CMP Glossary

One per fifty.  FFacility complimentary room policy: one complimentary room night for every fifty room nights picked up and paid for.  While 1/50 was once the standard, the complimentary policies vary per hotel and/or event.

Audiovisual guidelines by which presentations slide should contain more than six words per line of text and no more than six lines of text.

Association of Collegiate Conference & Events Directors-International

A provision sometimes used in contracts to accelerate deposit payment schedule or to demand full prepayment of master account in the event of a default or lack of credit by the organization.  May also apply in other situations, such as assignments.

APEX.  An initiative of the meetings, convetions & exhibitions industry managed by the CIC.  APEX develops and manages the implementation of accepted practices (voluntary standards) for the industry.

• 1.  An 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).
• 2.  A system in which revenue and expenses are accounted for as soon as they are committed.

Association for Convention Operation Management

Chefs prepare foods to order and serve them fresh to guests.  Also called Performance Stations, Carving Stations, or Exhibition Cooking.

Aka gross shipping weight.  Determined by (1) weighing a vehicle empty, (2) loading a shipment and returning the vehicle to the scale to obtain the weight, and (3) subtracting the two weights.  Can also be obtained by individually weighing each piece of freight.

Aka, duty.  Tax applied to an item according to the value of an item.

Association of Destination Management Executives.

An order for goods and/or services ordered before the move-in date for an exhibition.  Usually less expensive than a floor order.

Fees associated with advance orders, which typically include discounts when paid in advance.

Automated External Defibrillator.  Device installed in many large public areas.  Can be used by an individual to administer life-saving care to person experiencing a heart attack.

Group sharing common interest, usually people who are members of an organization.

AMerican Hotel and Lodging Association.

A bill of lading that covers domestic and international flights transporting goods to a specified destination.  Aka, Waybill, Bill of Lading, Inland Bill of Lading, Through Bill of Lading.

An airfreight company that transports freight via scheduled airlines.  Forwarders do not operate their own planes.

Insurance against loss of or damage to property arising from any fortuitous case except those that are specifically excluded.  An insurance contract which provides All-Risks Insurance is an All-Risks policy.

Alternatives to print materials (e.g. Braille, large print, etc.), telecommunications, computers, and other electronic media provided to assist people with disabilities in achieving full participation.

Methods for resolving disputes without going to court.

AMC (Association Managment Company) Institute

A meal of fruits and/or juices, cereal, eggs, meat, bakery goods and hot or cold beverages.

A type of hotel rate that includes the price of the room and all meals.   Also called Full American Plan (FAP).  See Inclusive Rate.

Food is plated in the kitchen and placed before the guest.  Side dishes are used for bread and butter and salad.  Food is served from the left, beverages from the right, and all items are removed from the right.  This is generally the service used for banquets.  Aka, plated service.

Alliance of Meeting Management Consultants

A method of conveying audio or video data electronically in by varying its signal frequency or amplitude.

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

Laws designed to promote competition and prevent unfair practices that may lead to monopolies or suppression of competition.

ASP.  A company that provides software to customers through the Internet using centralized servers owned and managed by the provider.

Part of a stage in front of the main curtain.

Private dispute resolution process, often referred to as alternate dispute resolution, in which the parties agree to submit their dispute to an impartial third party for a decision.  Depending on the type of arbitration, the arbitrator's decision may or may not be binding.  Several organizations, including the American Arbitration Association and JAMS-Endispute, handle arbitration claims.  Courts may require some disputes be submitted to arbitration instead of or prior to the formal trial process.

A light source providing high-intensity light utilizing a positive and negative metal rod (instead of a light bulb) for alrge screens or long projection distances; also used in follow spotlights; replaced by xenon lamps in the 1980's.

Facilty type featuring large flat main floor surrounded by fixed seats in sloping oval, steaper than typical theater.  Designed for events the size of a hockey floor, circus, ice show, or basketball court.

American Society of Composers, Authors and Publishers.  hold copyrights to music written in the US and grants licensing agreements for the performance of that music.

The ratio of image width to height; pertaining to audiovisual, video and slides.

student-centered teaching method that uses online learning resources to facilitate information sharing outside the constraints of time and place among a network of people.  Typically this is on-demand and can be video-on-demand, audio-on-demand, correspondence courses, email messages, bulletin boards, etc.

An international customs document that permits duty-free and tax-free temporary import of goods for up to one year.  It eliminates or reduces VAT charges, customs fees, and bond fees.  The initials ATA are an acronym of the French and English words "Admission Temporaire/Temporary Admission".  ATA Carnets cover commercial samples; professional equipment; and goods for presentation or use at trade fairs, shows, exhibitions, etc.  Items not covered are consumable or disposable goods, which will not be returned home.

The difference between the actual number of sleeping rooms picked-up (or F&B covers or revenue projections) and the number or formulas agreed to in the terms of the facility's contract.  Usually there is an allowable shortfall before damages are assessed.

A drape, curtain or fabric panel that provides a soft, colorful background for a speaker or stage presentation.

• A light source that illuminates any transparent or translucent material from behind.
• A lighting instrument used behind and above a presenter to give more depth and better image to video projection or recording.

A 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.

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

A financial status at a given time (liabilities, assets, etc)

Payable by the exhibitor to the forwarder, Customs agent, or official authorities in place of a temporary import bond to ensure the amount requested is the minimum amount of import duties and taxes that would be paid in case of final import.

Round table up to 12 ppl.  8 ppl is 60 inches; 10 ppl is 72 inches.

Booth/stand with no services or facilities, meaning that these all have to be hired at an additional cost.

BATS.  Lengths of pipe from which scenery, curtains, and lights can be hung.

Hotel accomodations with full American-style breakfast included in the rate.  Aka, American Plan, Continental Plan, Demi-Pension, European Plan, Modified American Plan.

A document that establishes 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.  It serves as a document of title, a contract of carriage, and receipt of goods.

Generally refers to airfreight and van line shipments.  The billing weight is the number upon which freight charges are based.  The billing weight will be the actual weight or the dimensional weight, whichever is greater.

A commission that is paid by a hotel to a third party that reimburses for services and comes out of the hotel sleeping room rate, but is not disclosed to the guests or the event organizer.

In the US, state or local laws that regulate the types of businesses that must be closed, or the types of products that may not be sold on Sundays.

Final proof copy for clients approval before printing.  AKA proof.

Broadcast Music Incorporated.  A music licensing organization that represents indivduals who hold copyrights to music written in the US.

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

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.

Method to increase audience participation by dividing all participants in discussion groups each of which reports the group's findings and opinions during a following plenary session.

First 5 principles of writing outcomes: Specific, Measurable, Attainable, Relevant, Time-based

• Level 0: Statistics, Scope and Volume
• Level 1: Reaction, Satisfaction and Planned Action
• Level 2: Learning
• Level 3: Application
• Level 4: Business Impacts
• Level 5:ROI

• Refers to what the learner knows or understands encompassing recall or recognition of information and the development of intellectual skills that provide the learner with the ability to conduct rational tasks.
• Knowledge - recall/recongnize content in the way it was presented.
• Comprehension - ability to manipulate knowledge elements meaningfully
• Application - use material in new and concrete situations to solve problems or facilitate learning new situation.
• Analysis - identify relevant knowledge components and making the connection between two parts.
• Synthesis - take parts of previously aquired knowledge, arrange and combine content and produce a unique or new response, structure, pattern, idea.
• Evaluation - making judgment about the value or worth of something in relation to some purpose.

• Refers to how the learner feels - their interests, attitudes, feelings and values as well as how they internalize values and beliefs.
• Receptivity - willingness to pay attention to a particular stimulus or educational activity.
• Response - involves active participation, responding to stimulus (advertisement for activity).  Reaction to stimulus.
• Valuation - value or worth learner places on particular object, phenomenon, or behavior.  A voluntary display of attitude or an interest.
• Organization - bringing together different values, resolving conflicts among them and beginning the development of an internally consistent system.
• Character - when a value system has controlled an individual's behavior so learner has adopted a characteristic lifestyle.

• Refers to how a learner uses manual skills with an emphasis on the performance of motor skills.
• Perception - use of the senses to obtain cues that guide a motor activity.
• Set - readiness to take a particular type of action
• Guided Response - occurs during early states of learning.   Imitation, repetition that has been already demonstrated.
• Mechanical - when learned responses have become habitual and can be performed with confidence and proficiency.
• Proficiency - skillful performance of motor acts that involve intricate movement patterns - performed automatically, without hesitation.
• Adaptation - skills are so developed that individual can modify movement patterns to fit special requirements or deal with problem situation.
• Originality - creation of new movement or patterns to fit particular situation or problem.

• 1. Statement must be specific
• 2. Statement must be measurable
• 3. Statement must be attainable
• 4. Statement must be relevant
• 5. Statement must be timely
• 6. Statement describes the end (product) not the means (process)
• 7. Write a separate statement for each outcome
• 8. Write a statement that reflects different levels of skill attainment
• 9. Start each statement with a concrete action verb
• 10. Attitudes themselves cannot be measured; they can only be inferred from behavior

A document that states a learners expectations regarding the learning objectives, resources, strategies, proof of accomplishment, criteria, and ways of validating achievement.

Incorporates envoronmental c onsiderations throughout all stages of the plannin process in order to minimize the negative impact on the environment.

Long-range plan of action for a company or organization

Guidelines by which a convention center (or other venue) prioritizes reservations; may correspond to hotel rooms the event will use in the area.

Specific exhibit display area assigned by show management to an exhibitor under contractual agreement.  Internationally, STAND.

Group sessions in which all participants contribute creative ideas which are not initially judged for merit.

The point at which revenues are equal to expenses.

Small function rooms set up for a group within an event as opposed to a plenary or general session.

Small group sessions, panels, workshops or presentations, offered concurently within an event.  Break-out sessions occur apart from the general session.

A non-asset based transportation provider that sells transportation services for commercial shippers.  Brokers commonly use freight forwarders.

A statement of estimated revenues and expenditures for a specified period of time; divided into subject categories and arranged by principal areas of revenue and expenses.

Financial goal of the event (break even, profit or lose money).

Assortment of foods, offered on a table, self-served.

1) Servers offer a variety of both hot and cold hors d'oeuvres on platters to guests at receptions. 2) A style of table service where guests serve themselves from platters presented by the server. 3) Specialized in-room service offered by a hotel.

An agent who purchases goods on behalf of a company or agency.

A fixed price per attendee; covers all consumption of food and beverage at a function, within a given time frame; usually includes beverages, snacks or hors d'oeuvres.  In some cases, beverages are purchased by the person, while food is ordered by the piece.

Cost and Freight.  A pricing term indicating that these costs are included in the quotated price.

Cost and Insurance.  A pricing term indicating that these costs are included in the quoted price.

Room arrangement with cocktail tables with chairs and a stage.

Small round table; 15-30 inches in diameter used for cocktail type parties.  AKA Cocktail Table.

Computer Assisted Drawing/Manufacturing

Computer Aided Design and Drafting

A food service operation in which customers carry their own trays and select food from a display counter or counters.  It is similar to a buffet, but food is served by attendants.

Document required by Canadian Customs identifying shipper, seller, consignee, terms, date of shipment, material being sold/shipped, classification code, quantity, unit and total prices.  Additional information required on the invoice depends on shipper and consignee arrangements.

Provision in a contract which outlines damages to be paid to the non-canceling party if cancellation occurs, due the canceling party's breach of the contract.

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

A factor included in WASH.  The number or percentage of reserved rooms that do not actualize into occupied rooms due to guest cancelations or no-shows.  AKA WASH.

Carbon neutral is the point at which enough carbon is offset or sequestered to covered a specific amount of carbon generated by a manufacturing process, transportation method, product usage, building or individual.

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

A customs document permiting the holder to carry or send merchandise temporarily into certain foreign countries (for display, demonstration or similar purposes) without paying duties or posting bonds.

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

A system in which revenue and expenses are counted as they are actually received.

An accounting method that enters income and expenses into the books at the time when payment is received or expenses incurred.

A 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.

(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.  See BACKBONE.

Staff person responsible for selling and servicing group and local food and beverage functions.

Certified Destination Marketing Executive

Continuing Education Credit

Maximum height of ceiling of an exhibition hall or event room.

Center for Exhibition Industry Research.

CWT.  A measurement for exhibit freight equal to 100 lbs.  AKA HUNDRED WEIGHT.

A document provided by an insurance company as proof that a policy has been issued and coverage is in effect.

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

An official weight issued from a Certified Weight Master.  This individual certifies a shipment's weight as the only acceptable weight for transportation and drayage at a tradeshow.

Facility form to advise departments of changes in reservations or functions.

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

1) Exclusive use of all or some space on an airplane, bus, ship or other vehicle for a special period of time and for a specific itinerary. 2) To create a new association, organization or chapter of an association or organization.

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

Seating arrangement in which chairs / or chairs or tables are arranged in rows slanted in a V shape and separated by a center aisle.  They face the head table or speaker.  AKA HERRINGBONE & V-SHAPE.

Cost, Insurance, Freight.  A pricing term indicating that these costs are included in the quoted price.

Cost, Insurance, Freight and Commission.  A pricing term indicating that these costs are included in the quoted price.

Cost, Insurance, Freight, and Exchange.  A pricing term indicating that these costs are included in the quoted price.

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

Commodity tariff used to classify shipments.  Shipments are evaluated by their density, sensitivity, packaging and other criteria.  Rates are assessed on a shipment after a commodity classification is established.

A 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.

A draft to which no documents have been attached.

Generally the last point in time at which an exhibitor-appointed carrier must be in line or at the dock in order to be loaded after the close of the show.

Climate Neutral products or services reduce and offset the greenhouse gases generated at each stage of their life-cycle on a cradle-to-cradle basis: the sourcing of their materials, their manufacturing or production, their distribution, use and ultimate end-of-life disposition.

Workshop-type educational experience where participants learn by doing.

The number of winners are limited by a predetermined amount to be spent on the incentive program.  AKA OPEN ENDED INCENTIVE PROGRAMS.

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

1) Assets that can be pledged to guarantee a loan. 2) The promotional material used by the salespeople to support or corroborate the features and benefits of the item being sold. 3) Collective term for material distributed to attendees at registration, including badges, lanyards, tote bags, agenda and other materials.

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

An 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 regularity.

To hold two related events at the same time and in the same place.

A payment made to an individual or organization for bringing business to another individual or organization.

A 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 a travel agent or independent event planning or site selection organization.

Transportation company which handles crated materials; an agency or business that is available to the public for transportation of persons, goods, or messages; usually referring to freight transportation on regularly scheduled trucks or airplanes.

CMP.  An all-inclusive plan offered by conference centers; includes lodging, all meals and support services.

The number of rooms provided at no cost based on the number of occupied rooms.

1) Merchandise or refreshments sold on site, to individuals, in conjunction with an event. 2) Contractual agreement where one party provides something of value to the other party in exchange for something else, pending certain conditions.

Gathering of a group with shared or special interests.  Traditionally refers to meetings of a confidential or secret nature with restricted or limited participation.  From the Latin for "with key", referring to a historical practice of sequestering participants.

Multiple sessions scheduled at the same time.  Programs on different themes or subjects offered simultaneously.

Title generally conferred upon the cheif administrator of the entire event.  AKA Professional Congress Organizer.

A letter of credit, issued by a foreign bank, whose validity has been confirmed by an American 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.

1) The regular coming together of large groups of individuals, generally to discuss a particular subject.  A congress will often last several days and have several simultaneous sessions.  The length of time between congresses is usually annual, although some are on a less frequent basis.  Most international or world congresses are latter type; national congresses are more frequently held annually.  2) European term for convention.

In a hotel, a configuration of two or more guests rooms with private connecting doors permitting access between rooms without exiting into a public corridor.

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

The inducement to a contract.  The cause, motive, price, or impelling influence which induces a contracting party to enter a contract.

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

A formal statement, made to the consul of a country, describing goods to be shipped.

A 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.

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

A charge that is assessed when the container is removed from the carrier's control but is not returned within the allowable free time.

Light morning meal consisting of pastries, juices, and hot beverages.  Usually buffet style.

A room rate that includes a continental breakfast. 

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 the terms and conditions, liability, transit times, etc.

An individual or organization providing services to a meeting or trade show and/or its exhibitors.  May be Official (appointed by show management) or Independent (appointed by exhibitor).  Typically refers to either a general service contractor or specialty contractor.

To stimulate interest and debate, arrange for two or three views of a controversial issue to be presented.

Member of committee in charge of convening participants.

Gathering of delegates, representatives, and members of a membership or industry organization convened for a common purpose.  Common features include educational sessions, committee meetings, social functions, and meetings to conduct the governance business of the organization.  Conventions are typically recurring events with specific, established timing.

CVB.  A non profit organization, defined and recognized by it's incorporated local government entity as the representative organization responsible for promoting the economic development of their community through travel and tourism.  CBs assist planners by providing information on local resources and services, including site selection, pre-conference and post-convention services.

CSM.  Professional at a hotel, convention center or convention bureau who is responsible for event operations management on all levels.

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

A charge placed on beer, liquor, and wine brought into a facility but purchased elsewhere.

An exhibit space with exposure on at least two aisles, often sold by show managers at a premium rate.

Special rate for sleeping rooms or other goods and services that is made available to business travelers.  These rates may vary by corporation, depending on the negotiated agreement.

The market segment comprised of groups or individuals that work for a given company and are traveling for business reasons at the company's expense.

An extra duty imposed by the US Secretary of the Treasury to offset export grants, bounties, or subsidies paid to foreign suppliers in certain countries by the governments of those countries as an incentive to exports.

A person's country of natural birth or citizenship; an item's country of manufacture, production or agricultural growth.

1) European term for a travel professional who supervises arrival details and escorts tours. 2) A messenger or messenger service.

1) tab le setting for one person. 2) Actual number of meals, or servings, served at a food function. 3) Dome placed over a plate, used to keep food warm/cold.

Actual number of meals served at a catered meal function or in a restaurant.

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.

Seating at round tables with chairs placed at two thirds to three quarters of the table and no seating with backs to the speaker.  Used for banquet-to-meeting or meeting-to-banquet quick set.

A smaller aisle perpendicular to a larger main aisle.

Certified Speaking Professional

The governmental authorities designated to collect duties levied by a country on imports and exports.  The term also applies to the procedures involved in such collection.

An individual or company which provides customs clearing services to shippers of goods to and from another country.

An individual or firm licensed to enter and clear goods through customs.

Designated date when a hotel will release any unsold sleeping rooms in a group block and make them available to the general public.  The date is typically three to four weeks before the event.

A specific point in time at which the exhibition contractor will cease (for the day) all unloading or loading activites.  In transportation environment this refers to the specific time a shipment must be tendered to a carrier in order to receive service that day.  For example, a flight that departs at 10:00 pm may have a cargo cut-off time of 7:00 pm.

Raised platform usually above the floor of a hall or large room.

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

A self-contained unit with a LCD panel, light source and lens that prjects video output from a computer onto a projection screen or other surface.

A discussion which takes place within a meeting, a public or private sitting or in one of the various types of assembly or meeting.

Shipper's stated value of entire shipment in terms of dollars.

Props, lighting, or other decorative elements used to create a theme, ambiance or modd at a function or special event.

An individual or company providing installation & dismantle and booth/stand and hall dressing services for a trade show and/or its exhibitors.  Decorator services may be provided by carpenters, sign painters or others depending upon union jurisdiction.  Term applies to both contractor and skilled craftsperson.

Space reservations confirmed in writing.

Outside of North America, a general term for registered meeting participant.  In some instances a voting representative at a meeting.

 A rate inclusive of breakfast and dinner, in addition to the room.  In the US and Canada it is called Modified American Plan, which means breakfast and one other meal (usually dinner).

Using a personal computer to prepare materials for printing.

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

DMO.  A non profit organization, defined and recognized by it's incorporated local government entity as the representative organization reponsible for promoting the economic development of their community through travel and tourism.  DMOs assist planners by providing information on local resources and services, including site selection, pre-conference and post-convention services.

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

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

A group of participants in a separate debate within some sypes of meetings.  Similar to a working group but with no expection of reports or papers.

A 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 Inernational Association of Exhibition Executives.

A type of education where learners can communicate with faculty and other learners via email, electronic forums, chat, webconferencing and other forms of online communication.  Includes correspondence courses, audio, video and internet delivery.  Meeting and event websites can facilitate distance learning by offering online educational programs.

National and/or international alliances of destination management companies who form select communities for the purpose of sharing collective efforst for business sharing, education, ethics and destination management industry monitoring.

A receipt issued by an ocean carrier to acknowledge receipt of a shipment at the carrier's dock or warehouse facilities.

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.

Use of two tablecloths on a banquet table for decorative purposes, to muffle sound, or to attach to skirting.  Usually two different colors are used.

A hotel guest room that may be occupied by two persons.

The price per person for a double-occupancy hotel guest room.

A hotel guest room with two double beds.

Front of the stage, closest to the audience.

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.

A booth/stand where the back and side walls are constructed using pipe and drape (typically provided by management).

Outdated term for material handling

Outdated term for company responsible for handling exhibit materials.

Placing graphics, plants, literature and applying any finishing touches to the display.

A hotel property in which logistics are handled by the convention services manager (CSM), with catering handled by a separate manager.

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

1) To reach your destination before the appointed date or time. 2) When a hotel guest with a confirmed reservation requests to check in to his/her room prior to the scheduled date and/or check-in time. 3) Arrival prior to arrival of the majority of the group.

Registration received before a pre-defined date, usually offering a lower fee.

A guest who checks out of a hotel one or more days earlier than the scheduled departure date.  AKA Under-Stay, Unexpected departure.  Compare with Overstay.

The total value of an event, including secondary spending (indirect and induced) on the host destinations 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.

Total economic impact divided by direct spending.

Type of adjustable spotlight formerly known as a klieg light.  It is used to light lecterns, signs and areas that need a tightly focused pool of light. 

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

The tag indicating a crate may be moved into storage.  The sticker identifies the exhibitor and the return location for the crate.

An exhibit space with aisles on three sides.  AKA Peninsula.

A large, hearty breakfast that includes juice, fruit, hot and cold cereal, eggs, meat (often fish), pastries with jellies and preserves, and made to order foods such as omelets and crepes, and hot beverages.

Food is brough to the table on a tray, presented to the host, who either cuts the food him/herself 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.  AKA Family Style Service.

Often referred to as E&O insurance.  A form of insurance that indemnifies the insured for any loss sustained because of an error or oversight on his part.

ESG.  The preferred term for a comprehensive document that outlines the complete requirements and instructions of an event.  This document is typically authored by the event planner and is shared with all appropriate vendors as a vehicle to communicate the expections of services for a project.  The industry accepted practice is to use the APEX Event Specifications Guide, which can be found at the CIC website.  Sometimes called Staging Guide, Resume.

A room rate that does not include meals.

1) Critiquing and rating the overall success of an event.  2) Developing an event profile from accurate event statistics. 3) A systematic process to determine the value of an activity.

Any technical and technology needs to support meetings or events.  Includes items such as audio-visual, computers, software, power, networking and connectivity.

ECB.  The rooms that are contracted for by an event organizer with a hotel(s) or housing facility(s) for a particular event.

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.

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

Contractor appointed by event or building management as the sole agent to provide specific services or products.

ECC.  A first class conference facility that caters to executive level events.

Individual display area constructed to showcase products or convey a message, or to sell products or services.

Company that fabricates and manages display properties for trade show exhibitors.

Representatives of an event's exhibiting companies who act as advisors to show management on procedures, the needs of exhibitors, and provide feedback for marketing and growing the show.

EAC.  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.

Manual or kit, usually developed by the general service contractor for an event, containing general event information, labor/service order forms, rules and regulations and other information pertinent to an exhibitor's participation in an exhibition.

The time period allowed for exhibitors to prepare their exhibit space for show opening.  The time allowed for exhibitors to dismantle and remove their exhibit following show closing.

Promotional materials sent to current and prospective exhibitors to encourage participation.  It 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.

Required for shipments valued at more than $2500; used by the US government to monitor the dollar volume of export shipments.

A government document which permits the "licensee" to engage in the export of designated goods to certain destinations.

An individual who guides discussion and/or decision making.

1) Event principally devoted to the exhibition of agricultural products or industrial products.  Fairs may also provide entertainment activities.  2) Exhibition of products or services in a specific area of activity held with the objective of promoting business.

A market initiative to insure that small farmers in developing countries are paid a fair market price that encourages independence and sustainability.  Agricultural products may be Fair Trade certified.

Fam Trip.  A 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.

Platters and bowls of food are set on the dining tables, from which guests serve themselves.  Usually involves guests passing the containers to each other.

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

Holder with microphone often used in Q&A sessions.

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

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

Expense incurred regardless of the number of event attendees.

Smoke-producing device for special effects.

Flat rate for which a hotel agrees to offer any of its available sleeping rooms (with the exception of suites) to a group.  Final assignment of rooms is at the discretion of the hotel. AKA run of the house rate.

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

Person retained by event management to supervise the installation, dismantling and operation of the exhibit area.

The process of marking the floor of an empty exhibit hall to inducate the locations where individual booths/stands will be set.

Order for exhibitor services placed on-site after exhibit set up begins.  Usually more expenseve than an Advanced Order.

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

Manually movable spotlight (a brilliant light projected onto a particular area).

An event (eg war, labor strike, extreme weather, or other disruptive circumstances) or effect that cannot be reasonably anticipated or avoided.

A clause in an agreement that excuses performace in the event that a force majeure makes the performance impracticable or impossible.

Forced freight is generally removed from the hall at a specified time and held by the general contractor or offical common carrier or until payment is made for forwarding.

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

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

An individual or firm that serves as an international representative of, and seeks sales abroad for, a domestic company.

An area within a country where imported goods can be stored or processed without being subject to import duty.

Open discussion with audience, panel, and moderator.  A meeting or part of a meeting set aside for an open discussion by recognized participants on subjects of public interest.

An 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.

A receipt for goods issued by a carrier with an indication that the goods were damaged when received.

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

Properties, products, and other materials that are shipped.

A third-party logistics provider which handles export shipments for customers using common carries.

FOB.  When something is purchased and paid for with terms 'FOB origin' it means the responsibility of the seller stops when the 'goods' are delivered to the transporting company at the point of origin.  It is the responsibility of the buyer to pay for transportation.

A style of food service.  In this pattern of service platters of food are composed in the kitchen.  Each food item is then served from the guests left by the server from the platters to individual plates. 

A style of food service.  This pattern of service involves the use of serving pieces (usually silver); heating and garnishing of food table-side by a captain; and the serving of food on a heated plate, which is then served to the guest by a server.  Plated entrees are usually served from the right, bread and butter and salad from the left and beverages from the right.  Removed from right.

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

Projection of an image onto the front surface of a light reflecting screen from a projector placed within or behind the audience.

Primary social function of an event, usually in the evening, including entertainment or speeches after a formal meal.

When two or more groups in facility have the same menu.

Exhibition open to the public usually requiring an entrance fee.  AKA Consumer Show, Public Show.  Compared to Trade Show.

Theatrical color filter used in conjunction with theatrical projection fixtures and spotlights.

GATT.  A multilateral treaty aimed at reducing trade barriers between the signatory countries and promoting trade through tariff concesions.

General and formal meeting of an organization or company attended by a specified proportion at least of its members for the purpose of deciding legislative direction, policy matters, the election of internal committees and approval of financial matters.  An assembly generally obvserved certain fixed rules of procedure.

An insurance policy that provides protection against claims involving bodily injury and property damage to third parties.

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

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

Green Meetings Industry Council

A 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).

GST. Fee imposed on the sale of goods and services.

Small (75-150 watt) spot light with flexible stem.

Non-drinkable water, not potable.

GMT.  Time on the line of longitude that passes through Greenwich, England used as a basis for calculating time throughout the world.

1) Total amount of available function space in exhibit hall or other facility. 2) Total amount of space used for a specific show or revent.

The full weight of a shipment, including goods and packaging.

Food prepared according to Islamic dietary laws.

A seating arrangement in which 60, 66, 72 inch 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.

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

One server is assigned for each two guests.  Servers wear white gloves.  When serving, they stand behind their guests holding two composed plates.  When the signal is given, all guests are served at the same time.

Seating arrangement in which chairs are arranged in rows slated in a v-shape and separated by a center aisle.  They face the head table or speaker.  AKA Chevrom Setup.

Period when the demand for a suppliers product or service is highest.  Prices general increase in high season.  AKA Peak season.

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

Seating arrangment of tables and/or chairs all facing each other in a single circle.

Seating arrangment of tables set in a square or rectangle with chairs placed around the outside of the table.  Center table is hollow.

Voluntary payment made for services where no fee is legally required.

Tables set up in rounded u-shape with chairs placed outside.  Chairs inside if needed.  AKA U-shape setup.

1) Room or suite of rooms used to entertain guests. 2) An event in the US usually separate from the exhibit, in which refreshments are served and exhibitor personnel and visitors socialize.

Private room bar set up where guests do not pay for drinks.  AKA Open bar.

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

Lighting of room separate from stage  lighting.

Service-staff member who handles function-room setup and tear down.

Organization that provides reservation services for a group and its attendees.

Technology by which presenters image is projected onto a large screen, allowing large audiences to see details from the stage.  AKA I-Mag.

ICW.  An event or function that occurs because of another event.

Expenses other than room and tax, billed to a guests account (eg, phone, room service, etc).

Price charged clients that includes all applicable gratuities and consumption taxes.

1) For lodging and accommodations, the amount charged for a room, usually including breakfast (or other meals), taxes and service charge.  2) For food and beverage or catering, a rate that includes taxes, gratuities and/or service charges.

A contract clause in which one party agrees to pay damages or claims that the other party may be required to pay to another.  For example, if a hotel is sued by an attendee that is injured at an event due to the fault of the group, an indemnification clause might require the group to pay back the hotel.  Some times the law requires one party to indemnify another even without a specific clause.  Generally, the terms of the clause will be followed over the state law.

1) A contractor hired by an exhibitor to perform event services independent of event mangement-appointed contractors.  2) Any individual or company hired to perform event services on a contract basis.

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.

Occurs when employees in a host destinations 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.

Informal gathering, not necessarily social.

Use of floor space outside exclusive booth/stand area.

Material that is permanently flame resistant without chemical treatment.

An adjective used to define services which are performed within the company or organization, rather than being subcontracted.

Contractor retained by a facility to be onsite and provide services as needed, sometimes on an exclusive basis.  In some cases, planners are not required to use their services, but may be charged a surcharge or facility fee for bringing in an outside contractor for the same service.

Method of protecting exhibit properties.

A bill of lading used in transporting goods overland to the exporters international carrier.  Although a bill of lading can sometimes be used, it is usually necessary to prepare both an inland bill of lading and an ocean bill of lading for export shipments.

Exhibit space with booths/stands on both sides and back.

I&D.  1) The setup and teardown of exhibits. 2) Firm that does I&D work.

Skilled labor used to setup displays at events.  The union affiliation of the installer will vary based upon the locale and the facility in question.

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

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

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

Exhibits that engage visitors through direct interaction with display components, working models, simulations, or multi-sensory or multi-media elements.

Learning activities that involve hands-on, direct experience activity by the learners, and interaction between learners.

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

Video programming which allows the viewer to be involved in an active way with the information to be presented.

A third-party logistics provider which handles export shipments for customers using common carriers.

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

A soundproof cubicle in which the interpreter works.

A provisional program sometimes incorporating a call for papers.  The program gives details of venue, participants, agenda, accommodations, etc.

Internet Protocol Address.  A numeric value unique to an individual computer or electronic device that identifies it on a network.  The IP address is assigned by a network adminstrator, Internet Service Provider, or other network hardware.

Individual Pays Own.

Booth/stand space with aisles on all four sides.

A display space that is exposed to aisles on all sides.

Special dividers, sectioning and protective padding inside exhibit crates.

One who is in charge of specific projects.

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.

A distribution point for electrical power.

A hotel room that features a separate living-sitting area (although not a separate room), in addition to the bedroom.  AKA mini-suite.

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

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

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

A light fixture that is installed from catwalks, ceilings, or truss systems, and can easily light up a 10x20 booth/stand space.  It cannot be installed on the exhibit itself due to the temperature at which it burns.

Document issues by a bank per instruction from a buyer of goods, authorizing the seller to draw a specified sum of money under specified terms.

Letter of Authority

Patio or balcony overlooking a garden or water.

The process whereby exhibitors receive a potential customers contact information in a standardized manner.  A system for capturing and following-up on leads generated at an exhibition.

A manual or automated system used to conduct follow-up activities for sales prospects resulting from an event.

The physiological, psychological, physiological social/cultural, industry, nutritional, technological, physical, service, personnel, and evaluation factors surrounding the learning experience.

A stand upon which a speaker may rest notes or books.  May be "standing" which rests on the floor, or "table-top" which is placed on a table.  Often confused with podium.

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

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

LTL.  Rates applicable when quantity of freight is less than the volume of truckload minimum weight.

Contract.  Document outlining proposed services, space, or products which becomes binding upon signature by authorized representatives of both parties.  It lists services, foods, beverages and so forth.

LC.  A document issued by a bank per instructions from a buyer of goods, authorizing the seller to draw a specified sum of money under specified terms.

Part of a contract outlining conditions of liability.

Legal statement releasing the organization from responsibility for any arrangements made by attendees with services listed by the organization (ie, child care).

A right or permission granted by the owner of a property (tangible or 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 (or a firm with proprietary rights over certain technology, trademarks, etc) grants permission to some other group or individual to manufacture that product (or make use of that proprietary material) in return for specified royalties or other payment.  Many convention center agreements are written as license agreements.

A bar with a light that hangs behind a header.

Enclosure with lighting and translucent face of plastic or glass.

1) Service offered by electrical contractor for illumination. 2) Booth/stand or hall illumination. 3) Existing light provided by the venue for functionality and safety. 4) Controlled application of the art of lighting to impact sales, achieve atmosphere and otherwise enhance the experience of the event.

Desk-type housing, used to contain the controls required for adjusting production lighting.  AKA Master Control.

Person who designs the lighting, directs placement of lighting equipment, and calls lighting cues onsite.

Structures used to support lights and electrical outlets.

A print showing the location and type of all lights used in a boothstand, or in a meeting environment.

A construction of tubular steel or aluminum alloy onto which lighting instruments are hung and which is in turn suspended above the stage or exhibit.

Common question format, which uses standardized response options.

A line of vision from an observiers eye (such as an audience member) to a distant point (such as a stage).

Also "In-line Display".  Exhibit space that shares one or more borders with neighboring exhibits.

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

Storage area which can be locked.

1) Closed electric circuit. 2) A continuously repeated segment of music, dialogue, or images.

Fabric to which velcro fastener fabric will adhere.

Item offered by a retailer at cost or less than cost to attract customers.  AKA Price Leader.

Period when the demand for a suppliers product or service is lowest.  Prices generally decrease in low season.  AKA Value Season.

A type of truck that can be adapted for picking up loads at ground level.

Lighting in which picture intensity produces limited bright areas.

Means by which doors in hotels or other facilities are locked or unlocked.  Usually, these are cards as opposed to actual keys.  The system permits security staff members to know what key was used to enter the room and at what time.

Magnetic Stripe.  A lead retrieval system using a magnetic strip on either the back of the paper badge or on plastic badges similar to credit cards.

Union practices for spreading work by limiting production or by requiring employment of more workers than necessary for a particular job.

Final official listing of all passengers and/or cargo aboard a transportation vehicle or vessel.

Broadly, insurance covering loss or damage of goods at sea.  Marine insurance will typically compensate the 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.

Taped or chalked symbol on studio or stage floors designating exact placement of props and actors.  AKA Spike Mark.

Categorization of people, organizations or businesses by professional discipline or primary areas of interest for the purposes of sales analysis or assignment.

The percentage of the total sales (from all sources) of a service or product represented by the sales made by an enterprise.  ie, sales divided by total sales.

Difference between the cost and the selling price of a given product.  Difference between the net rate charged by a tour operator, hotel, or other supplier and the retail-selling price of the service.  Generally a percentage of the net rate rather than a fixed amount, as in a 20 percent markup on the net.

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

1) Scenic drape used to obscure undesirable view from the audience or to protect or cover. 2) An item used or worn to hide the face. 3) Covering an item with masking tape.

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

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.  It is a two-way charge, incoming and outgoing.  Sometimes referred to as drayage, material handling is the preferred term.

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.

Type of non-shiny screen surface used for front projection.  It is the least expensive type of screen.

Every week leading up to an event, the event organizer should receive a room pick-up report from each hotel involved in the event.  One of those weeks will have a very high number (which is the maximum pick-up number).  This information is important to include in a post event report.

Megabits (millions if bits) per second.  A rate of data transmission over a computer network

Packet of information that is supplied to the media; contains all the details of an event that are required to attract media attention and attendees.

Dispute resolution process in which the parties use a third party to asist them in reaching a compromise.  The mediator may work with both sides together, or may act as "go between" in an attempt to move the sides toward agreement.  The mediator may act informally, or be appointed by a judge or by agreement of the parties through an alternative dispute resolution organization like the American Arbitration Association (AAA) or the Judicial Arbitration and Mediation Service (JAMS).  Unlike arbitration, a mediator is not empowered to impose a decision on the parties.

Service for meeting and greeting persons upon arrival in a city, usually at the airport, pier or rail station and assisting them with entrance formalities, collecting baggage and obtaining transportation.

A written report outlining statistics of previous events, anticipated use of all services, profile of attendees, hotel occupancy patterns, etc.

Microphone that picks up sound from all directions.

Pressure Zone Microphone.  AKA Boundary Microphone.  This type of microphones can be placed on a large surface such as a table, floor, wall or lectern.  It picks up sound from entire room and is often recommended for conferences, group discussions, interviews, lectures and recordings.

Microphone that picks up sound primarily from the direction in which it is pointed.

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

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.

1) Audio unit by which sound signals from all sources feed into one system; allows for dissimilar inputs (microphone and line) to be combined and controlled into one output. 2) An informal get together to give members of a group an opportunity to meet one another.

A full-scale model of a propsed structure.

1) An object made in miniature representing something to be constructed. 2) A person stationed in an exhibit to demonstrate a product, provide attraction to booth/stand or greet visitors.

A type of room rate that includes breakfast and one other meal (usually dinner). 

An exhibit that uses standardized components (eg, panels, frames) that can be assembled and reassembled in different configurations for different needs.

Partition units (walls, doorframes, etc) in standard sizes, used for building booths/stands in the sizes desired in that context.

Mono.  Sound from one source, such as a single loudspeaker or earphone.  In most concert performances, this is the type of sound provided to the audience.

Images reproduced on a black and white television system.

Memorandum of Understanding.

With two or more communication bands (receivers).

A company that offers complete turnkey organizational support for an event, including administrative and event mangement services.

A conference with parallel program sessions where participants have the choice to follow one or the other track or to jump from one track to the other during the duration of the event.

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

Trade name for polyester sheeting, usually clear or decorative metallic reflective finish.

Non-commissionable rate

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

Weight of goods without the shipping container.

Two or more computers or peripherals that are linked together for the purpose of sharing data.

To neglect to carry out an agreement.

Formalized statement of outcomes to be anticipated as a result of the educational process.

View of stage from audience seating which is blocked.

1) In hotel/motel industry, the percentage of total number of available sleeping rooms actually occupied.  Derived by dividing the total number of rooms occupied during a given time period (night, week, year) by the total number of rooms available for occupancy during that same period. 2) Measurement of building use, usually expressed as an annual percentage rate comparing potential facility capacity to actual usage.

Foods usually prepared in a central kitchen and transported for service to an off-site location.

A term used in food and beverage that refers to the purchasing option based on the amount utilized by the group.  The organization pays for the food and beverage based on the actual food and beverage served.

Refers to measurement of space from center of a solid object (such as a column) to another point.

Common term describing normally available current in North America.  Full expression is 110 volt/60 cycle.  Many Europeans and South American areas have 220 volt/50 cycle power only.

Sessions where topics for conversations emerge from the group.  People who want to lead a conversation post discussion topics during a news gathering.  Then, participants split up and go to the topic area for which they have the most passion and interest.  The underlying assumption is that whoever shows up to the topic are the right people to be there.  No assignments are made.  Each group takes notes, so that they can share back or publish their ideas.  Some people may decide to move from group to group.  If no one shows up it means that there is no interest in that topic.

Incentive program where the possible number of winners are not predetermined.

Performing the practical work of operating a program.  Usually involves the in-house control and handling of all phases of the services, both with suppliers and with clients.

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.

An email marketing campaign that only sends messages to users who have requested (or opted-in) to receive specific types of information.  Email conference reminders and newsletters are examples of opt-in email marketing campaigns based upon permission marketing.

A system which ranks dignitaries according to international protocol for purposes of seating, honors or ceremonies.

A company that takes groups outside a given city or country to another city or country.

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) A panel mounted on another surface. 4) A second, smaller tablecloth used for decorative purposes at banquets.

Panorama.  Sideways movement of a camera to film a wide scene.

Instructional technique using a group of people chosen to discuss a topic in the presence of an audience, or for a virtual event, such as a webinar.

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

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

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

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

Session which has some correspondence or similarity of subject, and is simultaneous to another session.

A 150 watt to 1000 watt 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 ground support or flying truss system.

Occurs when the participants share knowledge, experience and work together to learn.

The unit of pressue or stress in the International System of Units (SI). In the US, PSI (Pounds per Square Inch) is used instead.

Plug and jack assembly permitting studio outlets to be temporarily connected to dimmer outlet circuits; also found in studio sound systems.  AKA Patch Bay.

The dates during which an event can be conducted.  may be designated by specific dates, months, or seasons.

Abbreviation for passengers.

Switchboard operator.

Professional Congress Organizer.  Companies or individuals specialized in organizing events on behalf of a client organization.  Not to be confused with Destination Management Company (DMC).

Chart or list of AV equipment usage shown as daily totals throughout the duration of an event.

The fee imposed by an airline to change or cancel flights once the ticket (usually a discounted advance purchase) has been issued.

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

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.

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

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

Societies whose purpose is to provide collective licensing for copyrighted music.  ie, ASCAP, BMI, SESAC.

Seating arrangement in which chairs are placed around the walls of a room.  The chairs are often meant for spectators to observe an activity or event in the center of the room.

A group of rooms reserved by a party outside fo 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 events total room nights for historical tracking purposes.  May be used to help offset attrition charges against the ECB.  Usually negotiates its own terms.

A product siplay held on a long-term basis, i.e., museum exhibit, office exhibit, mart, showroom, etc.

In case of sales, with payment of duties and value added tax (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.

An email marketing campaign that only sends messages to users who have requested (or opted-in) to receive specific types of information.  Email conference reminders and newsletters are examples of opt-in email marketing campaigns based upon permission marketing.

Unit to measure type line length.  Approximately 1/6 inch.

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

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.

Light-weight aluminum tubing and draperty used to separate exhibit booths/stands, staging areas, and other similar locations.

A grid used to plan meeting formats and finalize subject areas, topics and assignments.

Selection of preplated foods and entress set on a buffet table.  Can also be set on a roll-in cart.

Foods arranged on individual plates in the kitchen and then served to guests seated at a table.

A trade name for acrylic plastic material in common use.

Passenger Name Record.  A record created in a CRS/GDS when a reservation is made for a traveler.  A PNR includes a set of identifying code letters and numbers unique to a single reservation, and contains information about a traveler's itinerary.  The PNR forms the basic unit of information from which travel mangement reports are compiled.

A shortened version of the event program giving basic information in a way which is easy to refer to and convenient to carry.

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

A videoconference of more than two sites

Lightweight display normally shipped in molded plastic crates.

Destination providing customs and immigration services.

An exhibit that "pops-up" or a self-contained exhibit that is lightweight and easily set up.

1) Staff who carry luggage for guests using trains, planes and hotels.  2) Staff who perform cleaning duties.

Instructions to a facility indicated the exact way a specific function should be listed on the facility's reader board.

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

PER. The industry preferred term for a report of the details and activities of an event.  A collection of post event reports over time will provide a comprehensive history for an event.

Frequency range over which a power amplifier can produce at least half power (-3dB).  This 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.

Measure of a loudspeaker's output with reference to its electrical input.  Power response 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 angles at all frequencies.

Assigning a specific guest room prior to the arrival of the guest.

Pre-built exhibit ready for installation.

Carriers that have alliances with exposition service firms and general service contractors.  They receive preferential treatment, and some discounts may be obtained by using these carriers.

First draft.  The first version of a paper or document which is subject to further amendment.

Extra pay over the regular wage rate for work performed outside or beyond the regular working hours, for work on Saturday, Sunday or holidays, for night shift work, for hazardous, dirty or unpleasant work, and for production in excess of established standards.

Material permanently pleated, ready for installation.

A collection of publicity items that includes: 1) pertinent data on the meeting, such as agenda, historical data, guest speakers, special events, the meeting property, such as descriptions of public space, etc. 2) information relative to a sponsor or exhibitor's products or services.

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.

Financial forms (invoices, profit and loss staements, balance sheets, etc.) based on future expectations; provided or made in advance to describe items or projections.

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 (weight, size, etc). 2) A packing list on which a shipper describes what is being shipped including the quantity, the value, the weight, and dimensions.

Shipment number designated by the common carrier to a single shipment, used in all cases where the shipment must be referenced.

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

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

Platform or area from which audiovisual presentations are controlled.

Measurement from the projector to the screen.

Surface on which images are displayed.

Reduced fares for travel to particular cities.  The number of seats sold at the reduced fare is limited and therefore early booking is critical.  These tickets also carry many restrictions.

The visible opening that frames a stage (usually theatrical).

Pounds per Square Inch. A measurement of pressure.  Pressure is force per unit area.  The standard unit for pressure outside of the United States is the Pascal (which is one Newton per square meter), which is the unit of pressure or stress in the International System of Units (SI).

A private entity that owns, rents or leases a public facility.

Audio and/or visual system to convey messages to participants during an event.  AKA PA System.

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

Four electrical outlets in one box, which should be grounded.

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

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

Descriptive information that is a record of what is observed, presented in narrative by the respondent.  AKA soft data.

Profits that can be sustained year to year over a prolonged period of time.

Information that is represented numerically so you can assign ranks or scores, or determine averages and frequencies.  AKA hard data.

Wedge shaped table with one rounded edge.

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.

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

Facility's standard, pre-established guest room rates.

Low drape divider between exhibit booths/stands, aKA side rail.

an alternative event date contracted to use in case of inclement weather.

Gathering to promote enthusiasm and excitement.

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.

The membership of an organization, other than officers and officials.

Informal sessions with no specific agenda.

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

The rate of currency exchange established daily as the buying rate of foreign currency by the Federal Reserve Bank. The daily rate is used only when it varies by more than 5% from the quarterly rate.  When applicable, the daily rate is the rate certified on the day of exportation.

At a facility, a listing, either printed or on a video screen, of the day's events including times and locations.

Nonunion, temporary labor hired from a personnel agency.

When online activities take place at a designated time, they are referred to as real-time events.  A webcast of a keynote presenter that can be watched live over the internet is an example of a real-time event.

Video or image presentation where the screen is between the viewer and the projector.

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.

Arbitrary fees sometimes imposed by a host government to officially recognize an event.

Dignitaries, host, sponsor, and guest of honor lined up to greet guests.

An identifying number for the Passenger Name Record (PNR) in a file or record.

The change of direction of a light ray passing from one medium to another of different density.

A speakers bureau's/agency's exclusivity is limited to a particular region or territory.

RSO.  Consular official charged with the security of his/her country's nationals while traveling in his region.

Oral translation whereby an interpreter does not translate directly, but interprets the translation of a colleague, usually because s/he is not qualified to work directly from the original language.

1) Signed form giving permission to use a person's name, picture, or statement (often in an advertisement). 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.

Date beyong which a facility is free to rent the unused sleeping rooms or function space to other groups.

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.

RFP. A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services.

A conference facility with at least one major amenity, such as golf or tennis.

The 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.

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

ROI. 1) Net profit divided by net worth.  A financial ratio indicating the degree of profitability. 2) Net benefits divided by the full loaded meeting costs.

A sophisticated computer based pricing system that vendors use to adjust prices based on anticipated demand.  AKA Yield Mangement.

Sound which appears to echo and re-echo in weaker and weaker levels.  AKA Reverb.

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

Revenue Per Available Room.  A performance measurement commonly used in the hotel industry.  It is calculated by dividing a hotel's net rooms revenue by the total number of available rooms, or by multiplying a hotel's aerage daily room rate by its occupancy.

Additional clause in a contract stipulating special requirements.

1) Person responsible for machinery uncrating, unskidding, positioning, leveling, and reskidding. 2) Skilled labor responsible for attaching signs, banners, truss, and other equipment to ceilings.

1) The process of attaching the cable on a crane to a piece of machinery or equipment. 2) The process for hanging materials or signs. 3) The structure to which hanging materials are attached.

A 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.

Where joining a union is not a condition of employment.

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

Raised platform.

Recognizing the possibility of injury, damage or loss, and having a means to prevent it or provide insurance.

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

Return on Objectives. Measurement of the benefit received for participating at an event based on pre-set objectives for success.

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

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

A list, whether printed or electronic, by which an event organizer and/or their designates (eg, a housing bureau) delivers multiple reservations to a hotel or other housing facility.  Often the information contained in a rooming list is originally gathered through attendees completed Housing Forms

Raised platform where a speaker stands when delivering his or her remarks.  AKA podium.

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

A hollow square with corners replaced by serpentine or quarter round table.

A group of experts who meet on an equal basis to review and discuss specialized, professional matters, either in closed session or, more frequently, before an audience.

The person responsible for managing motor coach flow, routes, drivers, etc.

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

Room, Tax and Incidentals.  An abbreviation often used in reference to charges at a hotel, motel, inn, bed and breakfast, etc.

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

1) Rooms given at random according to availability when the reservations are made. 2) Flat rate for which a hotel or motel agrees to offer any of its available rooms (with the exception of suites) to a group. Final assignment of rooms is at the discretion of the hotel.

A complete rehearsal including all elements of the event production, such as presentations, performances, music or entertainment, lighting, audio-visual and technical aspects.

1) Banquet Russian: The food is fully prepared in the kitchen.  All courses are served either from platters or an Escoffier dish.  Tureens are used for soup and special bowls for salad.  The server places the proper plate in front of the guest.  After the plates are placed, the server returns with a tray of food and, moving counter-clockwise around the table, serves the food from the guest's left with the right hand.  With this style of service, the server controls the amount served to each guest.

Binding process using wire staples, thread, or wire.

A pattern of group arrivals that are separate from the main arrivals.

Variation of schoolroom set-up in which tables are perpendicular to the head table, and chairs are placed on both sides of the tables.

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

Directions fiven from audience perspective.

Distance between the projection screen and the front row of the audience.  Rear most audience member should be no more than 8 times the width of the screen in use.

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

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

Portable wire enclosure used to lock up materials for safe storage.

Company hired by exhibit or event management to keep individual exhibits and the entire event floor safe using guards, closed circut TV, etc.

Service providing security arrangements, such as checking delegates credentials, searching hand luggage, protecting equipment and patrolling congress and exhibition areas.

Transition between two audio passages or video segments.

Line formation of people going to the same area; line feeds off into several different service stations.

A counter from which alcoholic beverages are served that is located outside of a function room, usually in an area not visible to guests.

1) A mandatory and automatic amount added to food and beverage charges, usually used to defray the cost of labor and service equipment.  Generally calculated as a percentage of charges. 2) A fee charged to a client by a travel agent in addition to the commissions paid to him or her by his or her principals.

Outside company used by clients to provide specific products or services (eg, pipe and drape, exhibitor manuals, floor plans, dance floors or flags).

A business, while involving both service and produt, where the quality of the service is often more important than the product received. Example of this type of service would be service contractors, catering, etc.

Light which illuminates background behind the performers.

Brochure with preprinted illustrations to which varying text can be added.

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

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

A form required for all shipments by the US Treasury Department and prepared by a shipper, indicating the value, weight, destination, and other basic information about an export shipment.

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

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

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

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

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

The beginning and ending days of a room block when fewer rooms are contracted.

A newspaper published each day during the run of an event or conference. It includes articles about the exhibits and events and, often, advertising.

A listing, with booth/stand numbers, of all the exhibitors in an event and a map showing booth/stand locations.

Rates established by event management, offical service contractors and/or other official service providers, and published in the exhibitor manual.

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

A low divider panel (usually 3 ft high) used to separate an exhibit space from an adjacent area.

Performers who must be watched to be appreciated, such as mimes, jugglers, dancers, and acrobats.

The actual or virtual lines in the venue or on paper 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 (hidden).

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

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

Interactive instructional technique in which the learner has an opportunity to practice a new skill in a simulation, imitation or role-play of a real life situation.

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

Process of translating one language into another while the speaker is speaking.  Same as Simultaneous Interpretation.

Audiovisual guidelines by which no transparency of slide should contain more than six words per line of text and no more than six lines of text.

Pleated or ruffled draping used around buffet, reception, head tables, and risers or stages to conceal the area underneath.

Service Level Agreement. Usually an adjunct document to a vendor contract.

1) A premade length of cable used for hanging exhibit materials or signs. 2) A premade length of cable or a heavy-duty nylon strap used for rigging machinery to cranes or forklifts.

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

A learning activity that is dependent on the participation of a small group of people.

A 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.

A lowered portion of a ceiling.

A currency that cannot be traded outside its native country.

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.

A wine steward, expected to have an extensive knowledge of wines and their suitability with various dishes.

Standard Operating Procedure (or Practice).

Console with separate channels to control volume and sound quality produced by each microphone.

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

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

Risers on stage right and stage left for stacked sound equipment which allows storage space hidden from the audience's view.

Atmosphere created with the use of music and sound effects.

Language from which a speech or document is translated or interpreted.

Booth/stand space assigned to exhibiting companies or meeting rooms assigned to event groups.

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

Cost per square foot/meter for exhibit space.