Event Dictionary

Written by Paul Aug 01 2014

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Event Dictionary

24 Hour Rate - A rate that combines a DDR with a DBB to give an all encompassing rate for a 24 hour event and overnight stay with all major meals and meeting room hire.

ADR - Average daily rate, calculated by hotels to show the average revenue received per occupied room over a given period.

Accommodation - Rooms available for delegates to sleep in

AV - Audio Visual, generally anything related to the display or broadcast of sound and images, i.e. presentations, films, speeches.

Agenda - Plan for the event, can include pre-event preparation, a plan of how the event will run or a breakdown of the various sessions running at the event, to be given to delegates.

Auditorium - Usually a theatre style set up with seating tiered to enhance the use of space, viewing and sound.

Added Value - Items given by hotels and venues to enhance their proposals. Generally added value items are where venues make high margins so can be offered free for little costs. May include free drinks, upgraded rooms, extended hire period or complimentary AV equipment.

Agent/Agency - A person or company who works on behalf of a client to find and negotiate rates with venues in return for a commission payment from the venue.

Back Projection - A set up where the projector is behind the screens/stage set, generally looks more professional but does take up 3-4m of extra space in the room.

Boardroom Style - Popular, as the name would suggest, with board meetings. Delegates sit around a large closed table, all facing each other. A style to entice discussions and allow for use of laptops it’s ideally suited to groups of 20 or less. Any more than this and the table becomes too large for reasonable conversation.

B&B - Bed & breakfast, a rate that includes a night accommodation as well as breakfast the following morning.

Business Centre - An area within a venue where people can use various facilities such as printers, scanners, photocopiers. Sometimes free but often there are small charges to use.

Banquet Style - Usually requires round tables seating between 8-12 guests depending on the size of the table. A dinner dance set up will take into account a dance floor and DJ area, if it’s for a wedding, or an event with high profile guests, the top table also needs to be considered.

Breakout Rooms - Rooms used for smaller sessions within the conference program.

Breakout Session - A session for smaller discussions, workshops etc that runs alongside a larger event/conference.

Buffet - A meal consisting of several food options which guests serve themselves.

Cabaret Style - Ideal for conferences where delegates are required to take notes and interact with others on their tables. Open cabaret allows everyone on the table to see the front while still able to make notes, closed cabaret means a few delegates will need to swivel chairs round to see the front or use the table.

Check In - The time when guests can get their room keys and access the rooms. Generally from 2-3pm when the rooms have been turned round.

Ceiling height - Height from the floor to ceiling, useful when planning events with large stage sets.

Continental Breakfast - Includes a variety of cold items such as pastries, cereals, fruit etc.

Client - The entity responsible for engaging the services of venues/agents to arrange an event and who is ultimately responsible for meeting the payment demands.

Crew - The team usually in charge of any necessary event set up, particularly room set up and AV requirements.

Contract - The document that legal binds the entities involved (venue, client, agent) to a set of agreed terms and conditions in relation to the event.

Cancellation Policy - A venues terms for canceling an event or booking.

Cash Bar - Where a fully stocked bar is supplied by the venue for guests to purchase their own drinks.

Conference - A formal meeting of people (usually 50+) with a shared interest or common goals, typically takes place over a day or longer.

Corkage - Whereby the client may bring their own alcoholic drinks into the venue but a surcharge is in place.

Classroom style - Similar to theatre style but delegates are seated behind long rectangular tables. Suitable for events where guests are required to take extensive notes but where interaction/conversation isn’t required.

Commission - A payment made by the venue to the agent for securing the business of a client. Common practice in the travel and events business.

Canapés - Small hot/cold nibbles or small plates, often served by waiting staff on trays during cocktail receptions or pre-dinner functions.

Check Out - The time by which guests must have vacated their rooms and settled bills, usually 11am.

Capacity Chart - Designed to show how many delegates each room can seat in the various event set up styles.

Conference Pack - Given to delegates upon arrival at the event, usually contains agendas, event info and marketing materials from sponsors.

Delegates - An attendee of the event.

DB&B - A hotel rate that includes dinner, bed and breakfast within the overall rate.

Dance Floor - A specific area of the room set aside for dancing, often wooden and portable.

Deposit - A payment made to secure the venue booking. Varies in size depending on the size of the event, lead time of the event and the relationship the venue has with the client.

DDR - Day Delegate Rate, a rate that generally includes room hire, furniture, tea/coffee breaks and lunch. Other items it may include are PA/AV, various standards of catering, stationery, wifi, VAT.

Digital - A fast growing way of communicating with delegates pre, during and post event through different channels such as social media, blogs and websites.

Deadline - The date outlined for a client to confirm a provisional booking before the space held is released back to the market.

Early Check In - Ability to check in to your hotel room often 2-3 hours before the usual time. Often available for an additional charge.

Exclusive Use - Whereby the client will have the entire venue at their disposal, with no other clients or events allowed in. Common for larger events or events where security is a high priority.

Exhibition - Part of an event, or an event dedicated to, suppliers (exhibitors) displaying their products or services to potential customers.

Emergency Plan - A plan put in place to deal with various scenarios that may arise during the event including fires, death or serious illness. Will outline what the response will be and who will be involved in it.

Exhibitor - Someone/a company displaying products or services at an exhibition.

Event Management - The application of project management relative to an event. Overseeing the event from conception through to planning, the event itself and then post event feedback.

Experiential - A form of marketing often based around events that involve immersing general public in an experience designed to engage them with a particular brand or product.

First Option - Whereby the venue has reserved space for the clients provisional booking and will not offer it to any other parties until the client has confirmed or the deadline is reached.

Floor Plan - A visual guide to the layout of the rooms and overall venue, often contains dimensions, capacities, location of power supplies and lighting.

F&B - Food and beverage, a term used in hospitality for all catering.

Foyer - A communal area within the venue.

Front Projection - Where the projector will be located in the room and project onto the screen from in front of it.

Force Majeure - A claus in all contracts that generally frees both venue and client from liability in case of severe circumstances such as civil war, strike/riots or an act of God.

Forum - A breakout session where an open discussion of a set topic takes place. May include expert panels and a Q&A with the audience.

Feedback - Used to collect the thoughts and opinions of the events various stakeholders, usually post event, in order to improve in the future.

Group Booking Code - A code issued by the hotel that allows delegates to book their own accommodation at a guaranteed set rate and an allocated number of rooms. Such a rate is generally offered until a set time (often 6 weeks prior to the event) at which point any rooms within the allocation that haven’t been booked are released back to general sale.

Gala Dinner - An event usually consisting of a drinks reception then a 3-4course meal with guests sat at round tables in groups of 8-12. Often proceeded with a disco/band.

Group Rate - A rate and allocation of rooms offered to a client when they are booking accommodation for delegates.

Halal - Food prepared in accordance to Islamic Law making it suitable for Muslims.

House Wine - The standard wine offered by the venue as their recommended base product.

Hybrid - An event where there is an online component that allows delegates to take part remotely via video streaming.

Hollow Square Style - Similar to U-Shape however the square is closed meaning it’s usually used for events where a discussion between a number (20+) delegates is the main focus. Think political summit meeting.

Housekeeping - The department in a hotel/venue in charge of keeping rooms clean & tidy, and stocked as necessary.

Incentive Event - An event to reward delegates/staff for reaching targets.

InHouse - Whereby products or services are owned and supplied by the venue.

Invoice - A breakdown of charges for the event with payment instructions.

Joint First Option - Where two or more clients are holding the same space with no order of precedence. Whoever contracts first is given the space.

Keynote Speaker - The distinguished guests tasked with giving the events keynote speech.

Keynote Speech - The main presentation at an event, often the highlight, given by the keynote speaker.

Kosher - Catering prepared in accordance with the laws of the Jewish faith.

Lead Time - The time between submitting an RFP and when the event is due to take place.

Lapel Mic - A microphone designed to be hands free, clips onto the speakers lapel.

Minimum Guaranteed Numbers - Outlined by the venue as the lowest amount of delegates required to secure the prices offered. If numbers fall below then rates may be recalculated.

Maximum Capacity - The maximum amount of delegates a room or venue can accommodate in a given style.

MC - Master of Ceremonies, someone employed to act as a presenter for the event and be the link between different speakers and to inform guests of relevant information.

Meeting - An assembly of people for a particular purpose, especially formal discussion.

Networking Session - A standalone event or part of a larger event designed to get guests interacting with each other making new contacts.

Non Transferable - Where a booking cannot be transferred into another persons name.

No Show - When a delegate or guest fails to show up for their booking.

Non Refundable - A rate that once issued and paid for cannot be refunded. In some instances the date may be changed for free or for a smaller admin charge.

No Availability - When a hotel or venue is fully booked and cannot offer any rooms or space.

On Consumption - A term denoting that the client will pay post event for items consumed during the event, which are not included in the contract, such as food and drinks from the bar or via room service.

Organisers Office - A space within the venue where the organisers can work from during the event.

Overbooking - Whereby hotels book out more rooms than they have available on the understanding that some will be no-shows.

Organiser - The person/people assigned by the client to organise and oversee the running of the event.

Occupancy Levels - Number of rooms in a hotel/venue used during a period as a percentage of total number of rooms. Gives a guide to how busy they are at certain times.

Payment Terms - Issued by the venue to outline when payments need to be made by the client in respect to the event.

Plenary Session - The part of the event attended by all delegates during which no other sessions would generally run.

Plenary Room - The largest room required, which will host the plenary session.

PA - The collective term for any equipment required to give speeches or play sound.

Proposal - A breakdown of costs and details on the facilities given by the venue in response to an enquiry from a client.

Pre-registration - Allows delegates to complete registration before the event, often done online and saves time at the event.

Public Liability Insurance - Insurance that covers the event organiser should anyone be injured while attending the event.

Questionnaire - Often issued after the event to get feedback or issued before the event has been booked to give insights to the type of event delegates want to attend.

RevPAR - Revenue per available room, the hotel industries way of calculating how much revenue is received relative to the number of rooms in a hotel over a given period.

RFP - Request for Proposal, effectively making an enquiry is requesting the venue send you a proposal with relevant costs and availabilities for the prospective event.

Registration - Where delegates go to receive their conference packs and make it known to the organisers that they have arrived for the event.

Risk Assessment - Carried out in advance of an event and lays out the potential risks, who can be effected,how serious they are and they can be mitigated.

Room Set Up - The instructions for how the conference and meeting rooms should be laid out, includes seating style, AV/PA requirements etc.

Rooming List - A breakdown of which rooms delegates have been assigned along with check in/check out details and and special requirements such as disabled access or dietary needs.

Restaurant Lunch - Usually for smaller events and groups when lunch during an event is taken within the venues restaurant.

Syndicate Rooms - Rooms used for smaller sessions within the conference program.

Second Option - Whereby another client is holding rooms on a first option but should they not book them or they pass the deadline then the second option client is given preference and becomes a first option.

Site Visit - A pre-event visit to either the booked venue or a selection of venues that are under consideration with a view to inspect the facilities and rooms offered.

Sandwich Lunch - A low budget lunch option consisting of sandwiches, crisps and fruit.

Sponsors - Companies who will pay the organisers to have their names associated with the event as a means to market their products and services to delegates.

Theatre Style - Potentially to most popular style for conferences, as the name would suggest Theatre style sees delegates sat in rows all facing the front. There can be a few variations, some venues can offer tiered seating which allows for better views and more seating.

Turnaround Time - Time required to change a room layout or clean a room

TRevPAR - Similar to RevPAR but this takes into account all spending within the hotel including bars/restaurants, room service, wifi charges etc.

Upgrades - Receiving something of a higher standard for the standard price. Hotels will often offer upgrades to key staff such as the directors, event planner or keynote speaker.

U Shaped Layout - U shape generally comes into play when larger numbers mean that boardroom style is too small. Delegates all have somewhere to write/type and one end of the set up is left empty so that everyone can see the AV set and speaker.

Venue Finder - A person or company who find venues and negotiate rates on behalf of a client in return for commission paid by the venue. Similar to a travel agent.

VAT - Value Add Tax, currently at 20%, applicable to most items within an event. Room hire can sometimes exclude VAT is no catering is required.

Venue - A location where an event takes place.

Workshop - A breakout session from a larger event for training/educational purposes.

Free Wifi - Wireless internet connection with no charge to access.

Paid Wifi - Wireless internet that costs guests for use.

Working Lunch - The most basic form of catering, usually taken within the meeting or event space and generally composed of sandwiches.