Glossary of Terms for Event Organisers
1st Option: Space provisionally held at a venue by a client who has first refusal to confirm the space in advance of any enquiries received at a later date.
2nd Option: Space provisionally held at a venue which is already being held by another client. Should they release the space it is then offered to the client who is holding on 2nd option.
24 Hour Rate: Package rate provided by a venue. Usually includes dinner, overnight accommodation, breakfast, meeting room hire, 3 refreshment breaks throughout the day, lunch and can include some equipment.
Agenda: Itinerary or schedule of an event including subjects to be covered, speakers, timings and attendee information.
Audio Conferencing: In audio conferencing, a third party outside the auditorium can hear the presentation through an analog phone line. The conference can be a two-way or one-way communication.
Auditorium: A room in a theatre style set-up, sometimes with tiered seating.
Equipment: Audio and visual presentation equipment which enhances the technical capability of an event.
B&B: Abbreviation for bed and breakfast.
Back Projection: Usually used for larger stage sets. Projection equipment is set up at the rear of the front stage set and the projector is hidden. Requires approximately 3m of extra space at the front of the stage set to receive the projection and so can affect the maximum capacity of a room.
Break Out Area: An area away from the main meeting/event room. Catering can be served in these areas.
Budget: The total sum of money allocated for an event.
Cancellation Policy: Information included within an event contract giving details of the charges incurred by the client if they should cancel an event and the timescales prior to an event when these charges can be levied.
Conference Centre: A facility where conferences, meetings and events are held. It is generally purpose built or adapted. It may have a restricted licence which prevents non-corporate bookings such as ad-hoc accommodation, weddings or social events.
Contract: A formal, written agreement between a venue or supplier and the client signed by both parties.
Corporate rate: A preferential rate negotiated with a venue on behalf of a client who books regular events or accommodation at that venue.
DB&B: Abbreviation for dinner, bed and breakfast.
DDR: Abbreviation for day delegate rate. Usually includes meeting room hire, 3 refreshment breaks throughout the day, lunch and can include some equipment.
Delegate: Person attending an event.
Deposit: Percentage of the total amount payable to the venue or supplier at confirmation stage to guarantee a booking.
DMC: Abbreviation for Destination Management Company.
Event Manager: Person responsible for managing some or all aspects of an event.
Exclusive Use: An event which uses a venue on an exclusive basis, so prevents any other business taking place at the same time.
Facilitator: Person at an event responsible for ensuring it runs smoothly and according to the agenda. Introduces closes the event, and co-ordinates the speakers or trainers.
Final numbers: Details of how many attendees are expected at an event, usually given to the venue or supplier several days in advance of the event. The venue will charge for this number of attendees.
Finger Buffet: Selection of food options which can be eaten without cutlery.
Fork Buffet: Selection of food options which require cutlery to eat.
Front Projection: Projection of an image onto the front surface of a screen from a projector placed within or behind the audience.
Function Sheet: Order of an event including timings, catering, equipment, accommodation and any special requirements. The client will provide this information to the venue to allow them to create this document and they will run through it with the client to check the running order before the event begins.
Guaranteed late arrival: Requested arrangement in which a hotel keeps a room waiting for a guest arriving late in evening or night. A charge will be made if the guest does not turn up.
HBA: Abbreviation for Hotel Booking Agent.
Hearing Loop: Assists event attendees with hearing aids to hear more clearly by cutting out background noise.
LCD projector: (Liquid Crystal Display) Projection equipment used to project images from a computer onto a large screen.
Maximum capacity: The maximum number of delegates a room can accommodate in a given room layout.
Minimum number: The minimum guaranteed number of persons required for an event. The client signs each event contract committing to pay for at least this number of event attendees.
M.I.C.E.: Meetings, Incentives, Conference and Exhibitions.
PA system: Microphones and amplification equipment.
Pax: Abbreviation for people, e.g. 350 pax = 350 people.
PCO: Abbreviation for Professional Conference Organiser.
PPPN: Abbreviation for per person, per night (with reference to accommodation rates).
PPPS: Abbreviation for per person, per serving (with reference to event catering).
Pro-Forma Invoice: An invoice presented by one company to another for payment for goods or services prior to their delivery. Often this method of payment is used when the companies have not traded before.
Provisional Hold: Event space booked tentatively to allow the client time to consider the available options.
PRPN: Abbreviation for per room, per night (with reference to accommodation rates).
Rack Rate: This is the full, published rate for the cost of a venue space, hotel room or facility prior to any negotiation.
Registration Area: Space used to register event attendees and distribute event materials.
Rooming List: List of guest names for a group accommodation booking provided by the client to the venue several days in advance of arrival.
Room Turnover/Turnaround: Time required between event sessions to clean and/or change the layout or set up of the room.
Site visit: Inspection of the facilities at a venue.
Syndicate Room: Space used at an event in addition to the main meeting room for workshops, meetings or seminars.
TMC: Abbreviation for Total Management Company.
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