Events Glossary
Event planning, production, venues, conferences, and corporate event terms
A
A/V Rider
A technical document specifying all audio-visual equipment requirements for a speaker or performer.
AV
Audio-visual equipment and services for sound, video, and lighting at events.
AV Production
The technical coordination of audio, video, and lighting for events.
Activation Zone
Designated area within an event designed for interactive brand experiences, product demonstrations, or engagement activities.
Attendee Acquisition
The marketing strategies and tactics used to attract and convert target audiences into event registrants.
Attendee Acquisition Strategy
Planned approach to attracting and registering target audiences for events.
Attendee Engagement Strategy
Comprehensive plan to maximize participant interaction, learning, and satisfaction through targeted activities and experience design.
Attendee Flow Design
Strategic layout planning that optimizes attendee movement patterns, reduces congestion, and enhances the overall event experience.
Attendee Journey
The complete experience an attendee has before, during, and after an event.
Attendee Journey Mapping
The process of visualizing every touchpoint in the attendee experience to optimize engagement and eliminate friction.
Attendee Journey Orchestration
Comprehensive strategy for designing and managing every touchpoint in the attendee experience from awareness through post-event follow-up.
Attendee Logistics
Management of attendee travel, accommodations, transportation, and on-site experience elements.
Attendee Mobile App
Smartphone applications that provide event information, networking, and engagement features to attendees.
Attendee Persona
Archetypal profile representing key segments of event attendees.
Attendee Sentiment Analysis
Data analytics approach using surveys, social media monitoring, and behavioral data to measure attendee satisfaction and emotional responses.
Attrition Clause
A contract provision specifying penalties if actual attendance falls below committed room nights or attendees.
Attrition Rate
The percentage of reserved hotel rooms or guaranteed attendees that fail to materialize.
Audience Engagement Tools
Interactive technology features used during events to involve attendees through polls, Q&A, chat, gamification, and real-time feedback.
Audience Response System
Technology platform enabling real-time interaction between presenters and audiences through polls, Q&A, and feedback collection.
B
BEO
Banquet Event Order, a detailed document specifying all event logistics for venue staff.
BEO (Banquet Event Order)
A document detailing all arrangements between a venue/caterer and event client.
Badge
The credential worn by attendees identifying them and indicating their access level or role.
Badge Scan
Electronic capture of attendee information from event credentials for lead retrieval.
Badge Scanning
Technology for capturing attendee information through scannable credentials at events.
Banquet Event Order (BEO)
A detailed document from the venue outlining all agreed-upon event specifications including room setup, catering, AV equipment, and timing.
Behavioral Analytics Dashboard
Real-time data visualization system tracking attendee behaviors, preferences, and engagement patterns to inform immediate event optimization decisions.
BizBash
Leading events industry publication covering event design, trends, and creative inspiration.
Bizzabo
A modern event experience platform for professional in-person and hybrid events.
Breakout Capacity
The number of separate meeting spaces a venue can provide for smaller sessions.
Breakout Room
Smaller meeting spaces adjacent to main conference areas used for concurrent sessions or small group discussions.
Breakout Session
Smaller, focused sessions that run concurrently during a conference.
Bump-In
The process of moving equipment, sets, and materials into a venue before an event.
Bump-Out
The process of dismantling and removing all event equipment and materials from a venue.
Buyout
Exclusive rental of an entire venue, preventing other events during your time.
C
Call Time
The scheduled arrival time for staff, vendors, or talent at an event.
Call for Proposals (CFP)
Open solicitation inviting speakers and presenters to submit session proposals for conferences.
Call for Speakers
The process of soliciting and evaluating proposals from potential presenters for conference sessions.
Carbon Neutral Event
An event that measures its total carbon emissions and offsets them through verified carbon reduction or removal projects.
Catering
Food and beverage service provided at events, from coffee breaks to formal dinners.
Catering Guarantee
The confirmed number of guests for which food and beverage will be prepared and billed.
Catering Manager
The venue representative responsible for food and beverage planning, execution, and coordination for events.
Community Event
An event designed primarily to build, strengthen, or engage a community of people around shared interests, values, or goals.
Conference Format
The structural design of a conference including session types, timing, and interaction patterns.
Conference Planning
The specialized process of organizing multi-session educational and networking events.
Conference Program
The complete schedule of sessions, speakers, activities, and events that make up a conference experience.
Conference Sponsorship
Financial support from companies in exchange for visibility, access, and marketing opportunities at conferences.
Content Capture
Professional recording of event sessions for later use in marketing and attendee follow-up.
Content Curation
Strategic selection and organization of educational sessions, speakers, and materials to create cohesive learning experiences aligned with audience needs.
Content Programming
Strategic development and curation of educational sessions, speakers, and learning experiences that align with event objectives.
Content Programming Strategy
Strategic approach to designing, selecting, and sequencing educational content and speakers to achieve specific learning objectives.
Contingency Planning
Preparing alternative plans for potential problems including weather, technical failures, and attendance variations.
Corkage
A fee charged by venues when clients bring their own beverages.
Corporate Event
Events organized by businesses to engage employees, clients, partners, or stakeholders.
Corporate Event Branding
Strategic integration of company visual identity, messaging, and values throughout all event touchpoints to reinforce brand positioning.
Crisis Communication Protocol
Predetermined communication procedures and messaging strategies for managing emergency situations or unexpected event disruptions.
Crisis Response Protocol
Structured emergency procedures and communication systems for managing unexpected disruptions and ensuring attendee safety during events.
Cross-Platform Content Syndication
Strategy for distributing event content simultaneously across multiple digital channels and platforms to maximize reach and engagement.
Crowd Flow
The movement patterns of attendees through an event space.
Customer Summit
Event bringing customers together to learn, network, and deepen relationships with a company and each other.
Cvent
A leading enterprise event management software platform.
Cvent CONNECT
Annual conference for event professionals featuring education, product updates, and networking for event technology users.
D
Data-Driven Event Planning
Using historical data, real-time analytics, and attendee insights to inform every decision in the event planning process.
Day-of Coordinator
A professional who manages event logistics and execution on the actual event day.
Digital Experience Integration
Seamless incorporation of digital technologies and online elements into physical events to enhance engagement and accessibility.
Digital Swag Bag
A curated collection of digital resources, offers, and content delivered electronically to event attendees instead of physical merchandise.
Digital Twin Event Modeling
Virtual replica of physical event spaces and processes used for planning, simulation, and optimization of attendee flow and experiences.
Drayage
The handling and transportation of exhibit materials within a convention venue.
Dynamic Pricing Strategy
Revenue optimization approach that adjusts registration fees based on demand, timing, inventory levels, and market conditions.
E
Emergency Response Protocol
Documented procedures for handling medical emergencies, severe weather, security threats, and other crisis situations during events.
Engagement Velocity Tracking
Real-time measurement of attendee interaction rates across different event touchpoints to optimize engagement strategies during the event.
Event Ambassador Program
A structured program where selected attendees or community members promote an event in exchange for perks, recognition, or compensation.
Event Analytics
Data collection and analysis to measure event performance and attendee behavior.
Event App
A mobile application providing event information, networking, and engagement features.
Event Brief
A comprehensive document outlining all key details and objectives for an event.
Event Budget Reconciliation
Post-event financial analysis comparing actual expenses and revenues against projected budgets to identify variances and inform future planning.
Event Build Schedule
Detailed timeline outlining all physical setup activities, vendor coordination, and installation phases for event production.
Event Carbon Footprint
The total greenhouse gas emissions produced by all aspects of an event from planning through execution.
Event Carbon Offset
Programs that calculate and compensate for the greenhouse gas emissions generated by events through environmental investments.
Event Carbon Offset Program
Initiative to measure, reduce, and compensate for greenhouse gas emissions generated by event activities through verified environmental projects.
Event Check-In Software
Digital tools that manage attendee registration verification and entry processing at events.
Event Command Center
Centralized control hub where event staff coordinate operations, monitor activities, and manage real-time communications.
Event Concierge
A dedicated service role providing personalized assistance, recommendations, and problem-solving for event attendees.
Event Contingency Plan
Prepared responses for potential problems that could disrupt an event.
Event Data Architecture
Systematic framework for collecting, integrating, and analyzing data from multiple event sources to enable informed decision-making.
Event Data Privacy Compliance
Adherence to data protection regulations when collecting, storing, and processing attendee information for events.
Event Experience Design
Holistic approach to creating memorable, purposeful attendee journeys at events.
Event Floor Plan
Detailed diagram showing the spatial layout of an event venue including seating arrangements, stages, vendor booths, and traffic flow patterns.
Event Gamification
Applying game mechanics like points, challenges, and leaderboards to event experiences to increase engagement and participation.
Event Impact Measurement
Systematic evaluation of event outcomes against predetermined objectives using quantitative and qualitative metrics.
Event Intelligence
Using data and analytics from past events to optimize planning, personalize experiences, and measure success.
Event Lead Capture
Systems for collecting and qualifying prospect information from trade shows and events.
Event Logistics Coordinator
Professional responsible for managing operational details including vendor coordination, timeline execution, and on-site problem resolution.
Event Management
The application of project management principles to the creation and development of events.
Event Management Platform
Software that centralizes event planning, registration, attendee management, and analytics.
Event Management Software
Comprehensive platforms that handle registration, attendee management, logistics, and event operations.
Event Marketing
Marketing strategy that promotes brands, products, or services through hosted or sponsored in-person or virtual events.
Event Mobile App
A smartphone application designed for event attendees that provides schedules, maps, networking tools, and real-time updates during an event.
Event Planning
The process of organizing and coordinating all aspects of an event from concept to execution.
Event Production
All technical and creative elements required to execute an event, including staging, AV, and lighting.
Event Production Timeline
Master schedule coordinating all event planning and execution activities.
Event ROI
Measurement of the return on investment from an event, comparing outcomes achieved to resources invested.
Event ROI Calculator
A framework for measuring event return on investment across revenue, lead generation, and brand value metrics.
Event Registration
The process and systems for attendee sign-up, ticketing, payment, and information collection.
Event Registration Platform
Software that manages the attendee registration process for events, handling ticketing, payments, confirmations, and attendee data collection.
Event Rider
Detailed technical and hospitality requirements document specifying all needs for speakers, performers, or special guests.
Event Risk Assessment
Systematic evaluation of potential hazards and vulnerabilities that could impact event safety, success, or organizational reputation.
Event Risk Matrix
Systematic tool for identifying, assessing, and prioritizing potential event risks based on probability and impact severity.
Event Run of Show
A minute-by-minute timeline that outlines every element of an event from setup to breakdown, serving as the master schedule for all vendors and staff.
Event Security Briefing
Comprehensive security orientation and communication process for all event staff and vendors to ensure coordinated safety protocols.
Event Security Planning
Comprehensive safety and security strategy addressing crowd management, access control, emergency response, and threat mitigation protocols.
Event Sponsorship
Companies paying for branded presence and marketing opportunities at events.
Event Sustainability
Planning and executing events with minimal environmental impact.
Event Tech Rider
Technical requirements document specifying all technology, connectivity, and digital infrastructure needs for an event.
Event Tech Stack
The collection of technology tools used to plan, execute, and analyze events.
Event Technology
Software and hardware solutions that enhance event planning, execution, and attendee experience.
Event Technology Integration
Strategic implementation of digital tools and platforms to enhance attendee experience, streamline operations, and capture valuable event data.
Event Technology Stack
The integrated suite of software tools used to plan, execute, and measure events from registration to follow-up.
Event Theming
Cohesive design concept that unifies all visual and experiential elements of an event.
Event Waste Audit
Systematic assessment of event waste generation, disposal methods, and opportunities for reduction to improve sustainability performance.
Eventbrite
A leading event ticketing and management platform for in-person and online events.
Executive Retreat
Off-site gatherings for leadership teams to focus on strategy, planning, and team building away from daily operations.
Exhibit Hall
The area of a conference or trade show where exhibitors display products, services, and information to attendees.
Experience Design
The intentional crafting of every attendee touchpoint to create cohesive, memorable, and meaningful event experiences.
Experience Personalization Engine
Technology system that customizes event content, recommendations, and interactions based on individual attendee preferences and behavioral data.
Experiential Activation
A marketing event or installation designed to create memorable brand experiences through interactive engagement.
Experiential Marketing
Marketing strategy that engages consumers through immersive, interactive brand experiences.
F
F&B (Food and Beverage)
All food and drink services provided at an event, from coffee breaks to formal dinners.
F&B Minimum
The required minimum spend on food and beverage at a venue.
Fire Marshal Capacity
The maximum legal occupancy of a venue as determined by fire safety regulations.
Fireside Chat
An informal, conversational interview format at events where a moderator guides a discussion with one or two speakers on stage.
Force Majeure
Contract clause covering unforeseeable circumstances that prevent event execution, like natural disasters or pandemics.
G
General Session
A main conference session where all attendees gather together in one room.
Green Room
A private backstage area where speakers, performers, or VIPs wait and prepare before going on stage.
Greening
Implementing environmentally sustainable practices throughout event planning and execution.
H
Hard Costs
Fixed event expenses that must be paid regardless of attendance, like venue rental and AV.
Hybrid Event
An event that combines in-person and virtual attendance options simultaneously.
Hybrid Event Platform
Technology infrastructure enabling simultaneous in-person and virtual participation with interactive features.
Hybrid Event Production
Creating experiences that serve both in-person and remote audiences simultaneously.
Hybrid Event Strategy
A comprehensive approach to planning events that serve both in-person and virtual audiences with distinct but connected experiences.
Hybrid Event Technology
Technology enabling simultaneous in-person and virtual event experiences.
I
I&D
Installation and Dismantle, the setup and teardown of event structures and exhibits.
IMEX (Worldwide Exhibition for Incentive Travel, Meetings and Events)
Major trade show connecting event planners with venues, destinations, and suppliers worldwide.
Immersive Experience
An environment or event that fully surrounds participants, engaging multiple senses to create complete absorption in the experience.
Immersive Experiences
Event environments using technology to create engaging, multi-sensory experiences.
Inclusive Event Design
Proactively designing events to be accessible, welcoming, and meaningful for attendees of all abilities, backgrounds, and needs.
Interactive Polling
Real-time audience voting and feedback during event sessions.
K
L
Lead Capture
Systems for collecting contact information from event attendees or booth visitors.
Lead Retrieval
Technology systems that capture attendee information at trade show booths or event activations.
Live Polling
Real-time audience response technology for gathering input and driving engagement during sessions.
Load-In
Period when equipment and materials are brought into a venue for setup.
Load-In Schedule
The planned sequence for bringing equipment, decor, and supplies into a venue before an event.
Load-In/Load-Out
The process of bringing equipment into and removing it from an event venue.
M
MICE (Meetings, Incentives, Conferences, Exhibitions)
The business tourism segment encompassing meetings, incentive travel, conferences, and exhibitions.
MPI World Education Congress (WEC)
Annual conference for meeting professionals featuring education, networking, and industry innovation.
Meeting Professionals International (MPI)
Global association for meeting and event professionals providing education, community, and professional development.
Meetings & Conventions
Trade publication serving meeting planners with destination guides, planning resources, and industry news.
Mobile Event App
Smartphone application providing attendees with event information and engagement features.
N
Networking Event
A professional gathering designed specifically to create business connections and relationship-building opportunities among attendees.
Networking Facilitation
Intentional design of opportunities and activities that enable meaningful attendee connections.
Networking Reception
A social event designed to facilitate informal conversations and relationship-building among attendees.
P
Pipe and Drape
A modular system of metal pipes and fabric drapes used to create temporary walls and booth dividers.
Plenary Session
A session attended by all conference participants, typically featuring keynotes or major announcements.
Pop-Up Experience
A temporary retail space or brand installation designed to create buzz and engage audiences in unexpected locations.
Post-Event Analysis
Systematic evaluation of event performance using attendee feedback, financial data, and objective metrics to inform future planning decisions.
Post-Event Content Strategy
Systematic approach to capturing, packaging, and distributing event content to extend value and engagement beyond the live experience.
Post-Event Strategy
Planned follow-up activities that extend event value and drive business outcomes.
Pre-Con Meeting
A planning meeting held shortly before an event to finalize details with all key stakeholders.
Product Launch Event
An event organized to introduce a new product to the market.
Production Timeline
Detailed scheduling document outlining all production activities, deadlines, and dependencies from initial planning through event completion.
Professional Convention Management Association (PCMA)
Association serving business events strategists with education, community, and industry leadership.
R
RFP (Events)
Request for Proposal document sent to venues and vendors soliciting competitive bids for event services.
RSVP Management
The process of collecting, tracking, and managing guest responses to event invitations.
RSVP Rate
The percentage of invited guests who respond to an event invitation, either confirming or declining attendance.
Registration
The process of collecting attendee information and payment for event participation.
Registration Desk
The designated area where attendees check in and receive credentials upon arrival.
Registration Platform
Software systems managing event attendee registration and ticketing.
Request for Proposal (RFP)
A document sent to venues or vendors describing event requirements and requesting pricing proposals.
Revenue Stream Diversification
Strategy for creating multiple income sources beyond traditional registration fees to maximize event profitability and financial sustainability.
Revenue Stream Optimization
Strategic approach to maximizing event profitability through diversified income sources and enhanced value propositions.
Room Block
A group of hotel rooms reserved at negotiated rates for event attendees.
Run of Show
A detailed timeline document that outlines every element of an event minute-by-minute.
S
Sales Kickoff
Annual gathering to align, train, motivate, and energize sales teams for the upcoming year or quarter.
Session Facilitation
Professional management of educational sessions to maximize learning outcomes through structured discussion, audience interaction, and knowledge transfer.
Session Mapping
Strategically organizing concurrent sessions to minimize conflicts and maximize attendee value throughout an event.
Session Scanning
Tracking attendee participation by scanning badges at individual session rooms.
Session Tracking
Technology that monitors which sessions attendees actually attend.
Show Call
The scheduled time when production crew and performers must arrive at the venue.
Show Flow
The chronological sequence of all event activities including speaker transitions, entertainment segments, breaks, and technical cues.
Show Rate
The percentage of registered or confirmed attendees who actually attend an event.
Silent Auction
Fundraising format where attendees submit written bids on items throughout an event.
Simultaneous Interpretation
Real-time translation of spoken content into other languages during an event.
Site Inspection
An in-person visit to evaluate a potential event venue before committing to a contract.
Speaker Bureau
Professional service organization that represents speakers and facilitates matching them with appropriate events based on topic expertise and audience fit.
Speaker Coaching
Professional development support helping presenters improve delivery skills, content organization, and audience engagement techniques for effective presentations.
Speaker Engagement Protocol
Structured process for recruiting, preparing, and managing speakers to ensure high-quality presentations and positive participant experiences.
Speaker Green Room Management
Comprehensive coordination of speaker preparation spaces, including scheduling, amenities, technical support, and hospitality services.
Speaker Vetting
The process of evaluating potential speakers for expertise, presentation quality, and fit.
Speed Networking
A structured networking format where participants rotate through brief one-on-one or small group conversations at timed intervals.
Sponsor Fulfillment
The process of delivering all contracted benefits and recognition to event sponsors.
Sponsorship
Financial or in-kind support from companies in exchange for brand exposure and marketing opportunities.
Sponsorship Activation
Activities that bring sponsor presence to life beyond logo placement, creating meaningful attendee interactions.
Stage Plot
A diagram showing the layout of equipment, performers, and elements on stage.
Stakeholder Alignment
Process of ensuring all key decision-makers and influencers share common understanding of event objectives, expectations, and success metrics.
Stakeholder Journey Mapping
Visual representation of all touchpoints and experiences for different stakeholder groups throughout the entire event lifecycle.
Stakeholder Value Mapping
Strategic process for identifying and optimizing value propositions for all event stakeholders including attendees, sponsors, speakers, and partners.
Strike
The theatrical term for dismantling and removing a set, staging, or event production.
Strike Protocol
The organized process for dismantling and removing event elements after conclusion.
Supplier Performance Management
Systematic evaluation and optimization of vendor relationships through performance tracking, feedback systems, and strategic partnership development.
Sustainable Events
Events designed to minimize environmental impact and support ecological responsibility.
Swag
Promotional items and branded merchandise given to event attendees.
T
U
V
VIP Experience Design
Creating premium, differentiated experiences for high-value attendees through exclusive access, amenities, and personalized touches.
Vendor Coordination Hub
Centralized communication and project management system for coordinating multiple event suppliers, contractors, and service providers.
Venue Accessibility Audit
Comprehensive evaluation of venue facilities and services to ensure compliance with disability access requirements and inclusive design principles.
Venue Capacity
The maximum number of people a venue can safely accommodate.
Venue Capacity Modeling
Mathematical analysis of space utilization including seating configurations, traffic flow patterns, and safety requirements for optimal attendee experience.
Venue Contract
Legal agreement between event organizers and venue specifying terms, costs, services, and responsibilities.
Venue Contract Negotiation
Strategic process of securing favorable terms for space rental, services, and policies while managing financial and operational risks.
Venue Partnership Development
Strategic relationship building with venue partners to secure favorable terms, priority booking, and enhanced service levels.
Venue RFP
A Request for Proposal document sent to venues detailing event requirements.
Venue Site Inspection
A physical visit to evaluate a potential event venue, assessing its layout, facilities, accessibility, and suitability for specific event requirements.
Venue Sourcing
The strategic process of identifying, evaluating, and selecting event venues that align with program objectives, budget constraints, and attendee needs.
Venue Tech Audit
Comprehensive assessment of a venue's technical capabilities, infrastructure, and equipment to ensure event requirements can be met.
Venue Tech Stack
The integrated set of technologies deployed at an event venue for registration, engagement, production, and data capture.
Venue Technical Rider
A document specifying technical requirements that a venue must provide for an event or performance.
Venue Technology Stack
The integrated suite of technologies installed at an event venue.
Virtual Event
Events conducted entirely online, allowing participants to attend remotely via digital platforms.
Virtual Event Platform
Software that enables online events with features like live streaming, networking, virtual booths, and attendee engagement tools.
Virtual Networking
Digital tools and formats that facilitate meaningful connections between virtual event attendees.
W
Walk-Through
A physical tour of event spaces to review logistics, layouts, and operational details.
Wellness Break
Scheduled pauses in event programming dedicated to attendee physical and mental well-being through guided activities.
Wellness Programming
Health-focused activities integrated into event schedules to support attendee wellbeing.
White Glove Service
Premium service level providing exceptional attention to detail and personalized care throughout the entire event experience.
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