24-hour delegate rate: Rate per delegate, based on one night's accommodation, that is quoted either prior to or on the day of the conference.

A

Across the board: Term used by meeting planners to refer to the all inclusive price, covering all hidden fees (i.e., taxes and gratuities).

Average Daily Rate (ADR): A metric system used in the hospitality industry to measure the average rate paid for rooms sold

Average Published Rate (APR): A rate taken by averaging all types of hotel rooms throughout the year according to high or low season.

Advance registration: Act of registering for a meeting or event before the day it is scheduled to take place.

Allotment: The number of hotel rooms available for sale by an agent or supplier

Amadeus: A common GDS (Global Distribution System)

Attrition: According to the terms of the attrition clause in a contract, when a group does not fulfil its room-block commitment, a payment is required to make up for the rooms not used.

Attrition rate: Term that is used to refer to the rate at which an event decreases in size or the number of attendees who do not show up on the day of the event, divided by the number of registered attendees.

AV: Audiovisual, as in audiovisual equipment, provider, etc.

AV provider/Contractor/Technician: Supplier of audiovisual equipment (projectors, screens, sound systems, video, staging, etc.) and technical staff. Professional responsible for the set-up, configuration and operation of all the audiovisual equipment used at an event.

B

B&B: Bed and breakfast.

B2B: Business-to-business.

B2C: Business-to-consumer.

Base Room Rate:
The Room Rate only charged by a Hotel before any additions and inclusions.

Banquet hall:
Large room at a hotel or venue available for corporate or private events in which food is normally served.

Bed Tax: An added price to a hotel room imposed by the city or country based on where the hotel is located.

Benchmarking: A method of comparing a hotel against competitors. Subjects of comparing could include product/service, room rate, or quality.

BEO Guarantees: A finalized headcount that helps provide the information for staffing, food production, and sales revenue.

Best Available Rate (BAR): The lowest non-restricted rate bookable by all guests. This rate can change several times a week and up to several times a day.

BEO: Banquet event order: a document summarizing all the event logistics and instructions a venue needs to successfully execute at an event.

Bid: Proposal submitted by a convention and visitors bureau and/or hotel(s) or other suppliers to an event organizer that includes detailed specifications (such as dates, rates, terms and conditions, etc.).

Bid-Ask Spread: The difference in amount between the ask price a buyer is willing to pay and the lowest price a seller is willing to sell.

Black tie: Dress code for evening events and social functions: black suits, white shirts and black bowties for men and evening dresses for women.

Blackout dates: With regard to venues and hotels, dates that are not available to be sold as a result of high demand or limited availability.

Blesiure: Bleisure travellers can be described as “individuals who combine leisure with professional business obligations when abroad

Block: Portion of a hotel's inventory of rooms set aside for a particular period of time for a client (corporate, group travel, etc.). e.g. An organizer might book a block of 100 rooms per night over 3 nights at a hotel for their conference. See also Room Block, Business Block.

Block Inclusions: Items which are included in every guests booking but are outside of their room booking. E.g. Airport transfers may be included in the package.

Booker: The person or company who books business at a Hotel.

Booking Pace: The speed at which bookings materialize over a period of time from the booking date to the arrival date. Booking pace is expressed as a fraction of bookings received on certain days in advance.

Booking Patterns: Patterns of confirmed sales in a hotel

Boardroom style: See Conference style.

Boutique Hotels: Smaller luxury hotels that separate themselves from large competitors by their service and product offering.

Breakout room: Smaller room, near a larger meeting room, for use when a larger group breaks up to attend different sections.

Breakout session: Small group sessions, panels, workshops, or presentations, offered concurrently during an event.

BRG: Best rate guarantee.

Brunch: Combination of breakfast and lunch usually eaten in the late morning.

Buffet: Term used in catering to refer to a service where hot and cold dishes are displayed on tables from which guests can help themselves.

Business Block: See Block

Business casual: Term used to refer to a dress code that is less formal than traditional business wear, but nevertheless gives the impression of professionalism and efficiency.

Business formal: Dress code that generally refers to formal attire, i.e., suit and tie.

Business incentive: See Incentive.

Business traveller: Any person who goes on a trip whose aim is to attend a meeting, event or conference, or participate in an incentive or training workshop.

Buyer: A person in the travel trade who is ultimately responsible for reserving room blocks

C

Cabaret style: Room layout in which the tables face the front/centre with a large space in the middle of the room. Also known as Bistro or Café style.

Cancellation clause: Terms and conditions by which a contract may be cancelled and the subsequent penalties incurred by the cancelling party established.

Caterer: Company or person that provides food and beverages for events.

Catering: Provision of food and beverages.

Ceiling height: Distance from floor to ceiling at an event venue.

Channel manager: Software which allows companies to give distributors access to its room or tour inventory.

Charter: Private use of a form of transport such as train, plane or boat.

Check In: The process by which a guests registers their arrival at a hotel and receives their key/keycards.

Check Out: The process by which a guest settles their bill and hands back any key/keycards.

Classroom style: Room layout in which desks/chair desks are arranged in rows in front of a blackboard, screen, dais, or podium.

Closing session: Session held at the end of an event in which the issues that have been discussed are summarized and possible conclusions reached and announced.

CMS: Content management system.

Coaching session: One-to-one session.

Cocktail party: Function similar to a reception, but normally less formal.

Coffee break: Pause or break between meetings or sessions when refreshments are served to attendees.

Colloquium: Informal meeting usually keyed to discussing research or academic issues.

Commission: Payment made to an individual or organization for bringing business to another individual or organization. Although this is standard procedure in the meeting and event industry, Event Planner Spain implements a commission-free business model.

Competitive edge: Ability of an organization to produce goods and services more effectively than its competitors, thereby outperforming them.

Compliance: Act of complying with a set of established regulations, especially concerning medical events.

Concierge: Person at a hotel, venue or facility who can arrange transport, tours, tickets or restaurant bookings.

Concurrent sessions: Sessions addressing several themes or subjects scheduled at the same time.

Conference: Public dissertation or presentation on a scientific, technical, or cultural theme; also a meeting between government or state representatives with the aim of addressing international issues.

Conference centre: See Convention centre.

Conference style: Room layout featuring circular, oval or rectangular table with chairs on all sides and ends.

Congress: Formal meeting or series of meetings for discussion between delegates from a political party, trade union or sphere of activity.

Conference hotel: Property, usually with more than 500 rooms, with meeting and event facilities or its own conference centre; a property with meeting and event facilities, located next to a convention centre.

Consecutive interpretation: Type of translation in which the speaker delivers a couple of phrases at a time and then pauses to allow the interpreter to translate them.

Continental breakfast: Light morning meal that usually features fruit juice, coffee or tea, cereals, pastries or rolls.

Contract: Legally binding document in which the client agrees to the terms and conditions established by a venue, agency, supplier, etc.

Contractor: See Service provider.

Convention: Formal meeting of members, representatives, or delegates, as of a political party, profession, or industry.

Convention and Visitors Bureau: Non-profit organization of a private, public or mixed nature responsible for promoting a city, region or country as a MICE and tourism destination, and for providing event planners and visitors with information and logistic support.

Convention centre: Privately or publically owned facility designed to host congresses, conventions, conferences, tradeshows, and other large events, equipped with large venues (auditoriums, halls, etc.), as well as a number of function and meeting rooms varying in size.

Convention hotel: See Congress hotel.

Corporate: Pertaining to a company or organization.

Corporate event: Event organized by a company for a number of different reasons, such as training, launching a new product, motivating or rewarding staff, clients or suppliers, etc. See Event.

Corporate retreat: Event, usually held at a venue offering a minimum of distractions, such as a country hotel or secluded resort, where executives and employees participate in seminars, team-building activities, and brainstorming sessions. See Brainstorming, Team building.

Corporate social responsibility (CSR): Sense of responsibility of a company towards the community and environment (both ecological and social) in which it operates.

Corporate travel: Groups or individuals working for a company who travel for business reasons at the company's expense.

Crew: Term usually referring to an event production team, often including technicians, stagehands, truck loaders, etc.

CRM: Customer Relationship Management. Commonly automated to include pre and post stay elements, along with loyalty programmes etc

CRS: Central/Computerised Reservations System. The system that facilitates the booking of rooms, conference etc. This might be via telephone, website, email etc. CSEP: Certified Special Events Professional (certification sponsored by ISES). See ISES.

Cut-off date: Date on which all prior arrangements made with a venue or hotel as regards logistics, attendee numbers or room blocks have to be confirmed or cancelled. See Logistics, Room block.

CVB: Convention and visitors bureau. See Convention and Visitors Bureau.

D

Dais: Raised platform for speakers or honoured guests.

Dashboard: The dashboard is the entire User Interface of the applications located at either;

Data mining: Process of sifting through very large amounts of data to find useful information.

Data projector: See LCD projector.

Data Protection Act: UK legislation regarding the rights and responsibilities of those dealing with personal data.

Database: Collection of information on all prospective attendees / exhibitors / guests / organisers / etc.

Day Guests: Guests that arrive and depart the same day.

Day delegate rate: Special rate that the majority of hotels and venues offer corporate clients, including accommodation, meeting space, coffee breaks, basic equipment, meals, etc., the size of the discount depending on the number of rooms booked.

Delegate: Registered meeting participant.

Deposit: Partial payment to secure the fulfilment of a product or service

Destination management company (DMC): Term used to describe a professional service company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation, accommodation and programme logistics.

Destination marketing organization: See Convention and Visitors Bureau.

Digital coupon: Electronic marketing method in which coupons, similar to the printed kind, can be exchanged for a discount or rebate when buying products online. See: Promo Code

Distribution channel: Network of individuals and/or organizations involved in the process of moving a product or service from the producer to the end user. See Marketing channel.

Distressed Inventory: Last minute discounted hotel rooms to ensure a property reaches full capacity.

DLP: Digital light processing: system used in a variety of display applications.

DMCP: Destination Management Certified Professional (certification sponsored by ADME). See ADME.

Domestic Travellers/Tourism – Residents that travel within their own country.

DOSM: Director of Sales and Marketing

Double Occupancy (DBL): The hotel rate covers up to 2 people in the room

Dress code: Preferred style of dress for an event usually requested by the organizers.

E

ETA: Estimated Time of Arrival

ETD: Estimated Time of Departure

Early-bird registration: Act of registering for a meeting or event well in advance of the date on which it is scheduled to be held, usually to obtain special discounts or benefits. See Advance registration.

Engagement: Emotional connection that a person feels towards an organization, company, association, event or product. The higher the level of engagement, the greater his/her motivation, effort, performance, interest, or quality of work.

English breakfast: Complete morning meal with juice, coffee or tea, toast, sausages, bacon, grilled tomatoes and mushrooms, eggs (fried, poached or scrambled), fried bread, baked beans, etc. Also know as full English breakfast. See Continental breakfast.

European plan: Hotel rate plan that only includes accommodation.

Event: Organized function, such as a conference, congress, tradeshow, gala dinner, meeting, incentive, etc., which can involve different yet related activities. See Function.

Event organizer/Organiser: Qualified and accredited professional responsible for the partial or total planning, organization, management, coordination, and staging of an event.

Event planner: See Event organizer.

Event site: See Venue.

Event staff: Any person participating in an event as part of the staff of the organizers or the agency or company commissioned to provide services.

Event technology: Any technical or technological requirement for a meeting or event, such as audiovisual equipment, computers, software, connectivity (Wi-Fi, ADSL, bandwidth), access control, badging, ticketing, registration, room block management, signage, video streaming, teleconferencing, power, etc.

Exclusive use: Booking option in which a hotel, venue or facility is occupied by only one group.

Exhibition: Large-scale public showing of objects, artefacts or products for artistic, scientific, cultural or commercial purposes. See Trade show.

Exhibition floor: Area containing stands, session rooms, F&B services, etc. at a show. See F&B.

Exhibition hall: Facility within a venue or free-standing facility for hosting large events, such as tradeshows and exhibitions. See Exhibition, Trade show.

Exhibition manager: Term used to refer to the specific person responsible for all aspects (planning, promotion, and staging) of an exhibition or tradeshow. See Exhibition, Trade show.

Exhibition plan: Document indicating areas to be occupied by an exhibition; i.e., the spaces intended for stands, passages, catering, session rooms, etc. See Exhibition.

Exhibitor: Person or company showcasing products or services at an event; a stand holder at an event. See Stand.

Experiential marketing: Marketing strategy that connects audiences with the authentic nature of a brand through participation in personally relevant, credible and memorable encounters.

Expo: See Exhibition.

F

F&B: Abbreviation for "food and beverage".

Face-to-face meeting: Meeting in which all the stakeholders are physically present

Facility: Any building designed to host events, such as convention centers, arenas, hotels, coliseums, exhibit halls, banqueting halls, etc.

Familiarization trip: Free trip organized above all by convention and visitors bureaux and tourism boards for travel agents, event planners, and other buyers, so as allow them to familiarize themselves with the destination in question with an eye to offering it to their clients. See Convention and Visitors Bureau.

FIT: Free Independent Traveller; foreign independent traveller; fully independent traveller; fully inclusive tour; foreign independent tour.

Flash sales: Limited-time deals offering high discounts (on hotel accommodation, travel, etc.).

Floor plan: Scale diagram of a function room or exhibition floor viewed from above and used for planning the effective use and arrangement of furnishings, stands or other elements.

Food tourism: Type of tourism whose purpose is to visit an area or region of a country in order to discover its culinary traditions and its best known restaurants. Food tourism, which is also known as culinary tourism, is also usually combined with wine tourism. See Wine tourism.

Food Travel: See Food tourism.

Force majeure clause: Clause included in most venue contracts that exempts the venue from liability should it not be able to honour its contractual obligations due to circumstances beyond its control. See Contract.

Forum: Meeting or presentation involving a discussion usually among a panel of experts and often including a moderator and audience. See Moderator.

Front office: Hotel department responsible for handling front desk and booking functions.

Full board: Hotel rate plan that includes accommodation, breakfast, lunch and dinner.

Full breakfast: See English breakfast.

Function: Organized event forming a part of a larger event.

Function board: Notice board or video screen listing the day's events, times and locations at a venue.

Function room: Room at a hotel or venue used for holding a broad range of events and celebrations.

G

Gala dinner: Chief social function of an event, held usually in the evening, with entertainment and speeches before, during or afterwards.

GBTA: Global Business Travel Association.

GDS: Global distribution system.

General assembly: Formal meeting of an organization or company attended by a specific quorum of its members with the aim of making decisions, electing board members and committees, and approving financial matters, among other things.

General session: See Plenary session.

Generation X: Cohort of people born between 1961 and 1980.

Generation Y: Cohort of people born between 1981 and 2000.

Generation Z: Cohort of people born from 2001 to the present day.

Geolocation: Identifying the real-world geographic location of an object, such as a radar, mobile phone or an Internet-enabled computer or device.

Gift bag: Bag containing gifts given to event attendees. Also known as goody bag. See Giveaway.

GIT: Group inclusive tour.

Giveaway: Promotional gift given to attendees by the organizers or exhibitors at an event. See Gift bag.

Green meeting: Meeting or event incorporating environmental considerations to minimize its negative impact on the environment (source: Convention Industry Council).

Green-friendly: Term used to refer to products, services, policies, business processes, etc., which claim to have a reduced, negligible or no effect on the environment. See Greenwashing.

Group Rates: Negotiated rates (usually discounted against standard rates) for group travel. This can include guests attending conferences, meetings and tours etc.

GM: General Manager.

Guaranteed late arrival: Guest room that is guaranteed by credit card or advance payment in the event that a guest is intending to arrive at the hotel later than the pre-determined arrival time.

Gymkhana: Type of team-building activity that involves multiple challenges, both physical and mental. See Team building.

H

Half board: Hotel rate model that includes accommodation, breakfast and either lunch or dinner.

Haute cuisine: Type of cuisine served at world-class restaurants and hotels, characterized by the meticulous preparation and careful presentation of dishes prepared with the very best ingredients and accompanied by rare wines. See Cuisine classique, Nouvelle cuisine.

Health resort: Locality with a beneficial climate and natural amenities, such as thermal/mineral waters, dedicated to healing and relaxation, usually offering medical attention and hotel or another kind of accommodation.

High season: Period when the demand for a product or service is at its highest. See Low season.

Hospitality industry: Broad category of fields within the tourism industry including accommodation, restaurants, event planning, theme parks, transport, and cruise lines, among others.

Hospitality suite: Hotel room or suite where free drinks and other amenities are offered to event attendees.

Hosted buyer: Buyer invited by the organizers to take part in a show, with all expenses paid, on the basis of his/her profile and buying power.

Hosted buyer programme: Programme in which buyers are invited by the organizers to take part in a show, with all expenses paid, on the basis of their profile and buying power.

Housing bureau: Organization that provides accommodation booking services for groups of attendees or individuals.

HSMAI: Hospitality Sales & Marketing Association International. See CHME.

Hybrid event: Event that has both face-to-face and virtual components. See Face-to-face meeting, Virtual event.

I

IMEX: The Worldwide Exhibition for Incentive Travel, Meetings and Events (Frankfurt, Germany).

IMEX America: America's Worldwide Exhibition for Incentive Travel, Meetings and Events (Las Vegas, USA).

Inbound operator: Firm that organizes trips in the city or country where it is based for groups from other cities or countries.

Incentive: Gratuity, either in cash or in the form of a trip or unique experience, with the aim of motivating or rewarding employees, customers or suppliers for their performance, goals reached, or loyalty.

Incentive house: Company that designs and runs incentive programmes, often including travel, for other companies looking to award their staff, clients, suppliers, etc. See Loyalty programme.

Incentive trip: See Incentive, Incentive house.

Incidental Charges: Anything that costs extra than the hotel room rate. (e.g. parking, in-room movies, and internet).

Independent Hotel/Property: An individual hotel that isn't part of a chain/group.

Insurance liability: Insurance policy that protects event organizers from the risk that they may be sued and held legally liable for something such as injury to third persons, negligence or failure to honour contractual promises.

Interactive exhibit: Exhibit that engages visitors through direct interaction with display components, working models, simulations, or multi-sensory or multi-media elements.

Interactive learning: Learning model in which learners participate in hands-on activities which provide them with a direct experience, as well as allowing them to interact together.

Internet protocol: Data transmission method via a network in which the data is sent in completely independent individual packets that contain the address of the sender and receiver. Each computer (or host) has at least one IP address that exclusively indentifies it.
 

K

Keynote address: Address, presentation or speech that is delivered to set the underlying tone and summarize the core message or most important feature of an event. See Keynote speaker.

Keynote speaker: Person who delivers a keynote address. See Speaker guidelines, Speaker proposal.

Kiosk: Free-standing pavilion or light structure, often located inside a venue, where printed or electronic information is available; a small enclosure for ticket sales, information, etc.

Kosher: Food prepared according to Jewish dietary laws. See Halal.

L

LOS (or Length of Stay) – The duration of a guests visit. E.g 3 nights.

Lanyard: Cord worn around the neck for carrying a badge holder. See Badge, Badge holder.

Lapel microphone: Wireless microphone that is affixed to the lapel of a speaker.

Late Arrival:  Guests that advise they will be later than the agreed time of arrival.

Late Charge: Charges that may be passed on to a guest after their departure from a hotel. For example, telephone calls or mini bar charges that weren't determined before the guest left.

Late Check Out: When a guest leaves the hotel later than the agreed time of departure. This may be at an agreed ‘Late Check Out' fee.

Late Show: A guest who arrives later than the agreed time of their reservation.

Lead Time: The length of time between when a booking is made and the actual stay date. Typically hotels prefer long lead times as it allows them to plan room inventories/rates.

Leisure Guest: Those travelling for pleasure.

Limited Service: A hotel that may not offer the full range of services typically expected of a hotel. E.g no restaurant services is available.

Lead retrieval: Process whereby exhibitors receive the contact information of potential customers by any number of means (business card exchange, business card or badge scanning, barcode or QR code scanning using a smartphone or scanner, mobile apps, etc.). See App, Lead.

Lead tracking: Manual or automated system used to conduct follow-up activities for sales prospects stemming from an event. See Lead.

Lectern: Stand or light structure used by a speaker or presenter to place his/her notes, which can either rest on the floor or on a table top.

Location: Term used interchangeably with "destination" to refer to the city or geographical area where an event is going to take place, and also to any kind of facility used to stage it partially or totally, such as a hotel or convention centre. See Convention centre, Facility.

Logistics: Detailed planning, organization and implementation of any complex task, such as a major event.

Low season: Period when the demand for a product or service is at its lowest. See High season.

Loyalty programme: Marketing strategy geared to identifying and offering clients loyal to a company or brand some form of incentive. See Incentive.

M

MCI – Meetings, Conventions and Incentives.

MICE: Acronym for the Meetings, Incentives, Conventions and Exhibition industry.

MLOS: Minimum Length of Stay.

Market Parity: The process of assessing your product or service contribution against a competitor set to define your market price and confirm competitiveness.

Market Segments: An identified group in an overall market to which a specific service appeals. This is used in the hotel industry to determine who responds to a lead.

Marquee: Temporary structure, with a rigid or canvas roof, used as a venue to host all types of events.

Master Billing: An account set up with the hotel to which the authorized charges incurred by a group or planner can be charged. The Master Bill captures some or all group designated charges during the meeting dates. Examples include: guest rooms, meeting space, food & beverage, and audiovisual.

Master of ceremonies: Person who presides over an event.

Meeting and event industry: See MICE.

Meeting architect: Professional with the knowledge to assist the meeting owner in creating meeting or event content. See Meeting architecture.

Meeting architecture: Investigation, design, execution and assessment of meetings and events. See Meeting architect.

Meeting hotel: See Congress hotel.

Meeting management company: Company specializing in the management of all meeting planning logistics on behalf of another organization. See Logistics.

Meeting Metrics: Comprehensive online meeting measurement and reporting system, based on 25 years of meeting measurement experience of its parent company, GuideStar Research

Merchandising: Any practice that contributes to the sale of products or services to a retail consumer.

Meta search marketing: "Hybrid" digital marketing format, resulting from the convergence of online hotel distribution and online advertising, that requires real-time room availability and pricing.

Millennial Generation: See Generation Y.

Mobile commerce: Type of commerce, based on e-commerce, in which all transactions are carried out with a mobile telephone or another mobile device. See e-Commerce.

Moderator: Person who presides over a meeting, forum, or debate so as to maintain the objectivity of those involved and to uphold the respect for different opinions. See Forum.

Motivational speaker: Professional speaker whose addresses are intended to uplift and motivate the audience.

Motivational travel: Travel programme that includes engaging experiences that result in measurable value for both the participants and the sponsoring company. See Incentive.

MPI: Meeting Professionals International, one of the meeting and event industry's leading global associations.

Multitrack conference: Conference with parallel programme sessions where participants can choose the track they which to follow and change tracks whenever they want during the event.

N

Native app: App designed for a particular platform or device (smartphone, tablet, etc.), usually downloaded from an app store. See App.

Natural search: See Organic search.

Networking: Act of cultivating productive relationships for employment or business

NFC: Near field communication: a short-range wireless technology that enables communication between devices over a distance of under 10cm.

Non-profit: Organization whose members cannot benefit from its net proceeds.

No-show: Registered attendee, speaker, or guest who fails to turn up at an event, usually without following correct cancelation procedures; a hotel booking that is not kept.

O

Occ (or Occupancy): The rate of occupation of a hotels total rooms, at any given time. For example, an occupancy rate of 95% would mean that 95% of a hotels room inventory is presently occupied.

Occupancy rate: Number of sleeping rooms of a hotel that are actually occupied, calculated by dividing the total number of rooms occupied over a given period by the total number of rooms available for occupancy during that same period, and shown as a percentage.

Off-season: See Low season.

Off-site: Term used to refer to any activity or function that takes place outside the primary venue. See On-site.

One-to-one meeting: Individual meeting between two people.

Online registration: Registration made via the Web.

On-site: Term referring to any activity or function that takes place at the primary venue. See Off-site.

On-site registration: Registration made at the venue.

Opt-in: Voluntary subscription to a distribution list or database. See Database, Distribution list.

Opt-in marketing: Email or mobile campaign in which messages are only sent to users who have given the sender permission to do so. Also know as Permission marketing.

Opt-out: Voluntary unsubscription from a distribution list or database. See Database, Distribution list.

Organic search: Term used to refer to search engine results that are naturally generated on the basis of a website's natural indexing, as opposed to paid search results in which an advertiser bids for specific keywords so as to gain a prominent position in SERPs. See SERP.

Organizer: Entity or individual that produces an event.

Organizing committee: Group of people who design and implement the strategies and policies established for organizing an event.

OTA: Online travel agency.

Outbound operator: Firm that organizes trips for groups from a given city or country to another city or country.

Outbound tour: Any trip for groups from a given city or country to another city or country.

Outdoor training: Any activity held outdoors that promotes interpersonal relationships in work teams. See Team building.

Overhead projector: Item of audiovisual equipment used for projecting on a screen magnified images of graphic material on a horizontal transparency illuminated from below. Alterations and additions can be made to the material on the transparency while the projector is in use.

Overnight stay: Night spent by an event attendee/delegate at a hotel or similar accommodation.

Over-set: Term used to refer to the number of places or meals a caterer or venue will set or serve beyond the guaranteed number requested by the host of the event, the client only paying for the number of meals actually served to attendees.

P

PA system: Public address system. See Public address system.

Panel discussion: Formal discussion of a subject by a group of experts forming a panel, normally before an audience.

Panel system: Term used to refer to any type of exhibit or stand composed of prefabricated rectangular panels of various sizes connected by an anchor system.

Parallel sessions: See Concurrent sessions.

Partner programme: See Spouse programme.

PAX: Abbreviation for passengers.

Payment gateway: Means of authorizing credit card or other payment transactions in real-time, which can be made both online via a website or offline at a retail establishment.

PCI Compliance: Adherence to a set of specific security standards developed to protect credit card information during and after a financial transaction. See PCI DSS.

PCI DSS: Payment Card Industry Data Security Standard. See PCI Compliance.

PCMA: Professional Convention Management Association.

PCO: See Professional conference organizer.

Peak season: See High season.

Pendant microphone: See Lapel microphone.

Pending: The state of a Reservation before it has been entered into the Hotel Property Management System and updated with a Confirmation #. (This will only be displayed when system is NOT integration with the Hotels Property Management System)

Per diem: Daily allowance for general expenses.

Pickup: Pickup or Room pickup is the progress of guaranteed reservations received against the number blocked out. Room pick up is important to a convention hotel because it helps them determine what rooms can be rented to customer outside of the convention and it helps put a number of rooms on hold giving the convention goers first priority.

Plenary session: Meeting for all delegates attending a conference, either at the beginning to discuss general issues or at the end to announce progress.

PMS: Property management system.

Podium: Raised platform where a speaker stands when delivering his/her keynote. See Keynote address.

POS: Point of sale.

POST: A selection of dates after the Contracted dates within a Block. These dates are added to the Block (generally at the same rates as contracted) to allow guests to extend their stay and utilise the low contracted rates.

Post-event report: Term used to refer to a report detailing the outcome of an event, including the number of attendees and no-shows, total cost per person, revenue (if applicable), etc.

PRE: A selection of dates before the Contracted dates within a Block. These dates are added to the Block (generally at the same rates as contracted) to allow guests to extend their stay and utilise the low contracted rates.

Pre-registration: See Advance registration.

Presenter: Person who introduces and explains a given topic at an informational session, or who hosts an event introducing keynote speakers, entertainers, etc. See Keynote speaker.

Press conference: Event held to communicate information to media representatives.

Press coverage: Any activity geared to promoting an event in the media, both offline and online, including press conferences, interviews with key members of a group or organization, press releases, etc. See Keynote speaker.

Press kit: Pre-packaged set of promotional materials with pertinent information on a meeting, including agenda, speakers, special events, venue descriptions, sponsors, exhibitors, etc.

Press release: Written or recorded statement directed at representatives of the news media, or an article intended for use by the media about a company, product, service, individual, or show.

Press room: Place where media representatives can obtain press kits, conduct interviews, or relax. Larger press rooms provide computers, Internet access, and office equipment. See Press kit.

Proceedings: Record, usually distributed as printed volumes or in electronic form, containing the academic papers published in the context of an academic, scientific, medical, etc., conference or the contributions made by researchers at the conference.

Product launch: Term used to refer to the often complex process of introducing a new product or service in the market.

Production company: Company specializing in staging the recreational part of an event, with theatrical, musical or circus performances, as well as special effects. The company might also be commissioned to organize the whole event.

Professional association: Generally speaking, a non-profit organization whose aim is to advance a certain profession. See Non-profit.

Professional conference organizer (PCO): Company specializing in the organisation and management of conferences, seminars, and similar events.

Programme: Schedule of an event, including times and venues.

Promo code: See Promotional code.

Promotional code: Code used to offer discounts and also to identify the person or company that has purchased a product.

Proposal: Response given by a supplier to an inquiry by a prospective client in which venue, hotel and services specifications, availability and costs are detailed.

Props: Items used to decorate or furnish a stage, set or venue; articles used by speakers, actors, or entertainers.

Prospect: Potential attendee, client, guest, or exhibitor.

Protocol: Forms of ceremony and etiquette observed by diplomats, heads of state, VIPs, etc., at certain events.

Protocol officer: Person in charge of handling matters of etiquette and protocol in an organization or at an event.

Public address system: Audio and visual system used to convey messages to event attendees.

Public relations officer: Person who uses all forms of media and communication to build, maintain and manage the reputation of his or her company or clients.

Push message: Specially formatted SMS message that users receive on their mobile devices in the form of an alert, normally used for advertising purposes.

Q

Q&A session: Question and answer time after a keynote or presentation. See Keynote address, Keynote speaker.

QR code: Quick response code. See Quick Response Code.

Quad Occupancy: Refers to hotel rooms that can accommodate four people.

Questionnaire: Set of questions used to gather information for a survey.

Quick Response Code: Two-dimensional matrix barcode, which can be read with a smartphone equipped with a camera, normally used to store URLs and other information of a promotional nature.

Qualifying Questions: Particular questions from hotels used to examine potential business.

Quin Occupancy: Refers to hotel rooms that can accommodate five people.

R

Rack rate: Term used in the hotel industry to refer to the cost of a room when a customer requests accommodation on the same day, without a prior booking. This rate is often the highest available.

Rate parity: Revenue management term used to refer to the maintenance of consistent rates for the same product in all online distribution channels. See Distribution channel.

Reception: Stand-up function at which canapés and drinks are served on small tables or by waiters. Receptions are sometimes organized before lunch or dinner. See Cocktail party.

Reception desk: Desk or area where guests are received at a hotel.

Reception format: Format usually used at wedding receptions, with a buffet and a limited number of tables and chairs for those guests who choose to sit. See Buffet.

Refreshment break: See Coffee break.

Refreshments: Food and drink taken between meals, usually during pauses between meetings or sessions. See Coffee break.

Registrant: Person who registers for a meeting or event.

Registration desk: Desk or area where event attendees register or collect badges or other materials.

Registration fee: Amount paid to attend a conference or event.

Registration form: Form that attendees must fill in so as to attend an event, providing contact details and another basic information.

Release rules: Setting Release Rules will allow you to set a time limit upon when reservation must be made within the block or allotment as per their contract. Reservations must be made before the release date, otherwise the rooms will be released back into the general inventory for you to sell via other channels.

Request for information (RFI): Preliminary step to a request for proposal (RFP) in which a company asks a number of potential suppliers for information about their products or services. See Proposal.

Request For Proposal: (RFP) Often requested by corporate guests. E.g. They may require a hotel to provide a response to a RFP to outline negotiated rates for the following year.

Resort: Place or town offering recreational and leisure activities for holidaymakers; a hotel or property offering a broad range of sports and recreational activities on-site or in the close vicinity.

Revenue management: See Yield management.

Revenue management system (RMS):  Tool used to define pricing strategies.

RevPAR: Revenue per available room.

RFP: Request for proposal. See Proposal.

RMS: Revenue management system. See Revenue management system.

ROE: Return on event (term coined by Ira Kerns in 1990), i.e., the amount of money earned or lost by investing in an event after deducting the production costs; return on experience.

ROI: Return on investment.

ROH: Run of House. No room has been allocated to a guest before arrival, so they will get any room available.

Roll-up display: Display made of heavy canvas or paper and aluminium, which is highly popular at all kinds of events since it is light, easy to assemble and transport, and durable.

Room Only: A rate for the room only, no extras included.

Room block: Portion of a hotel's inventory of rooms set aside for a particular period of time for a client (corporate, group travel, etc.).

Room Inventory: Number of rooms available at a hotel. See Channel manager.

Room layout: Way in which a function room's furniture has been arranged: formats include banquet, classroom, conference or imperial, reception or cocktail party, theatre, U-shaped, etc.

Room nights: Essentially refers to an occupied room. E.g) Guest A has booked 5 room nights (they are staying for 5 nights) or Corporate Guest B accumulated 20 room nights last year (they stayed for a total of 20 nights)

Room turnover: Time required in order for a venue to change a meeting room from one layout to another. See Room layout.

Rooming list: Comprehensive accommodation list featuring guest names, dates of arrival and departure, and any special requirements.

Roundtable discussion: Term used to refer to when a group of people or a team get together to discuss strategies, plans, ideas, results, etc., on equal terms.

S

SaaS: Software as a service.

S&M: (or S and M) – Sales and Marketing.

Schoolroom seating: See Classroom style.

Seating styles: Term used to refer to chair and table setups for accommodating the needs of different types of events. See Room layout.

Seminar: Small meeting generally organized for educational or training purposes by an academic institution or a commercial or professional organization.

Service Charge: A charge which may be applied to a Reservation, A service charge is a type of fee collected to pay for services related to the primary product or service being purchased. For example, Service charges in restaurants are 10%, and the GST is an additional 7% on top of that.

Service provider: Person or company from whom supplies are ordered which will be used during a conference or event

Shoulder days: The days directly before or after the Room Block with corresponding rates.

Shoulder season: Short period between high and low season, with corresponding rates.

Short Lead: refers to bookings made at short notice (e.g on the day of arrival or within a few days of arrival).

Site inspection: Trip carried out by event planners with the aim of personally inspecting the venue chosen to host their event, so as to ensure it meets all the requirements.

Smart casual: Rather vague dress code that generally refers to neat yet informal attire, that is, wearing a suit is not required although jeans are not usually acceptable. See Dress code.

SMERF: Acronym for social, military, educational, religious and fraternal.

SMERF meetings: Meetings and events geared to social, military, educational, religious and fraternal groups.

Soft Launch/Opening: Partial launch of a hotel property, perhaps at a reduced service level, usually to test the service offering prior to launching in earnest.

Space: Area occupied by an exhibitor on the show floor of an exhibition.

Space calculator: Online application that allows planners to determine the total square footage of meeting space needed to accommodate a specified number of attendees.

Speaker: Person who delivers an address at an event. See Keynote speaker.

Speaker guidelines: Instructions given to speakers outlining what is expected of them at an event. See Keynote speaker, Speaker proposal.

Speaker proposal: Proposal submitted by speakers to the organizers of an event with details of the address that they intend to deliver. See Keynote speaker, Speaker guidelines.

Spouse programme: Series of social events and activities organized for the spouses, companions or guests of delegates.

Spreadsheet: Work sheet or table containing a multicolumn analysis of related entries for easy reference or comparison of services, products, budgets, venues, food and beverage functions, or for easy tracking of speaker presentation schedules, locations, audiovisual needs, transportation scheduling, etc.

Stage: Raised platform on which theatrical performances, shows or keynotes are presented.

Stand: Exhibition area or temporary structure at a tradeshow used by companies or institutions to showcase their products, services or destinations.

Subcommittee room: See Breakout room.

Subscriber: Someone who opts in to a distribution list or database so as to periodically receive information, such as an e-newsletter. See Opt-in marketing.

Summit: Meeting of the highest level.

Sustainable meeting: See Green meeting.

Syndicate room: See Breakout room.

T

Tablet: General-purpose computer contained in a single panel, featuring a touch screen as the input device and using different operating systems (iOS, Android, BlackBerry or Windows) depending on the make. See iPad.

Talent: Performers, entertainers, actors/actresses, etc.

Target audience: Customer segment or segments that marketers pretend to reach out to with a specific marketing initiative.

Target group: See Target audience.

Targeting: Selecting the target audience according to several factors ( age, gender, nationality, educational background, etc.). See Target audience.

Team building: Term used to refer to a wide range of activities whose aim is to improve team performance. See Outdoor training.

Technical secretariat: Office dedicated to information, management, coordination, promotion and sales of a congress.

Theatre style: Room layout featuring seats facing a stage, dais or podium, normally with an aisle running down the middle, as in a theatre.

Theme party: Event at which all aspects, including food and beverages, entertainment and décor, are related to a specific theme

Think tank: Group of experts commissioned by the public or private sector to research into specific problems.

Thought leader: Individual or company that is recognized as an authority in a specialized field and whose expertise is sought after and often rewarded.

Timeline: Schedule of tasks to be accomplished in the planning of an event, ordered chronologically by their start date and featuring the date on which they must be completed.

TMC: Travel management company.

Toastmaster: Person who proposes toasts and introduces speakers at a banquet.

Tour: Any prearranged roundtrip to one or more destinations; a recreational trip or activity for event attendees or accompanying persons included in the event programme. SeePartner programme, Social programme.

Tour operator: Person or company who typically provides tourists with package holidays, combining tour and travel elements; company offering more than two travel services.

Trade association: Association of organizations in the same trade whose aim is to further their collective interests.

Trade exhibition: See Trade show.

Trade fair: See Trade show.

Trade show: Periodic event where companies or organizations with the same trade activity exhibit their products or services.

Trade show manual: Guide published by the organizers of a trade show keyed to providing exhibitors and attendees with full information about the event, such as the show agenda, equipment rental forms, exhibitor list, rules and regulations, etc.

Tradeshow: See Trade show.

Transfers: Process of transporting people between terminals and hotels, or moving equipment or people from one place to another.

Triple Occupancy: Refers to hotel rooms that can accommodate three people.

Turnkey solution: Product or service that is designed in such a way that it can be easily and readily deployed or installed by a customer, and therefore be fully operational once this has been done, opposed to a built-to-order or bespoke product or service.

U

U style: Room layout featuring a U-shaped conference table, or tables, with chairs around the outside.

Unique venue: Venue whose singularity is due to its location, architecture, heritage value, décor, fixtures, normal use, etc.: example range from castles, palaces, ruins and other heritage sites where it is not usually permitted to stage events, to museums, theatres, football stadiums, etc.

Upgrade: Booking that is improved, as in hotel accommodation or a plane seat, usually without any extra cost to the customer. The majority of hotels offer a fixed number of upgrades to their corporate clients or groups, depending on the number of rooms occupied.

Upsell: Sales technique whereby a seller induces a customer to purchase more expensive items or upgrades than those initially requested. See Upgrade.

Usability: User friendliness, utility and satisfaction perceived by the end users of a website, app, mobile device, etc. See App.

V

Value added: Term that refers to the extra features of a product or service that provide consumers with something more while adding little or nothing to its cost.

VAT: Value Added Tax.

Vegan: Person who does not consume any kind of animal products (including eggs, dairy products, honey, leather, silk, wool, etc.).

Vegetarian: Person who does not eat meat (or fish) but does consume animal by-products such as eggs, milk and cheese.

Venue: Place used for hosting any type of event or celebration, whether it be indoor or outdoor.

Venue inspection: Trip that planners or organizers make so as to get to know firsthand the venue where they intend to stage an event in order to make sure that it meets all requirements.

Video wall: Bank of monitors, video screens or TV sets, forming one large screen, on which one or more images can be viewed simultaneously.

Videoconference: Use of a set of telecommunication technologies allowing two or more locations to communicate by simultaneous two-way video and audio transmissions.

VIP: Very important person.

Voice-over: Voice of an unseen person narrating events in a film or video.

Voucher: Ticket or code serving as a substitute for cash. See Digital coupon.

VPN: Virtual private network.

W

Walk In: A guest that hasn't pre-booked, but simply walks in and reserves a room. Often they'll pay a higher rate (even Rack Rate) accordingly.

Web-based application: Application that requires an Internet connection and uses HTTP as its primary communications protocol.

Wedding planner: Person specializing in the planning, organization and staging of weddings.

White tie: Dress code for evening events and social functions: black tails and white shirts, waistcoats and bowties for men and evening dresses for women. See Dress code.

Widget: Small application with limited functionality that can be installed and executed within a webpage by end users.

Workshop: Educational seminar or series of meetings focusing on interaction and exchange of information usually among a limited number of participants. See Seminar.

Wow factor: Striking or impressive feature; something that transforms an otherwise normal event into something special and unique.

Y

Yield: Hotel's profit margin when a room is sold (less any commissions etc.)

Yield Management: Sophisticated variable pricing strategy, based on understanding, anticipating and influencing consumer behavior in order to maximize revenue or profits from intangible products, such as hotel rooms or airline seats.

YoY: Year-on-year.

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