or decode the signal at the other end of the transmission

Compression/Decompression or Coder/Decoder (CODEC)

Software used to design and manufacture products

Computer Aided Design Manufacturing (CAD/CAM)

Letter of credit, issued by a foreign bank, whose validity has been confirmed by a second bank. An exporter whose payment terms are a confirmed letter of credit is assured of payment even if the foreign buyer or the foreign bank defaults

Confirmed Letter of Credit

Oral translation of several phrases or entire speeches from one language to another. Speaker pauses between phrases to allow for interpretation.

Consecutive Interpretation

Price paid for the actual contractual bargain. The "price" may be in money or may be a promise to do or not do something. Consideration is an essential element to forming a valid contract.

Consideration

Recipient. The person, people, or organization to whom something is delivered or addressed.

Consignee

A person who sends freight

Consignor

Formal statement describing goods to be shipped; filed with and approved by the consul of the country of destination prior to shipment

Consular Declaration

Document, required by some countries, describing a shipment of goods and showing information such as the consignor, consignee, and value of the shipment. Certified by a consular official of the foreign country, it is used by that country's customs officials to verify the value, quantity, and nature of the shipment

Consular Invoice

Charge that is assessed when a container is not returned to the carrier within the allowable time

Container Detention

Exhibition that is open to the public, usually requiring an entrance fee

Consumer Show

Requirement of many professional groups by which members must certify participation in formal educational programs designed to maintain their level of ability beyond their original certification date

Continuing Education Credit (CEC)

Non-academic credit unit conferred by professional organizations for formal educational programs for members who must maintain their level of professional education

Continuing Education Unit (CEU)

Type of barter. Exchange of goods and services instead of using money. In North America, referred to as a Trade-Out

Contra Agreement

Agreement between two or more parties that creates in each party a duty to do or not do something and a right to performance of the other's duty or a remedy for the breach of the other's duty

Contract

Trucking company that enters into a specific contract with a shipper to transport goods for an agreed upon price. Contained within the contract are all terms and conditions, liability, transit times, etc.

Contract Carrier

To stimulate interest and debate, two or three views of a controversial issue are presented

Controversy Panel

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. Assist planners by providing information on local resources and services, site selection, and other pre-conference and post-convention services

Convention and Visitors Bureau (CVB) | Related; Destination Marketing Organization & Convention and Visitors Authority

Laws that allow for the ownership of intellectual property (such as writings, music, art). Copy-written material may not be used without the owner's permission or the payment of royalty fees

Import duty imposed to offset export grants, or subsidies paid to foreign suppliers in certain countries by the governments of those countries as an incentive to exports

Countervailing Duty

Form of copyright license that facilitates the free distribution of copyrighted works when specific criteria are followed

Creative Commons License

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

Credentials Committee

Individual or company that is licensed by the government to enter and clear goods through customs

Customs Broker

Individual or firm licensed to enter and clear goods through customs

Customs House

Part of a contract dealing with procedures, penalties, and rights of the party causing damages

Damage Clause

Set amount of bandwidth that is exclusively available to the end user or group

Dedicated bandwidth

Loudspeakers that are used to cover assignments out of the range of the main loudspeakers' projection area

Delay speakers

Rate inclusive of breakfast and dinner, in addition to the room. In the US and Canada, its called Modified American Plan, which means breakfast and one other meal (usually dinner). In Europe it is also called Half-Pension

Demi-pension

Rate charged by a venue per delegate for a full day including room hire, lunch and coffee breaks. Rate may also include basic audio visual equipment and other meeting materials

Daily Delegate Rate (aka Complete Meeting Package)

Professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics

Destination Management Company (DMO)

Use of a number of restaurants in a destination with reservations and billing arrangements to one particular client

Dine Around

All expenditures associated with an event that flow into the host destination's local economy. Direct spending includes attendee spending, exhibitor spending and event organizer spending

Direct Spending

Set of specifications for exhibit construction endorsed by all major exhibit industry associations. Also refers to the individual additional rules which may be adopted by event management. Guidelines are provided by the International Association of Exhibition Executives.

Display Rules & Regulations

National/International alliances of destination management companies that form select communities for the purpose of sharing collective efforts for business sharing, education, ethics and destination management industry monitoring.

DMC Consortium

Person who acts as a guide for visitors and tourists, typically on a volunteer basis, in a museum, gallery, or academic institution

Docent

Receipt issues by an ocean carrier to acknowledge receipt of a shipment at the carrier's dock or warehouse facilities

Dock Receipt

1. Reserving space for two groups to use the same space at the same time and neither can be fully accommodated as contracted. 2. An organization reserving space in more than one venue for the same event 3. Two or more reservations made for the same traveler for the same dates

Double booking

In the US, a term for laws covering the liability of people serving alcoholic beverages. Under dram shop laws, a party injured by an intoxicated person can sue establishments contributing to that person's intoxication

Dram Shop Laws

Services performed by General Service Contractor that includes delivery of exhibit materials from the dock to assigned space, removing empty crates, returning crates at the end of the event for re-crating, and delivering materials back to the dock for carrier loading. Two-way charge, incoming and outgoing.

Material Handling (aka Drayage)

Fee levied on imported and exported goods. Generally based on the value of the goods (ad valorem), some other factors such as weight or quantity (specific), or a combo of value and other factors (compound)

Duties

Person at a facility in charge of the operations and/or guest relations for a certain period of time

Duty Manager

Guest who checks out of a hotel one or more days earlier than the scheduled departure date.

Early-Out (aka Early Departure, Under-stay)

Total value of an event, including secondary spending (indirect and induced), on the host destination's local economy over and above the original direct spending. These secondary impacts, when combined with the original direct spending, result in the total economic impact of an event

Economic Impact (Total)

Total economic impact divided by direct spending

Economic Multiplier

Spotlight that can be shaped and controlled to light lecterns, signs and areas that need a tightly focused light pool; can be used with a gobo to project images such as a logo

Ellipsoidal Spotlight

Procedures about how to react and respond to an emergency situation, such as medical emergencies, fire and bomb threats

Emergency Action Plan

Tag indicating a crate may be moved into storage - identifies the exhibitor and the return location for the crate

Empty sticker

Exhibit space with aisles on three sides

End Cap

Food brought to table on a tray, presented to the host, who either cuts the food themselves or chooses to have it done by the server away from the table. Vegetables are placed in bowls on the table for guests to serve themselves.

English Service

System that uses a large monitor and computer to display multimedia versions of a poster; typically used at scientific and medical conferences

E-Poster System

Form of insurance that indemnifies the insured for any loss sustained because of an error or oversight on their part

Errors and Omissions (E&O) Insurance

Room rate that does not include meals

European Plan (EP)

Intentional shaping of an event's form and content to satisfy specific and purposeful goals

Event Design

Preferred term for a comprehensive document that outlines the complete requirements and instructions for an event. Document is typically authored by the event planner and is shared with all appropriate vendors as a vehicle to communicate the expectations of services for a project. Sometimes called Staging Guide or Resume

Event Specification Guide (ESG)

Federation of national & international organizations representing individuals, firms, or properties involved in the meetings, conventions, exhibitions, and travel and tourism industries

Events Industry Council (EIC)

Compilation of separate industry standards related to improving the environmental and social impact of events. Formerly the APEX/ASTM Environmentally Sustainable Meeting Standards

Events Industry Council Sustainable Event Standards

Any agreement which limits who may provide specific products or services under certain conditions to only one party. No other contractor is allowed to provide the same services or products in that facility. The legality of exclusive contracts varies by jurisdiction

Exclusive

Contract between facility and service provider designating that provider as the only source of a specific service or product in that facility

Exclusive contract

First class conference facility that caters to executive level events

Executive Conference Center (ECC)

Company that fabricates and manages display properties for trade show exhibitors

Exhibit House

Any company other than the designated "official" contractor providing a service to an exhibitor. Can refer to an Install & Dismantle Company (I&D House), photographer, florist or any other type of contractor

Exhibitor Appointed Contractor (EAC)

Promo materials sent to current and prospective exhibitors to encourage participation. Promotes the value of exhibiting in a specific show and contains information about technical points, cost of exhibition space, a floor plan of the exhibition and an application for participation

Exhibitor Prospectus

Government customs document used to declare designated goods to be shipped out of a country. Used for export control and compilation of foreign trade data

Export Declaration

Government document which permits the "licensee" to engage in the export of designated goods to certain destinations

Export License

Program designed to acquaint potential buyers with specific destinations or services and to stimulate the booking of an event. Often offered in groups, but sometimes on an individual basis

Familiarization (FAM) Trip

Brand name for a large screen with a frame which folds down into a small case for storage. Legs of the screen are attached at the sides of the screen, or the screen may be flown from above

Fast Fold Screen

Loudspeakers that are used to cover assignments out of the range of the main loudspeakers' projection area

Fill-Type Speakers

Interchange between an inner circle debating an issue and an outer circle of observers. Individuals occasionally move from one circle to the other

Fishbowl

Holder with mic often used in Q&A sessions

Fishpole

Usually non-liquid assets that are integral to the enterprise's day-to-day business operations (factories, equipment, furniture, real estate)

Fixed Assets

Day-to-day cost of doing business that is pre-committed, such as salaries, insurance, lease expenses, utilities, etc.

Fixed Costs

Expense incurred regardless of the number of event attendees

Fixed Expense

Smoke producing device for special effects

Flash box

Maximum amount of weight per square foot/meter a floor can support

Floor load

Objects, scenery, or audio-visual equipment mounted from above

Fly

Movable spotlight (brilliant light projected onto a particular area)

Follow Spot

Generally removed from the hall at a specified time and held by the general contractor or official common carrier or until payment is made for forwarding

Forced Freight

1. Removal of freight from the event floor after the event close, that was not picked up by an exhibitor's carrier 2. Shipments left behind at the booth/stand at the close of the event without a bill of lading

Forcing the floor

Risk that an organization takes when dealing with foreign currency due to exchange rates fluctuating over time

Foreign Exchange Currency Risk

Individual/firm that serves as an international representative of, and seeks sales abroad for, a domestic company

Foreign Sales Agent

Geographic area where goods may be landed, handled, and reexported without being subject to import duty

Foreign Trade Zone

Agreement guaranteeing a specific price for a product or service at a given future date. May also guarantee a specific rate of exchange when foreign currency is used

Forward Contract

Receipt for goods issued by a carrier with an indication that the goods were damaged when received

Foul Bill of Lading

Minimum work period for which union labor must be paid (generally, a minimum call is one hour). Not to be confused with minimum charges to exhibitors applied by contractors who service events.

Four-Hour Call

Style of food service. Platters of food are composed in the kitchen. Each food item is then served from the guest's left by the server from the platters to individual plates

French Service - Banquet Style

Type of soft beam-focusing spotlight

Fresnel

Lens which produces a soft edged beam of light. Theatrical fixture with adjustable lens 150 W through 1500 W

Fresnel lens

Projection of an image on to the front of a light reflecting screen from a projector placed above, within, or behind the audience

Front projection

Technician who manages audio equipment for an event and typically operates in the middle or back few rows of the seating area

Front-of-House (FOH) Audio Engineer

Provides detailed instructions from the event planner to the venue and other suppliers for a specific function and includes room set up instructions, AV and tech requirements, F&B, and other specifications

Function Set-Up Order

Two or more groups in facility have the same menus

Ganging menus

Exhibition open to the public usually requiring an entrance fee

Gate Show (Exhibition, Public Show

Theatrical color filter used in conjunction with theatrical projection fixture and spotlights

Gel

Multilateral treaty aimed at reducing trade barriers between signatory countries and promoting trade through tariff concessions

General Agreement on Tariffs and Trade (GATT)

Insurance policy that provides protection against claims involving bodily injury and property damage to third parties

General Liability Insurance

Organization that provides event management and exhibitors with a wide range of services, sometimes including, but not limited to, distributing the exhibitor manual, installation and dismantle, creating and hanging signage and banners, laying carpet, material handling, and providing booth/stand furniture

General Service Contractor (GSC)

System for defining locations, such as an exhibit hall, using GPS or RFID

Geofencing

Screen whose surface is covered with tiny glass beads which reflect a bright image back toward the audience, but has a narrow viewing angle

Glass beaded screen

International protocol for reporting on sustainable events

Global Reporting Initiative Event Organizers Sectors Supplement (GRI EOSS)

Pre-cut, etched pattern fabricated from metal or glass that fits in a lighting instrument to form projected light into a shape (logo, graphic, scenery, etc.)

Gobo

Fee imposed on the sale of goods and services

Goods and Services Tax ( GST)

Small (75 - 100 W) spot light with flexible stem

Gooseneck Light

Practice of claiming or sharing false/misleading information in order to present an environmentally responsible image

Greenwashing

Food prepared according to Islamic dietary laws

Halal

Seating arrangement in which 60-, 66- or 72-inch (152-, 168- and 183-centimeter) diameter rounds have seats on two-thirds to three-quarters of the table and no seats with their backs to the speaker. Used for banquet-to-meeting or meeting-to-banquet quick set.

Half moon (Crescent round, cabaret)

Items that an exhibitor is allowed to carry unaided into an event facility without being charged

Hand carry

One server assigned for each 2 guests. Server wears white gloves. All plates are set at same time

Hand service

Period when the demand for a supplier's produce or service is highest. Prices generally increase.

High Season (Peak Season)

Indemnity clause that provides that both parties agree to defend and/or compensate each other for asserted claims against, or liability damages incurred by one party, due to the acts or omissions of the other

Hold Harmless

Exhibition that appeals to representatives of one or more industries through many types of products and services on display

Horizontal exhibition

Program that offers complimentary travel, accommodation and registration for prequalified buyers to meet with suppliers during an event or exhibition

Hosted buyer program

Number of guests or sleeping rooms actually occupied on a particular night

House count

Lighting of room separate from stage lighting

House lights

Service staff that handles function-room set up and tear down

Housestaff

Organization that provides reservation services for a group and its attendees

Housing bureau

Document detailing housing utilization

Housing report

Technology by which presenter's image is projected onto a large screen, allowing large audiences to see details from the stage

Image Magnification (I-MAG)

Event or function that occurs because of, or at the same time/facility as another event

In Conjunction With (ICW)

Contractual promise in which one party ("indemnifying party") agrees to protect another party ("indemnified party") from liability as a result of a third party claim based on the negligent or wrongful action or omission of the indemnifying party or its employees, contractors, or agents. This promise is sometimes referred to as "hold harmless" obligation. An indemnification obligation would typically extend to the payment of monetary damages and reasonable legal fees and expenses. The exact nature of a party's indemnification obligation will be determined by the language contained in the contract. Generally, the clause terms will be followed over state law.

Indemnification Clause

Also called overhead or administrative costs, these are expenses not directly related to the event. They can include salaries, rent, and building and equipment maintenance

Indirect costs

Expenditures associated with downstream supply chain interactions, such as when facilities at which meetings occur require inputs such as energy or food ingredients

Indirect Spending

Occurs when employees in a host destination's travel industry and its suppliers spend their wages in the local economy. This chain of buying and selling among businesses and employees continues until the original direct spending leaks out of the local economy

Induced Spending

Initiative of the meetings, conventions, and exhibitions industry managed by the Events Industry Council (EIC). Industry Insights committee develops and manages the implementation of accepted practices (voluntary standards) for the industry. Formerly, the Accepted Practices Exchange (APEX)

Industry Insights

Use of floor space outside of exclusive booth/stand area

Infringement

Material that is permanently flame resistant without chemical treatment

Inherently flame resistant

1. sound system built in to venue 2. system of handling attendee registration by the event host organization 3. handling lodging reservations within the contracted room block at a hotel

In-house system

Exhibit space with exhibit booths on either side and back

Inline Booth/Stand

In-person on-site review and evaluation of a venue or location for an event

Inspection Trip

Skilled labor used to set up displays at events. Union affiliation will vary based upon the locale and facility

Installer

In-depth instructional meeting providing intensive education on a particular subject

Institute

Marketing activities with a common focus on the marketplace or a customer segment. Execution of each individual piece of the integrated marketing plan is consistent with, and supportive of, each of the other pieces of the plan

Integrated marketing

Lighting instruments that can be computer controlled to move light around the room, and project color and patterns on screens, scenery, walls or floor

Intelligent Lighting

System which enables the audience to respond to prepared questions by means of a multifunctional keypad, text messaging or other electronic systems. Responses are collected and tabulated by software and can be shared or displayed graphically

Interactive response

Person, company, or organization that facilities agreements and arrangements between individuals, companies or organizations. Within the events industry, it may reference the designated external liaison or representative between buyer and a supplier, such as a venue sourcing service, meeting management company or agency, or hosted buyer group coordinator

Intermediary

Event that draws national and international audience, typically 15% or more attendees reside outside of the host country. OR an event that draws an audience from three or more countries

International Event

Third-party logistics provider that handles export shipments for customers using common carriers

International freight forwarder

Process-oriented management program developed to define the systems needed in order to implement sustainable event practices

International organization for Standardization's 20121 Event Sustainability Management Systems (ISO 20121)

Oral translation using two interpreters. Because the first interpreter is not master of the second language, another makes the final interpretation to the audience

Interpretation in Relay

Paper or speech on a specific subject submitted or presented at the request of an event's organizers, typically for an academic conference

Invited Paper

Booth/stand/display space with aisles on all for sides

Island booth/stand/exhibit

Special dividers, sectioning and protective padding inside exhibit crates

Jigging

Union contract covering more than one employer and a union, more than one union and an employer, or a number of employees and a number of unions

Joint Agreement

Distributional point for electrical power

Junction box

1. jobs that may be performed by a specific labor union 2. locality where a contractual dispute is decided 3. in law, the ability of a court to hear/decide a matter brought before it

Jurisdiction

Conflict between unions concerning the right to control certain jobs in a particular trade or industry

Jurisdictional dispute

Distortion of a projected image whereby the image is wider on top and narrower on bottom. Caused when an image source is not perpendicular to the center point of the screen or projection surface

Keystone effect

Exhibit or display components requiring on-site assembly

Knock Down (KD)

Type of adjustable spotlight used to light lecterns, signs and areas that need a tightly focused pool of light

Leko

Screen finish with a characteristic silver-colored finish which has brighter reflective characteristics than a matte screen but with a wider viewing angle than a beaded screen

Lenticular Screen

Transportation rates applicable when the quantity of freight is less than the volume of truckload minimum weight, between 151 and 20,000 lb

Less than Truckload (LTL)

Document outlining proposed services, space, or products which becomes binding upon signature by authorized representatives of both parties

Letter of Agreement

Part of a contract outlining conditions of liability

Liability Clause

Legal statement releasing the organization from responsibility for any arrangements made by attendees with services listed by the organization

Liability Disclaimer

Right or permission granted by the owner of a property (tangible/intangible) to engage in some business or occupation or engage in some transaction, which would be unlawful without such right or permission. A business arrangement in which the manufacturer of a product grants permission to some other group/individual to manufacture that product in return for specified royalties or other payment. Many convention center agreements are written as these

Licensing Agreement

Bar with a light that hangs behind a header

Light Bar

Enclosure with lighting and translucent face of plastic or glass

Light box

Structures used to support lights and electrical outlets

Lighting Grid

Print showing the location and type of lights used in a booth/stand, or meeting environment

Lighting plot

Exhibit space that shares one or more borders with neighboring exhibits

Linear display

Loudspeaker system that consists of multiple, usually identical, loudspeaker elements that are mounted in a vertical line to create a directional sound beam

Line-array speaker system

Display composed of mobile crystals in liquid suspension which align themselves and polarise light in response to a small electric charge. The crystals are manufactured in pockets within the display which correspond to areas of dark on light background

Liquid Crystal Display (LCD)

Self-contained unit with a LCD panel, light source and lens that works with computers for displaying video, images or data on a screen or other flat surface without any need for special software or complex setting up

LCD Projector

1. Refusal by a facility to allow guests access to their rooms 2. Labor action where employers refuse access to the facility by employees

Lockout

1. Closed electric circuit | 2. Continuously repeated segment of music, dialogue, or images

Loop

Term applied to currents of 24 volts or less, must be transformed from normal 110 volt input. Useful in animation, lighted model, ect.

Low voltage

Type of truck that can be adapted for picking up loads at ground level

Lowboy

Lighting in which picture intensity produces limited bright areas

Low-Key lighting

Insurance covering loss or damage of goods at sea. Typically compensates owner of merchandise for losses sustained from fire, shipwreck, piracy, and various other causes, but excludes losses which can be legally recovered from the carrier

Marine insurance

Sponsorship of logoed items

Marketing Promotional Opportunities (MPO)

Holding area where trucks or buses check in and wait for instructions before delivering or picking up freight or passengers

Marshalling Yard

1. Scenic drape used to obscure undesirable view from the audience or to protect/cover 2. Sound applied to an environment to provide privacy in open areas

Masking

Drapes used to cover storage and other unsightly areas, unused areas or for security

Masking Drapes

Screen having a flat or matte white finish which does not reflect as effectively as a glass-bead screen, but can be viewed from virtually all front angles

Matte Screen

Type of non-shiny screen surface used for front projection. Least expensive type of screen

Matte White

Megabits (millions of bits) per second. Rate of data transmission over a computer network

Mbps

Onsite location used by members of the press to collect and distribute information

Media office

Dispute resolution process in which parties use a third party to assist them in reaching a compromise. Has no power to impose a decision on the parties

Mediation

Intentional shaping of a meeting/event's form and content to satisfy specific and purposeful goals

Meeting Design

Online information network tracking historical and future site/booking information. Produced by Destinations International

Meeting Industry Network (MINT+)

Company, representing another organization, handling site selection, negotiations, and turnkey support for an event

Meeting Management Company

Document describes a formal agreement between two or more parties

Memorandum of Understanding (MOU)

Agreed upon minimum number of hours of work to be done by a worker under the labor agreement. If work is shorter than the minimum call, the worker is guaranteed payment for full minimum

Minimum Call

Agreed upon minimum number of hours of work to be done by a worker under the labor agreement. In cases where the work has to be done is shorter than the minimum call, the worker is guaranteed payment for the full minimum

Minimum Contract Time

1. Visual repetitive and/or alternating projection of two different slides on the screen used to add emphasis 2. Sound adjustment of each microphone for volume and sound quality

Mix

1. Audio unit by which sound signals from all sources feed into one system; allows for dissimilar outputs (microphone and line) to be combined and controlled into one output

Mixer

Modulator-demodulator. Computer component that enables a computer to send and receive data over telephone or cable lines

Modem

Exhibit that uses standardized components that can be assembled and reassembled in different configurations for different needs

Modular exhibit

Partition units in standard sizes, used for building booths/stands in the sizes desired in that context

Modular Panels

Control of the performance of musical compositions by the composers and authors through granting of license to perform. Controlled by copyright laws

Music License

Protocols that enable data transfer between wireless devices that are within very close proximity

Near Field Communication

Non-commissionable rate

Net Rate

Actual amount of salable space used by exhibit booths/stands which excludes aisles, lounges, registration areas etc

Net Square Feet/Meters (NSF/NSM)

To neglect, fail, or refuse to perform an act or term specified in an agreement. May result in liability for damages

Non-performance

1. Promise, proposal, or other expression of willingness to make and carry out a contract under proposed terms with another party which has the ability to accept it upon receiving. 2. Space and rent proposal from a facility. May be in the form of a contract or licensing agreement

Offer

Refers to measurement of space from the center of a solid object to another point

On-center

Common term for describing normally available current North American continent. Full expression is 110 volt/60 cycle.

One Ten/Sixty

Meeting format where the agenda is set by the participants upon arrival. A facilitator helps participants organize into conversation groups

Open Space Technology Session

Incentive program where the possible number of winners are not predetermined

Open-ended Incentive program

Sound that is recorded by photographic means on film. Sound recorded on and subsequently played back from an optical or photographic soundtrack, as opposed to a magnetic soundtrack

Optical Sound

Prearranged date by which a hotel or facility will no longer hold tentative arrangements for a group

Option Date

System which ranks dignitaries according to international protocol for purposes of seating, honors or ceremonies

Order of Precedence

Practice of conducting an event related to an existing meeting but not approved by the event's host organization

Outboarding

Company that takes groups from a given city or country to another city or country

Outbound operator

Any tour that takes groups outside a given city or country to another city or country

Outbound tour

1. clear acetate film used to separate different components of art work 2. tissue sheet over artwork on which corrections or alterations are indicated 3. panel mounted to another surface 4. second, smaller tablecloth used for decorative purposes at banquets

Overlay

Type of airfreight service - doesn't necessarily mean 24-hour delivery as carriers deal in business days (usually Monday - Friday). In addition, a shipment might not move until the following day, depending on the time of day it is picked up or loaded

Overnight Service

Commission over and above the normal base commission percentage

Override

Number of covers set over the guarantee . Paid for by the client only if actually consumed

Over-set

Guest who stays at a facility one or more days longer than their scheduled departure date

Overstay

Freight that is transported on the road and over public highways

Over-the-Road (OTR)

Unit of data sent across a packet-switching network. Contains a destination address

Packet

Wrap needed for protection of goods that are shipped without additional crating

Pad Wrap

Shipment by moving van of crated or uncrated goods, such as large pieces of furniture or display material

Padded van shipment

In-house facility form authorizing a cash disbursement to be charged to master account or individual guest

Paid out

L-shaped dolly with wheels on both the vertical and horizontal sides. Used for moving display panels

Panel dolly

Prefabricated exhibit composed of connected panels of various sizes and shapes

Panel system

Lamp shaped like an automobile headlight that consists of a tungsten source housed in an enclosed lens, which produces a rectangular beam

Par Lamp

Type of front projection screen surface which is rigid and allows only narrow angle viewing

Parabolic Screen

An apparent change in the direction of an object, caused by a change in observational position, that provides a new line of sight

Parallax

A 150W to 1000W lighting instrument that acts like a floodlight providing an even light over a specific area; frequently seen in polished aluminum version, hanging in large groups from a group support or flying truss system

Parcan

Unit of pressure or stress in the International System of Units (SI). In the United States, PSI (pounds per square inch) is used in stead

Pascal

1. To temporarily join wires or slide by overlapping | 2. Plug-in connection between two lines

Patch

Plug or jack assembly permitting studio outlets to be temporarily connected to dimmer outlet circuits; also found in studio sound systems

Patch Panel

Abbreviation for passengers

PAX

Written authorization for payment to be made

Payment Order

Design format originated in Japan and refers to sessions that include a series of short presentations of 20 slides lasting 20 seconds each. Other similar formats include IgniteTalks of 20 slides lasting 15 seconds each

PechaKucha

Floor support for an exhibit component

Pedestal

Two or more exhibit spaces back to back with an aisle on three sides

Peninsula

Type of payment involving a fixed percent of the gross income for that service. This type of agreement is often used by facilities as the rental

Percent of the Gross

Type of payment involving a fixed percent of the net income after costs of providing that service. Type of payment is often used in services provided by exclusive contractors within a facility

Percent of the net

Formula used to establish the variability in cost for future facility services

Percentage of Change Formula

Societies whose purpose is to provide collective licensing for copyrighted music

Performing Rights Societies

Group of rooms reserved by a party outside of the Event Contracted Block (ECB) but is present in the city as a result of the main event. Consumed room nights should be credited to the main event's total room nights for historical tracking purposes. May be used to help offset attrition charges against ECB. Usually negotiates its own terms

Peripheral Block

In case of sales, with payment of duties and VAT, or in case of free distribution, disposable or consumables usually exempted from payment of duties and VAT depending on each country. Quantity and value exempted at discretion of customs authorities

Permanent Import

Card granting temporary employment rights to a non-union member, issued by a union having a closed contract with an employer

Permit Card

Unit of measure type line length and height. Approximately 1/6 inch (.43 centimeters)

Pica

Rectangular column that usually projects about a third of its width from the wall to which it is attached

Pilaster

Filtered white noise that exhibits a constant power in any band of frequencies of the same span percentage. Generated to test loudspeakers in a room as well as to "tune" a room for best audio reproduction

Pink Noise

Actively seeking to recruit or divert event participants, primarily attendees and exhibitors, away from official room blocks and into other hotel bookings, using a range of techniques to approach event participants and gain their business. AKA Poaching

Piracy

Grid used to plan meeting formulas and finalize subject areas, topics and assignments

Planning Matrix

Use of trees and plants to enhance the appearance of an exhibit or a stage

Planting

Any one of several types of melamine plastics bonded to paneling for durability and appearance. Often used in exhibit construction

Plastic Laminate

Addition of taxes and service charges to a price when not included, designated by ++

Plus Plus

1. type of measurement device. 12 points = 1 pica (approx 1/6 inch) 2. City, town, village, or other community or area which is treated as a unit for the application of freight rates

Point

Sound originating from a single source, or as if from a single source, and filling an entire space. This type of sound system is most often seen in a concert configuration, where the stage and sound system is at one end of the room and no additional sources of sound are used

Point source

Videoconference from one location to multiple sites

Point-to-multipoint videoconference

End product that has completed its life cycle as a consumer item and would otherwise have been disposed of as a solid waste. Post-consumer materials include recyclables collected in recycling programs, such as office paper, cardboard, aluminum cans, plastics and metals

Post-Consumer Material

Industry preferred term for a report of the details and activities of an event. Collection of post-event reports over time will provide a comprehensive history of an event

Post-Event Report (PER)

Unit of pressure or stress used in the United States.

Pounds per square inch (PSI)

Frequency range over which a power amplifier can produce at least half power (-3dB). Important specification is the actual indication of an amplifier's true power output capability, since many amplifiers are capable of much higher power outputs if frequency extremes such as those produced by music are ignored

Power Bandwidth

Measure of a loudspeaker's output with reference to its electrical input. Includes the total sound energy radiated into the acoustic space around the loudspeaker rather than just on-axis. Flat power response would indicate that a loudspeaker is radiating equal energy into all angels at all frequencies

Power response

Type of microphone can be placed on a large surface such as a table, floor, wall or lectern. Picks up sound from entire room and is often recommended for conferences, group discussions, interviews, lectures, and recordings. Also called a boundary microphone

Pressure Zone Microphone (PZM)

System of assigning points to exhibiting companies to determine the order in which firms will be allowed to select booth/stand space first for the next event. Also called Priority Rating System

Priority Point System

Financial forms based on future expectations; provided or made in advance to describe items or projections

Pro Forma

1. Invoice provided by a supplier prior to the shipment of merchandise, informing the buyer of the kinds and quantities of goods to be sent, their value, and important specifications 2. packing list on which a shipper describes what is being shipped including the quantity, value, weight & dimensions

Pro Forma Invoice

Shipment number designated by the common carrier to a single shipment, used in all cases where the shipment must be referenced and used to organize and track the progress of each shipment

Pro Number

Published volume transcribing the full conference sessions, which may or may not include details of the discussion

Proceedings

Company that presents special effects and theatrical acts. Type of company may contract to put on an entire event or only parts of one. Sometimes hires speakers as part of its contract

Production Company

Complimentary tickets awarded by the official airline after the event according to the number of attendees who used the airline

Productivity tickets

Companies/individuals specializing in event planning on behalf of a client organization

Professional Congress Organizer (PCO)

Chief public relations contact with the press/media for an organization

Press Officer

Structure of event program elements to achieve specific goals and objectives

Program Design

Planning that takes place before an event regarding its specific content and fabric

Program Development

Goods restricted by international convention. Also refers to weapons and ammunitions

Prohibited Cargo

Platform/area from which AV presentations are controlled

Projection booth

Video projection onto objects, often irregularly shaped

Projection Mapping

1) Final copy before printing 2) To correct before final printing 3) Standard measure of alcohol strength (100 proof = 50% alcohol content)

Proof

Visible opening that frames a stage (usually theatrical)

Proscenium Arch

Potential attendee, guest, buyer or exhibitor

Propsect

Document that promotes the chief features and benefits of a product or service to prospects

Prospectus

Seminar that is open to the public. Usually, tickets are sold to individuals

Public Seminar

Space in a facility that is open to the general public and may be available for private use

Public Space

Four electrical outlets in one box, which should be grounded

Quad Box

1. Four-channel audio tape recording system | 2. Room with two or more beds for four persons

Quad/Quadruple

Act of determining a person's authority or financial ability to purchase a product or service or perform a specific function

Qualifying

Wedge shaped table with one rounded edge

Quarter-round

Function room set-up that saves room turnover time, limits the number of event rooms required, and avoids additional charges for changing room set ups

Quick Set

Enclosed or draped area, close to the stage, for costume changes

Quick-Change Booth

Low drape divider between exhibit booths/stands

Rail

Session added on to the end of the day's program, usually after dinner, to accommodate extra papers or an extra papers of an extra plenary lecture

Ramp Session

Informal sessions with no specific agenda

Rap Session

Person appointed to note and record the proceedings of sessions and to write summaries of the paper(s) presented for a final summation session

Rapporteur (AKA Reporter)

Image projection where the screen is between the viewer and the projector. Often used with a Front Projection which is translucent to images being projected from the rear and can be viewed from the front

Rear Projection

Any provision that aids the participation of a person with a disability, as long as it does not create a hazard to others, a major disruption in business or an undue financial or administrative burden

Reasonable Accomodation

1. Fee charged by a venue for handling delivered packages | 2. Fee charged in some countries by a government to officially recognize an event

Receiving Fee

Identifying number for the Passenger Name Record (PNR) in a file or record

Record Locator

When an event host organization publishes a list of child care service providers available. Attendees make their own arrangements with these services

Referral Child Care

Sound or light energy which returns from a surface when struck. The amount and angle of reflection depends on the type and size of the reflecting surface and the frequency (wavelength) of the energy

Reflection

Change of direction of a light ray passing from one medium to another of different density

Refraction

Deposit made to a venue or supplier that may be returned under certain conditions agreed to by the venue/supplier

Refundable Deposit

Event targeted to attendees from a specific geographical area. May be a stand-alone event, or a regional version of a national event. Typically 60% of attendees reside within a 400 mile radius of the event city

Regional Event

Speaker's bureau/agency's exclusivity is limited to a particular region or territory

Regional Exclusivity

Consular official charged with the security of their country's nationals while traveling in their region

Regional Security Officer (RSO)

Signature form used by a facility when registering a guest

Registration Card

Oral translation whereby an interpreter does not translate directly, but interprets the translation of a colleague, usually because they are not qualified to work directly from the original language

Relay Interpreting

1. Signed form giving permission to use a person's name, picture, or statement 2. Form signed by presenter allowing recording of presentation 3. Document provided by management to permit removal of goods from exhibition during event hours 4. To release space, as in returning unsold air or hotel reservations to the supplier that originally allotted them

Release

1. Limit of a carrier's liability 2. Stated value of a shipment when released to the carrier. If shipper declares a higher value than the per pound limit, shipping costs will increase

Released value

When a speaker does a second or subsequent booking for the same client

Repeat Engagement/Booking

Guaranteed payment to employees who report or show up ready for work at their usual time and find no work to do

Reporting Pay

Document requesting preliminary information from a supplier, often as a way of pre-qualification for receiving a more detailed request proposal

Request for Information (RFI)

Designated day when the facility will release a block of sleeping rooms to the general public

Reservation Review Date (AKA Cutoff Date)

1. Ability of a projection system to distinguish and reproduce fine detail 2. Motion put forward for a joint decision; usually has the force of a legislative decision

Resolution

Conference facility with at least one major amenity, such as golf or tennis

Resort Conference Center

Ability to control telephone access often by excluding specific country or area codes and certain types of calls. This is often put in place for event rooms and show floor locations

Restricted Dialing

1. Percentage of exhibitors or attendees that return to an event from one year to the next 2. Percentage of organization's membership or company's employees that remain with the organization or company from one year to another

Retention Rate

Financial ratio indicating the degree of profitability. Calculated as NET MONETARY BENEFITS/Meeting Costs x100. Meeting costs may also be referred to as expenses.

ROI

Measurement of the benefit received for participating at an event based on predetermined objectives for success

Return on Objectives (ROO)

Sophisticated computer based pricing system that vendors use to adjust prices based on anticipated demand. Also referred to as Yield Management

Revenue Management System

Performance measurement commonly used in the hotel industry. Calculated by dividing a hotel's net rooms revenue by the total number of available rooms, or by multiplying a hotel's average daily room rate (ADR) by its occupancy. Commonly referred to as RevPAR

Revenue Per Available Room

Sound which appears to echo and re-echo in weaker and weaker levels

Reverberation (Reverb)

Elevated platforms accommodating not more than 50 persons. Seating facilities, if provided, are normally in the nature of loose chairs. Stands accommodating more than 50 persons shall be regulated as grandstands

Reviewing Stands

Date a RFP is to be passed along if an event organizer is using an intermediary to distribute the RFP

RFP Distribution Date

Date a RFP is released from an event organizer and is made public

RFP Published Date

Courtesy a facility extends to a previously booked party to approve or disapprove a concurrent booking or to save uncontracted space for the previously booked party for program growth

Right of First Refusal

Where joining a union is not a condition of employment

Right to Work State

Selling only the rights to a sponsorship, with the buyer incurring expenses for production, installation and dismantle

Rights Only

Funds that an agency would not recover should a tour not materialize, ie. nonrefundable deposits to suppliers, promotional expenditures, printing expenses

Risk Monies

Process to identify attendees who occupy rooms outside the contracted room block for an event

Room Audit

Number of single, double, triple, etc. rooms used

Room Occupancy Pattern

Abbreviation often used in reference to charges as a hotel

Room, Tax and Incidentals (RTI)

Land-based videoconferencing designed to manage communication between one or more groups of people, usually in a conference room setting, with another group or groups in similar settings elsewhere

Room-based Videoconferencing

Raised platform where a speaker stands when delivering their remarks

Rostrum

Contest or tournament in which each participant is matched with every other participant

Round Robin

Hollow square set up with corners replaced by serpentine or quarter-round tables

Rounded hollow square

Person responsible for managing motor coach flow, routes, drivers, etc.

Route Manager

Booth/stand within a row of similar booths/stands with the front opening onto an aisle and with other booths/stands on either side

Row booth/stand

1. Long, narrow carpet in a hallway, aisle, or stage 2. Piece of portable/constructed staging that extends a main stage to form a runway 3. Main cord extending from a microphone to an amplifier

Runner

Banquet Russian: Food is fully prepared in the kitchen. All courses are served from either platters or an Escoffier dish. Tureens are used for soup and special bowls for salad. Server places proper plate in front of guest. After plates are placed, server returns with a tray of food, and moves counterclockwise around the table, serves from guest's left with the right hand. Server controls the amount served to each guest

Russian Service

Binding process using wire staples, thread, or wire

Saddle-stitch binding

Pattern of group arrivals that are separate from the main arrivals

Scattered Arrivals

Variation of schoolroom setup in which tables are perpendicular to the head table, and chairs are placed at both sides of the tabels

Schoolroom Perpendicular Setup

Mobile work platform that extends vertically on a scissor-like mechanism with no increase in the size of the machine's footprint

Scissor lift

Distance between the projection screen and the front row of the audience. Last row of seats should be no more than 8 times the height of the screen in use

Screen/Audience Distance

1. Translucent material used to diffuse or soften light | 2. Gauze-like theatrical curtains

Scrim

Second place on a waiting list. Organization holding the second option for specific dates at a facility, for example, may book those dates only if the organization holding the first option decides not to book within a certain period of time

Second Option

City where they space of the convention center, hotels, or air lift make the city more appropriate for smaller meetings and events

Second Tier City

Staff providing administrative services to the organizer

Secretariat

Encrypted file that authenticates the source of financial data, usually for an online credit card transaction

Secure Digital Certificate

Portable wire enclosure used to lock up materials for safe storage

Security Cage

1. Persons whose work is limited to a well-defined work routine 2. Work in which lapses of performance wouldn't cause excessive damage to products or equipment

Semi-skilled Labor

1. Mandatory and automatic amount added to F&B charges, usually used to defray the cost of labor and service equipment. Generally calculated as a percentage of charges. 2. Fee charged to a client by a travel agent in addition to the commissions paid to them by their principals

Service Charge

Centralized onsite location for ordering or reconfirming services provided by general service contractor and specialty contractors

Service Desk

Usually an adjunct document to a vendor contract

Service Level Agreement (SLA)

Organizer similar to ASCAP (American Society of Composers and Authors) and BMI (Broadcast Music Incorporated) that licenses the use of copyrighted music for various artists. Formerly called the Society of European Stage Authors and Composers

SESAC

Props arranged to decorate the set

Set Dressing (AKA Trim Props)

Light which illuminates background behind the performers

Set Light

Plans for which the exhibit components are reassembled

Set-Up Drawings

European booth/stand system - usually includes raised floor, back and side walls, plus fascia

Shell Scheme

Draping made of strips of colored material that catch and reflect the light

Shimmer Curtain

Form required for all shipments by the US Treasury Department and prepared by the shipper, indicating the value, weight, destination, and other basic info about an export shipment

Shipper's Export Declaration

Third-party hired to handle shipping goods to and from an event.

Shipping Agent

Instrument in writing, signed by the captain of a ship, that lists the individual shipments constituting the ship's cargo

Shipping Manifest

Gathering drape along the rods to even out the folds and give each panel of drape equal spacing

Shirring the Drape

Person designated by the union within a shop/unit to represent employees

Shop Steward

Land tours, usually available at ports of call, sold by cruise lines or tour operators to cruise passengers

Shore Excursion

Beginning and ending days of a room block when fewer rooms are contracted

Shoulder

Time specified for the close of the exhibition and start of dismantling

Show Breaking

Material used for signs

Show Card

Newspaper (printed or digital) published during the run of an event or conference. Includes articles about the exhibits and events, and often, ads

Show Daily

Listing, with booth/stand numbers, of all exhibitors in an event and a map showing booth/stand locations

Show Directory

Rates established by event management, official service contractors, and/or other official service providers, and published in the Exhibitor Manual

Show Rates

Requirements and procedures prepared by event management for exhibitors and contractors at a given event

Show Rules

Event with its own name and focus that takes place within a larger, related event

Show within a Show

Speakers on stage right and left to project amplified sound to full stage area

Side Fills

Low divider panel (3 ft) used to separate an exhibit space from an adjacent area

Side Rail

Performers who must be watched to be appreciated (mimes, jugglers, dancers, and acrobats)

Sight Acts

Actual or virtual lines in the venue or on printed or digital layout that describe what parts of a set or decorative object are visible from a given audience or guest point of view. Used to determine what must be decoratively treated or masked

Sightlines

Delivery receipt, signed by the carrier, noting a damage or shortage

Signed Exception

Method of sampling in which each member of the population has an equal chance of being included in the sample

Simple Random Sample

Process of orally translating one language into another while the speaker is speaking

Simultaneous Interpretation (Consecutive Interpretation)

AV 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

6-by-6 Rule

1. Wooden platform used to support machinery or a collection of objects for easier handling. 2. Thick wood blocks attached to crates which allow forklift access for easier handling. 3. Wood runners protecting the exterior of a shipping case

Skid

1. Pre-made length of cable used for hanging exhibit materials or signs 2. Pre-made length of cable or heavy duty nylon strap used for rigging machinery to cranes or forklifts

Sling

Reduction in the number of rooms used from the original reserved block

Slippage

Web-based form that can be designed to guide the user through the process of completing the form and can alert the user to errors

Smart Form

Acronym for a category of event market segments including Social/Sport, Military, Educational, Religious and Fraternal groups. May also be written as SMURF for Union

SMERF

Program of organized functions, not directly related to the main educational subject of an event

Social Program

Lowered portion of a ceiling

Soffit

Currency that cannot be traded outside its native country

Soft Currency

Pivot Interpreter; only interpreter in the team assigned to an event who is able to translate out of a lesser used language and functions as a "relay" for the rest of the team in relation to that language

Sole Relay Interpreter

Procedure of combining independently recorded narration, music, and/or effect to a single master of tape, while at the same time establishing tone, volume, and balance among elements

Sound Mix

Use of electronic and electric equipment to amplify the natural sound produced by a performer or speaker

Sound Reinforcement

Risers on stage right/left for stacked sound equipment, which allows for storage space to be hidden from the audience's view

Sound Wings

Atmosphere created with the use of music and sound effects

Soundscape

Process of assigning exhibit space for the next event based on the exhibitors' active involvement in the process

Space Draw/Selection

Cost per square foot for exhibit space

Space Rate

Tour designed around a particular event (i.e. Wimbledon or Mardi Gras)

Special Event Tour

Company that produces events which include a variety of creative elements including decor, special effects, theatrical acts or other entertainment. May produce stand-alone events or functions within a larger program

Special Events Company

Applies to display shipments requiring extra labor, equipment, or time delivery to booth/stand area

Special Handling

Tour designed to appeal to clients with a curiosity/concern about a specific subject. Most special interest tours provide an expert tour guide and usually visit places and/or events of specific interest to the participants

Special Interest Tour

Tape or chalk marks on studio or stage floors designating exact placement of props and actors

Spike Mark

Billing arrangement where RTI can be allocated to two or more accounts. Most often used when room and tax are billed to a master account and the guest is responsible for all other charges

Split Folio

Horizontally/vertically separated video pictures shown simultaneously

Split Screen

Exchange rate for foreign currency for immediate purchase/delivery

Spot Exchange

Designated time for vehicle or staff to report to assignment

Spot Time

Placement of equipment in exact location in booth by using a forklift

Spotting

Buses assembled in one location convenient for passenger loading

Stack

Educational/social events or tours planned for spouses and guest of official event participants

Guest Program (Partner Program/Spousal Program)

1. Designated time and/or number of crew members required at stage for task assignments 2. Asking a celebrity/speaker to return to the stage after completing the presentation

Stage Call

Person responsible for running the event on stage

Stage Manager

Person at a venue in charge of stage facilities

Stage Master

Diagram, drawn to scale, indicating placement on stage of equipment, props, microphones, etc

Stage Plot

Union labor that handles spotlights, rigging, and scenery for theatrical productions. May also handle decorating tasks, such as hanging draperies at convention facilities

Stagehand

1. Official government agency or privately run non-profit organization responsible for travel development and promotion of a state/territory 2. Office responsible for travel development, which is part of another department/agency of a state gov such as commerce and economic development. State travel offices vary in sizes of staffs and budges

State Travel Office

Statement of income and expenses following the end of an event

Statement of Account

Freelance guide who comes aboard a motorcoach to give an informed overview of the city/attraction to be toured

Step-On-Guide

Labor performed and paid at standard rate for work during normal business hours as established by unions

Straight Time (ST) Labor

Focused approach of increasing efficient and reducing costs across an organization for all of its events, typically using specialized software to centrally track all aspects of meeting expenditures across a department or organization

Strategic Meetings Management Program (SMMP)

Agreement between 2 or more enterprises to conduct specified business processes in a joint manner

Strategic Relationships

Prepared questions, usually 8 - 10 per one hour presentation, to be distributed in advance of the session to selected attendees. Following each presentation, attendees ask questions from the list

Structured Question

List of special spellings, terms, and style points to be used consistently in publications related to an event, company, or org

Style Sheet

Any group of rooms that is classified or separated differently than the general attendee block

Sub-block

Financial support provided by the host destination or government as an incentive to attract large congresses of events

Subvention

Component of a loudspeaker system that is designed to reproduce very low bass frequencies

Subwoofer

When a company tries to sell its product/service on the show floor without permission or consent of the event's management

Suitcasing

Technique of projecting two visual images on a screen at the same time

Superimposition

In a car rental agreement, additional coverage for injury and damage claims by third parties beyond the amount provided automatically under the contract terms

Supplemental Liability Coverage

Charge over and above established rates, such as an energy surcharge

Surcharge

1. Engineer (technical director) who is switching from camera to camera 2. Panel with rows and buttons that allows switching from one camera or sound source to another

Switcher

Transmitting data at speeds of up to 44.184 Mbps is faster than a T-1 line, allowing performance of more tasks simultaneously at a greater speed

T-3 Line

Date set by event management and/or general service contractor for the arrival of freight at a trade event. Usually shipments received before/after this date are assessed a penalty charge

Target Date

Language into which a speech or document is translated or interpreted

Target Language

Addition of taxes and gratuities to a price when not included, designated by ++

Tax & Tip

Person who calls cues from the control room

Technical Director

Event with attendees who are involved in research, applied sciences, engineering or technology or are suppliers to these participants

Technical Meeting

Exhibition material whose temporary import status exempts payment of duties and taxes on arrival

Temporary Import

Surety covering articles imported into a country or a temporary basis, generally in lieu of paying import duties and/or taxes. Fee for the bond is non-refundable in most cases.

Temporary Import Bond

Break during formal program sessions with special F&B pertaining to a theme and often including decorations, costumes, and entertainment

Theme Break

Group of specialists organized by a business enterprise, governmental body and commissions to undertake intensive study and research into specified problems

Think Tank

Bed made with a third sheet on top of the blanket

Three Sheet

Banquet control procedure whereby guests exchange an event coupon from their registration packet for an actual event ticket and seat assignment. Increases control and decreases the number of no shows to provide more accurate guarantees

Ticket Exchange

Individual or commercial entity licensed and bonded by the Interstate Commerce Commission to operate motor coach tours in the US and in some cases, Canada

Tour Broker

Person, usually employed/subcontracted/contracted by a DMC, who accompanies a tour as a guide from departure to return, and provides support and coordination services

Tour Escort

Structure to which lighting instruments are attached

Tower

Exhibition of products and/or services held for members of a common/related industry. Not open to the general public

Trade Show

1. Type of barter | 2. Exchange of goods/services instead of using money

Trade-Out

Way of calculating exhibition hall traffic. Typically expresses by the number of attendees per 100 square feet of exhibits

Traffic Density

Learning that occurs during the second half of life which is directed at attaining a new consciousness and self-understanding

Transformative Learning

Short term hotel guests who are not part of a group booking

Transient

Tax place on hotel room rentals. Generally part of this revenue is used to market the destination and may be used for financing the operation of convention facilities

Transient Occupancy Tax (TOT)

Insurance that covers loss or damage caused deliberately or accidentally by third parties during loading, unloading, transshipment, transport, and exhibition

Transit & Exhibition Insurance

Visa allowing holder to stop over in a country to make a travel connection or for a brief visit

Transit Visa

Method of consolidating shipments. Usually defines function of a LESS THAN TRUCKLOAD (LTL) trucker grouping freight for shipment to a particular show

Trapping

Union labor specifically responsible for unloading equipment

Truck Loaders

Rates apply where the tariff shows a truckload minimum weight. Charges will be at the truckload minimum weight unless weight is higher

Truckload Rates

1. Frame to carry the room of a tent 2. Structure of steel bars used to suspend lighting or other technical equipment over a stage 3. To tie or bind something tightly

Truss

String of small, low voltage lights contained in a clear or transparent colored plastic tube, generally wired to be run by a three or four-circuit sequencer (controller); used as a highlighter around signs, stages, or entrances. Can be bent and mounted on peg-board or other surfaces to form lighted words

Tube Lights

Loudspeaker designed to reproduce high frequencies only. Typically used at frequencies beyond the center of the audio spectrum which, if placed on a logarithmic scale like a piano keyboard, would be about 630 Hz. AKA treble speaker

Tweeter

Standard for safety exhibition display units

UL 2305

Black light used to make phosphorescent and fluorescent paints glow in the dark

Ultraviolet Lamp

Participant-led event. Agenda is typically created by the attendees on arrival and includes open discussions rather than formal presentations

Unconference

Hospitality suite that is not hosted by an official sponsoring organization (liability risk)

Underground Hospitality Suite

Plate used under bowl, glass, condiments, etc.

Underliner

1. Number of union members hired to work for an event 2. Additional servers obtained from a labor source shared by several hotels 3. Minimum number of hours for which a union laborer must be paid, regardless of actual hours worked

Union Call

Limits/territory within which control may be exercised by a union may be of at least two kinds. One has to do with geographical limits, the other with trade or craft activity

Union Jurisdiction

Business in which all employees must be members in good standing of a union

Union Shop

Hotel property in which the convention services manager (CSM) handles all aspects of the event, including catering

Uniserve Property

Design of products, environments, programs, and services to be usable by all people, to the greatest extent possible, without the need for adaptation or specialized design

Universal Design

Station used to transmit signals from Earth to a satellite

Uplink

Sending of video signals via microwave to an existing satellite for transmission to selected sites or anyone capable of satellite reception for that signal, used for teleconferencing or broad distribution of a message on a national or international basis

Up-Linking

Part of stage furthest from audience/camera

Upstage

1. Term used as a base unit in calculating occupancies 2. Use of all or part of a facility by one client or tenant for all or part of one day for any purpose, including event, move-in, move-out and hiatus days

Use Day

1. Trip or finish curtain, usually 12" deep with a scalloped edge, used to give a tent a finished appearance 2. Short overhead, decorative border normally used as a light baffle or screen

Valance

Document issued by the US Government authorizing the export of commodities for which written export authorization is required by law

Validated Export License

Tax added to a produce at each step of the manufacturing and marketing process, reflecting the value which has been added to the product by processing

Value Added Tax (VAT)

Costs that vary according to the number of attendees, such as food and beverage or printed materials

Variable Costs or Expenses

Wines made mainly from one variety of grape. Cab Sauv, Chardonnay, Chenin Blanc, Gewurztraminer, Pinot Noir, Sauv Blanc & Zinfandel

Varietal Wine

Full and exact word-for-word transcript, in writing, of all speeches debates or discussions

Verbatim Report

Exhibition at which products or services being displayed represent one element of an industry or profession

Vertical Show

Union with jurisdiction over all occupations, skilled and unskilled, in an entire industry

Vertical Union

1. Computer-assisted device used to generate and create letters, numbers and symbols electronically 2. Video image that can also be used to recap key points made by a speaker or supply basic info such as final credits

Video Character Generator

Enlargement of a video image from the size of a typical consumer tv screen to dimensions for large projection screens.

Video Enhancement

Array of video screens in a rectangular fashion on which images may be displayed individually on each screen or portions of the same image may be displayed in an enlarged format involving the whole or part of the array

Videowall

Clear plastic sheeting used to protect booth carpeting during move-in and set-up of a trade show. Technically a brand name, applied generically in common usage

Visqueen

Equalization of sounds produced by a system such as a piano or a loudspeaker so that the audio spectrum is produced evenly with all notes or frequencies at the same volume

Voicing

1. Release of rights to substitute one party for another party 2. Release of an insurance company's right to succeed to the insured's rights to sue for damages against the tortfeasor, after the insurance company pays an insured's claim of loss due to another's tort

Waiver of Subrogation

Relocation to another hotel of a guest holding a confirmed sleeping room reservation who is denied accommodations due to unavailability of sleeping rooms at time of check-in

Walk

Difference between number of reservations at cut-off date and the number of final reservations at the end of the event. Can be positive or negative and be expressed as a number or percentage

Wash

Colored light that softly illuminates an area

Wash Light

Non-negotiable instrument of transport that serves as a receipt for the shipper, indicating that the carrier has accepted the goods listed therein and obligates itself to carry the consignment to the destination according to specified conditions

Waybill

Porous cover for microphones to block unwanted sounds

Windscreen

Device that allows a connection to a wired network from a wireless device

Wireless Access Point (WAP)

Interpreting system operated by radio waves and hence without wire or cable connections to audience headsets

Wireless Infrared Interpreting System

Jurisdictional regulations which govern union craftperson's working arrangement, including what work exhibitor may perform, when overtime begins, etc.

Work Rules

Financial management method of pricing and capacity control that yields maximum profit. History, occupancy data, and competition are among the considerations used in this method

Yield Management

Process of building a budget without benefit of a previous year's budget

Zero-based Budgeting

Term Flashcards

(575 cards)