Event Spaces Project glossary

Airwalls are portable panels that are used to divide a room or partition a room into smaller sections.

The aspect ratio of a screen is its width in proportion to its height. For example, the international standard aspect ratio for HDTV is 16:9. Event planners should be aware of a screen’s aspect ratio ahead of time so that the presenters can properly display their content.

The attrition rate is the number of “no-show” attendees on the day of an event divided by registrants (the number of attendees who register for an event).

B2B is a common acronym that stands for Business to Business. B2B events focus on corporate or trade-related topics.

B2C is essentially the opposite of B2B. B2C event, which stands for Business to Consumer or Customer, focus on the consumer or the public.

Back of the house refers to the services and areas that an attendee does not see at an event.

BEO is an event planners best-friend. The BEO is a document that outlines all of the event instructions and logistics that are needed to execute the event.

Blackout dates are dates that are sold out at hotels due to high demand. Blackout dates typically happen during holidays or during a hotel’s busy season.

Breakout rooms are meeting rooms where specific sessions are held that are a part of a larger event.

The CMP is the Convention Industry Council certification program for event and meeting professionals.

A change order is a document an event planner provides to a venue. The document outlines any changes to an existing agreement or order.

Comp rooms are free rooms that a venue provides the event planner based on the number of rooms the planner purchased for an event or group.

Concurrent sessions are sessions that occur at the same time during an event.

A conference pack is a packet of information an event planner provides attendees. The pack typically includes the event’s schedule, a map, in addition to other information on the venue facilities. Event planners can now digitalize their conference packs by sending attendee’s their conference packs through an event app.

A consumer show is typically part of a B2C event. Products, activations, and other exclusives are offered at a consumer show to attract potential buyers.

A contingency plan is essentially an event planner’s backup plan. The contingency plan is designed in advance to instruct staff what to do if the original event plan is altered.

A critical path, also known as a critical time plan, is an event planner’s play-by-play. The critical path details the tasks of the event, the time they must be completed by, and who must complete them.

Crowd management is the organised and substantiated planning and the direction given to the orderly progress of events where large groups of people gather together.

A CRM is a digital database, which stores contact lists and their details. Companies use CRM’s to view attendee history, communicate with attendees, and manage their interactions.

DDR is the venue’s cost for an attendee per day for an event. A DDR is typically comprised of conference equipment, food, and meeting room costs.

A DMO is a destination marketing organization or company that event planners use for assistance with planning conferences, meetings, or events.

Emcee, also known as MC or Master of Ceremonies, is the person who acts as a host of the event, especially those related to entertainment.

EMS or event management software is defined as a range of software products that an event planner or company may use to manage conferences, events, or exhibitions.

A Fam Trip, also known as a Familiarization Trip, is a reduced travel rate given to event and meeting industry professionals. The trip is used to introduce the industry professionals to certain venues, vendors, and suppliers.

The force majeure clause is included in most contracts and states that a vendor or venue is not responsible for the unexpected at an event.

A green room at an event is a private room for event VIP’s or speakers to relax or to meet with individual guests.

Livestream is a live broadcast on the internet through social media platforms, like Facebook and Instagram.

Load in refers to the time period an event planner or exhibitor can install equipment for an event. Load out is the time period an event planner or exhibitor has to take down the equipment used for an event.

M.O.D refers to a manager on duty at an event.

The master account is an account which is set up to hold all the expenses for a particular group, typically an event planner.

MEEC is an acronym which stands for the “Meetings, Expositions, Events, and Conventions” sectors in the meeting or event industry.

MICE is an event industry acronym that stands for “Meetings, Incentives, Conventions, and Exhibitions.”

The MMP, also known as the Modified Meeting Package, refers to a full conference package without one meal, most typically dinner.

Noise regulation includes statutes or guidelines relating to sound transmission established by national, state or provincial and municipal levels of government.

NPS, also known as the net promoter score, is the measure of the relationship a company has with their clients. This number is usually generated from surveys that ask the customers “how likely are you to recommend us to a friend.”

A PA system, typically in offices or schools, can be used at events to amplify the sound from one area throughout several other rooms.

Plus Plus, seen as ++ on event planner’s orders, is the level of gratuities and taxes that are charged by a venue.

A post event report is a document which details the event’s history, like the event’s profit, number of attendees, no shows, and more.

Pre-con, also known as Pre-Convention meeting or briefing, is a meeting for event planners to review the convention details with facility staff.

Measuring the crowd that is attending an event.

RFP, also known as request for proposal, is an event planner’s request to the supplier. The proposal typically consists of the specifications needed for the event.

ROE is the event’s generate profit for planners.

A ROI is the ratio between a net profit and the cost of investment in an event’s production. Event planners use ROI as a measurement key to determine performance of an event.

A shell scheme is a unit or modular system where exhibitors can showcase their services or products.

SMERF is an acronym used in the event industry to describe the social, military, education, religious and fraternal sectors.

Space only refers to choosing specific space on a show floor. Moreover, the exhibitor who chooses space only has to provide their own exhibit stand, but can be creative in their set up.

A trade show is a B2B event where vendors exhibit their products and services to their peers.

The traffic flow describes attendee movement at an event.

Value added refers to the added services or products a venue can provide an event planner. For instance, amenities like free parking, free WIFI, or upgraded rooms are examples of value added.

A virtual trade show is what it sounds like, a trade show online. Vendors and attendees can communicate online regarding the showcase of services and products.

A webcast or a webinar are online presentations, seminars, or sessions. Generally, webcasts and webinars are livestreamed.