List of names frequently used in the event industry

Names used in Event and AV industry: A-Z

A:
a la Carte: French term which means “from the menu.” As each item is individually priced “a la Carte” menus are not usually used for larger conferences and events.

AV: Audiovisual Event production, equipment and materials used in sound and visual presentations. E.g. television monitors, projectors, video, sound equipment, etc.

Appetiser: Small, bite-size food served before a gala dinner, usually whilst seated, to whet and excite the palate.

A/V Contractor: Supplier of technical staff and audiovisual equipment (e.g. projectors, screens, sound systems, video, and staging).

A/V Technician: An audiovisual professional who is responsible for lighting, sound, video, staging or other similar elements of a conference or event.

Auditorium: Often raked seating similar to university lecture theaters. Many auditoriums are exceptional conference venues.

B:
Back Projection: An audio visual term. Projecting from the rear of the stage set so the projector cannot be seen. Usually a technique employed for larger stage sets.

Break-Out Sessions: Small group sessions, panels, workshops or presentations, offered concurrently within the event, formed to focus on specific subjects

Break: Short interval between sessions at which time coffee, tea and/or other refreshments are served.

Banquet Set-Up: Seating arrangement where typically a grouping of rounds is set in such a way as to facilitate the serving of food.

Boardroom Set-Up: Seating arrangement in which rectangle or oval shaped tables are set up with chairs on both sides and ends.

C:
Caterer: A mobile supplier of food and beverage who provides their service at various venues on request. Can also be contracted to provide services exclusively to a particular venue

Catering: The provision of food and beverage.

Ceiling Height: The distance from floor to ceiling in a conference venue.

Chef’s Choice: Dish/Dishes chosen by the chef for their suitability, often based on factors such as season and dining requirements.

Continental Breakfast: Light morning meal often including pastries, cereals, fruit juices, and hot beverages.

Crew: Usually refers to the event production team and often includes, technicians, stagehands and truck loaders, etc.

Contract: Legally binding document in which the client agrees to the terms and conditions set by a venue.

Canapés: A small appetizer often served before a meal and eaten with the fingers. Can be hot or cold.

Conference Center: A venue which provides a dedicated environment for events, especially small events.

Classroom Set-Up: Tables arranged in rows facing the stage with seating positioned behind each table so that the delegate is directly facing the front of the room. In a similar lay out to an old fashioned classroom

Critical Time Plan: An event management planning tool which identifies tasks to be undertaken by whom and in what timeframe in order to ensure an event runs successfully

D:
Delegate: The person attending the meeting or event.

Dance Floor: Usually wooden floored area designated for dancing.

Dress Code: Preferred style of dress for an event usually requested by event organizer

E:
Exclusive Use: Hire of a venue or area of venue for your private use.

Entertainment: A show or performance of some kind designed to amuse and entertain an audience.

Event: An arranged occasion, examples include meeting, convention, exhibition, conference, special event, gala dinner, etc.

Exhibition: An event (can be free or a chargeable event) where suppliers can showcase their products and services.

Exhibitor: 1) Organization that showcases its products or services at an exhibition. 2) Event attendee whose responsibility is to staff their exhibition stand.

F:
Floor plan: the ‘blueprint’ of a room, including electrical points, doors, windows, pillars and other amenities

Food & Beverage (F & B): Any catering service provided by a venue during an event i.e. refreshment breaks, lunch, drinks reception.

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

Function Board: Notice board or video screen listing the day’s events, times and locations within a venue.

G:
Gala Dinner: Primary social function of an event, usually in the evening and often on the last day of the event. Typically includes entertainment or speeches following a formal meal.

H:
House Wine: Wine selected by a hotel or restaurant to be their standard product when no particular brand is specified. Often the lowest price wine on the menu.

Handout: Material that can be informative or educational given to the audience before, during or after a speaker’s presentation.

Herringbone Layout: Seating arrangement in which chairs are arranged in rows slanted in a V shape (at a 45˚angle) and separated by a center aisle.

Hollow Square Layout: Set-up of seats and tables set in a square (or rectangle) with chairs placed around the outside of the tables. Can also be set-up without tables.

I:
Interpreter: An individual who translates during a meeting, presentation or conference.

Interpretation booth: individual, enclosed area for interpreter to sit during simultaneous translation.

In-House: Service provided within the conference venue.

J:
Junior Suite: A hotel room in a hotel that features a separate living-sitting area (although not necessarily a separate room), in addition to the bedroom.

K:
Keynote: Opening remarks or presentation at a meeting that sets the tone or theme of the event and motivates attendees.

Keynote Address: A session that opens or highlights the show, meeting or event.

Keynote Speaker: A headline speaker whose presentation establishes the theme or tone of the event. Often a public figure.

L:
Laser Pointer: A small visible light laser used for pointing out features on a projected visual display. It’s worth remembering when event planning.

LCD: Liquid Crystal Display. A monitor used for displaying film and data during presentations and events

LCD Projector: A self-contained unit with a LCD (liquid crystal display) panel, used for projecting images from a pc. Many conference venues have them available.

Lead Time: The time between when arrangements are made and when an event actually happens at a conference venue

Lectern: A stand placed at the front of the conference room on which a speaker may rest notes or books. Can be free-standing or table-top and often fitted with a light

Lobby: Public area which is often at the entrance to an event facility, meeting venue or conference hotel.. May be used for delegate registration, catering and exhibition.

M:
Master of Ceremonies or Toastmaster: A link between the venue, client and guests who will organize the formalities of your event. Eg calling guests to dinner and announcing speeches.

Maître d’/Maître d’ Hôtel: The person in charge of a Restaurant or function. Responsible for all aspects of meal service and guest satisfaction. This applies at every event venue.

Motivational Speaker: Professional speaker who makes speeches intending to uplift / motivate audiences.

Maximum Capacity: Maximum number of people allowed in any given area.

N:
Networking: The exchange of information or services among individuals, groups or institutions. This can be done face to face or online for example sites like Linkedin.

Nouvelle Cuisine: French for ‘new cooking’, referring to a culinary style, which moved away from the rich, heavy style of classic French cuisine toward fresher, lighter food served in much smaller portions.

O:
Online Forum: online community where visitors may read and post topics.

Overhead Projector (OHP): Presentation equipment found commonly in classrooms and conference rooms, largely now replaced with more hi-tech LCD projectors.

On-Site Event Manager: Means the venue’s or HBA’s Event Manager.

P:
Partner / Spouse Program: Organized social and/or educational events arranged for the guests of the event delegates.

Podium: Raised platform where a speaker stands when delivering his or her remarks.

Proposal: Produced in response to an inquiry, it would match all the clients requirements and detail costs, availability and venue specifications.

Podcast: An event that broadcasts the audio and/or video portion of a keynote presentation or other educational sessions over the Web in on-demand.

Q:
Q&A: Dedicated time after a presentation or after a meeting set aside for question and answers.

Questionnaire: A tool for gathering information by asking a series of questions, this can be done online or written.

R:
Refurbishment: Updating a venue by redecoration to make it look more aesthetically pleasing or more substantial work to maintain and fix any substandard areas of a venue.

Registration Area: Area set aside solely for event registration.

Risk Assessment / Management: Assessing the possibility of injury or loss to the person attending the conference. Also making sure there is adequate insurance covering every eventuality.

Room Set-Up: The layout and arrangement of a meeting room specified by the client using equipment, chairs, tables and other furniture.

Rooming List: Comprehensive accommodation list showing names, arrival, departure dates and any special requirements.

Room hire rate: the cost of hiring a meeting room exclusive of catering and equipment.

S:
Sound system: provision of PA in a room or venue

T:
Theater Layout: Style of conference layout with the stage at one end and all the chairs facing forward. Usually in a narrow long hall.

U:
Unusual venues: Can include venues such as museums, castles and stately homes, boats, sporting venues, vineyards, aircraft hangers – even a coalmine! Many have conference rooms.

U-Shape Layout: Style of a conference room in a u-shape layout, also know as horseshoe, this can set up with or without tables.

V:
Venue Finding: sourcing the right venue for an event.

Vegan: An individual who does not eat any foods of animal origins. This includes meat, fish and dairy foods.

Vegetarian / Vegetarian option: An individual who does not eat meat. This should always be included in the final contract of the hotel/venue so that they can cater for your needs.

Venue: A place to hold your meeting, exhibition, conference etc TCP can include hotels, conference centre and unusual venues etc.

Video Conference: A meeting which takes place between delegates that are not located in the same area/town etc. This can be organised in any venue with the aid of specific audio visual equipment.

VIP: This can include a Managing Director / CEO of a company, who will get additional benefits i.e upgrade to suite for overnight Accommodation on a complimentary basis.

W:
Waitlist: Term used when a specific date already has an interested party who are holding space provisionally, the new client will then be waitlisted (also known as 2nd option).

Webcast: An event that broadcasts the audio and/or video portion of a keynote presentation or other educational sessions over the Web in real-time.

Web Conferencing: Web browser-based video-conferencing.

Welcome Reception: The opening of an event where welcome drinks and canapés etc are served.

Workshop: This is a term given to areas/rooms that are allocated in addition to the main plenary session; they can consist of teambuilding exercises, Informal sessions of free discussions or training sessions in which delegates, often develop skills and knowledge in a given field.

WIFI (Wireless internet): This is the common term for a high speed internet access that is ‘wireless’. As it names suggests you are cable free.

Working Buffet Lunch (WBL): A selection of finger foods taken in the meeting room to enable delegates to keep working.

X:
Xtraordinary – service always supplied by Hall and Brown staff.

Y:
Yes – please send me information on Hall and Brown

Z:
Zero: Cost of call to find out what we can help you with.




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