A&B: An abbreviation that many conference venues use for Accommodation & breakfast.
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.
Attendees: An individual, registered for or participating in any conference or event. Includes delegates,
exhibitors, media, speakers, and guests.
Attendance: The overall total number of people at an event.
Accompanying Person: Guest, partner or spouse of an attendee. Usually required to pay an
accompanying person reduced rate when registering.
Adjoining Rooms: Hotel bedrooms with have connecting doors. Ideal for families attending events.
Advance Registration: Booking before an event takes places. Allows attendees to register for an event
before it actually takes place. Done through mail, phone, internet or fax. Often at a lower or “earlybird” rate.
Agent: In terms of the event management industry, it is the company given responsibility to act and
manage on behalf of the client. The Conference People are a Full Service Agency, acting as agents for
Event Management and Venue Finding.
Agenda: A list of speakers, timings and presentations handed to conference delegates as part of the
onsite registration.
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.
Advance Deposit: Amount of money paid to secure a hotel room, conference venue or event
management service in advance.
Airport Hotel: Hotel located near a major airport; usually designed for business travellers but most
have good conference facilities.
Amenity: Often complimentary items in bedrooms such as writing supplies, bathrobes, fruit baskets,
shower caps, shampoo and shoe shine mitt provided by facility for guests. Be careful though, some
hotels will be charging for these items!
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 on-site for lighting, sound, video,
staging or other similar elements of a conference or event. Most conference venues have onsite or
preferred suppliers that can assist with basic A/V requirements.
Act of God: An extraordinary natural event such as extreme weather, flood, hurricanes, tornadoes,
earthquake or similar natural disaster that cannot be reasonably foreseen or prevented over which a
contracting party has no reasonable control, making performance of the contract illegal, impracticable
or impossible, thus the parties have no legal responsibility to continue performance of the contract.
Auditorium: Often raked seating similar to university lecture theatres. Many auditoriums are
exceptional conference venues and provide excellent audio-visual facilities
After dinner entertainment: Exciting entertainment to engage your guests after the formalities.
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B:
Beamer: another name for an LCD projector, audio visual equipment – not your neighbour’s BMW!
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. Requires approximately 3 additional
meters of space behind the stage set.
B&B: Bed and Breakfast. Although more commonly know as Accommodation and Breakfast in Venue
Finding terms. This is a rate given by hotels and not to be confused with small Bed and Breakfast
accommodation in seaside towns.
Badge: Identifying sign, tag or emblem worn by event participants. Name badges can be produced by
The Conference People before the event and also onsite to the same high standard.
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.
Business Centre: Area in hotel or event venue offering various office facilities and services.
Business Centre Services: Services that will allow attendees to keep in touch with their office (phone,
fax, message, etc.)
Bespoke Online Delegate Registration: The Conference People have developed the industries finest
and most flexible web based delegate administration system. Unlike so many “off the shelf” systems,
there are no limitations to the design and complexity of the event registration process.
Business Attire: Business suits or jackets with shirts and ties for men and day dresses or suits for
women; usually taken to mean office and not recreational wear. Can include informal forms of national
dress.
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.
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C:
Coeliac: medical condition which requires a gluten-free diet.
Cabaret Style Seating: Seating around tables with a gap closest to the stage so that no delegates have
their backs to the front.
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.
Check-In: Process for hotel guests on arrival at a hotel.
Check-In Time: Time from which hotel can register guests and provide room key.
Check-Out: Process for hotel guest on final departure from a hotel.
Check-Out Time: Time by which bedroom must be vacated and accommodation bill settled.
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.
Corkage: A charge applied by a venue to a client when bringing their own alcohol on site. The charge
is normally made per bottle.
Client: The individual, company, firm, body, agent or person booking the event.
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.
Centrepiece: Decorative item for the centre of a banquet table.
Cancellation Clause: Terms by which a contract may be cancelled and the subsequent penalties
incurred by the cancelling party
Column: A pillar which may support a roof or other structures. May restrict view for delegates in
conference room layouts.
Central Console: Desk usually positioned in the centre of the conference floor space, facing the stage,
from which a production crew operated various AV equipment.
Conference Call: A phone call which links up various phone lines in order that three or more parties
may have a simultaneous conversation.
Conference Telephone: A telephone enabled for conference calls (see ‘conference call’)
Cash Bar: Private bar at which guests are required to make individual payment for drinks ordered.
Confirmation: The oral or written verification by a client that a booking is to go ahead. Usually
followed by a contract.
Compensation: A form of recompense to make up for some sort of loss or shortfall to contract.
Canapés: A small appetiser often served before a meal and eaten with the fingers. Can be hot or cold.
Catering Room: A room separate from the main function room and used solely for food and beverage.
Commission: A payment made to an individual or organisation for bringing business to another
individual or organisation. This is standard procedure in the events industry. You will never pay more
to a venue as a result of using The Conference People.
Complimentary: Comp. Service, or item provided free of charge.
Complimentary Room: A bedroom or function room provided free of charge.
Concierge: Venue staff who’s roles is to provide an assistive service (tickets, travel information,
restaurant booking) for venue guests.
Charter: Private use of a form of transport such as train, plain or boat
Conference Centre: A venue which provides a dedicated environment for events, especially small
events. May be certified by the International Association of Conference Centres.
Conference Pack/Kit: Conference documentation and/or event materials generally contained within a
bag, binder, envelope or folder. Usually handed to delegates during event registration.
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
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D:
Delegate Management System (DMS): The Conference People have developed the industries finest
and most flexible web based delegate administration system. Unlike so many “off the shelf” systems,
there are no limitations to the design and complexity of the event registration process.
Destination Management Company (DMC): TCP provide this for UK events
Day delegate rate (DDR): Rate charged by a venue per delegate per day based on a full day meeting.
This rate will usually include meeting room hire, two or three refreshment breaks, lunch and sometimes
conference equipment (flipchart, screen etc).
DB&B: Dinner, Bed and Breakfast.
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 organiser
Departure Time: Time at which individuals plan to leave a venue
Deposit: A partial payment made in advance of a booking in order to secure.
Database: A collection of information on all prospective attendees and/or exhibitors.
Data Protection Act: UK Law regarding the rights and responsibilities of those dealing with personal
data. The Conference People are registered under the DPA.
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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. All of which can be professionally organised by The Conference People Event
Management Team.
Exhibition: An event (can be free or a chargeable event) where suppliers can showcase their products
and services.
Exhibition Plan: Document showing areas to be occupied by the exhibition; the spaces intended for
booths/stands and those for walkways, catering etc.
Exhibitor: 1) Organisation that showcases its products or services at an exhibition. 2) Event attendee
whose responsibility is to staff their exhibition stand.
Early Bird Registration: Registration for an event i.e. conference, received before a specified date,
usually at a reduced fee. The Conference People can build this into your personal automated Delegate
Management System for your event.
Exhibit Booth/Stand: Specifically measured area of exhibition plan for individual or organisation to
showcase their products and services. Its size depends on the number of exhibitors and the room
capacity. Can be space only or constructed shell-scheme. Exhibitors often pay to use this space.
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F:
Floor plan: the ‘blueprint’ of a room, including electrical points, doors, windows, pillars and other
amenities
Forum: A meeting or breakout session within a meeting where participants have open discussions on
subjects of public interest or of interest to their particular sector.
Fork Buffet: Food served at an event that requires only a fork and not a knife. Often used during a
conference for speed of service.
Food & Beverage (F & B): Any catering service provided by a venue during an event i.e. refreshment
breaks, lunch, drinks reception.
Fairtrade: Way of trading that ensures small farmers in developing countries receive fair market price
for their products enabling them to improve and maintain a decent standard of living.
Feedback: The process of sharing thoughts and observations – can be positive or negative. A useful
event management tool to improve events.
Full English Breakfast: A traditionally British breakfast consisting of tea, coffee, juices, toast and hot
foods such as fried eggs, bacon, sausages, baked beans, mushrooms, tomatoes.
Fire Exit: Door or passageway, clear of obstructions, designed by local authorities for exit from a
building or structure in the event of an emergency such as fire or bomb attack?.
First Aid: Emergency care or treatment administered to an ill or injured person before regular medical
care is available. Term can also be used to define the area where such emergency care is provided. All
The Conference People Event Managers are qualified to administer basic First Aid.
Full Onsite Event Management: When The Conference People are at an event then our event
management team really come into their own. Our experienced event staff will plan your event in the
finest detail, producing an Event Operations Programme to ensure every eventuality is covered, and on
the occasion when the unexpected happens, we are masters at responding quickly, responsibly and
creatively.
First Option: When a venue reserves space e.g. conference rooms or bedrooms for a specified time,
that are not yet contracted for, giving the client time to decide if the venue is right for them. The
interested party is also given first refusal to confirm a tentative space reservation if there is demand
from another group.
Foyer Area: Public area in a venue. Often at the front of a venue or outside larger meeting rooms and
used for catering or registration purposes.
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.
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G:
Get-in: the specified time for crew and staff to access a venue for set-up.
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.
Group Arrivals/Departures: Schedule of information which includes approximate dates and times of
arrival and departure of groups of event attendees. This allows the venue to prepare front desk staff for
check-in and check-out. Schedule often supplied by nominated event management company using
collated delegate information.
Group Booking: Reservation for a block of numerous bedrooms specifically for a group from the same
organisation or for the same event.
Group Rate: Confirmed negotiated bedroom rate extended to attendees from the same group often
attending the same event. The Conference People Venue Finding Team are specialists in negotiating
reduced group rates for your event.
Guaranteed Late Arrival: Bedroom 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 hotel’s pre-determined arrival time.
Green Events: Broad guidelines for a greener event are that it should be organised electronically,
minimise carbon emissions for travelling delegates and speakers, save energy, practice recycling, and
adopt environmentally-thoughtful measures wherever practical and possible.
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H:
Halal Food: Catering prepared according to Islamic Law including meat slaughtered in a particular
manner and permissible food.
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.
Housekeeping: Department within a venue responsible for cleaning a venue. These departments often
offer other services such as guest laundry.
24 Hour rate (24hr): This is a rate that is quoted per delegate based on one night’s accommodation
either prior to or on the day of the conference. Typical 24hr rate includes a three course dinner, bed and
breakfast as well as a full day meeting typically from 09:00 – 17:30. Also included will be 2 to 3
servings of tea and coffee, lunch, equipment such as a flip chart, OHP (sometimes an LCD projector),
screen and of course the main meeting room hire. In 2007, due to their immense buying power, The
Conference People saved clients on average 22% on published 24hr rates.
8 Hour Seats: Dedicated conference chairs designed to be comfortable for duration of a meeting,
typically 8 hours.
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 centre 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.
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I:
Incentive Travel: A travel reward given by companies to employees to stimulate productivity.
Interpreter: An individual who translates during a meeting, presentation or conference.
Interpretation booth: individual, enclosed area for interpreter to sit during simultaneous translation.
Invoice: An itemised bill, including prices, of goods and services sold or provided.
Incidentals: Expenses other than room and tax, billed to a guest’s account (e.g. phone, room service,
etc.).
Incentive: Reward offered by employers to stimulate greater effort.
In-House: Service provided within the conference venue.
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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.
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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.
Kosher: Food prepared according to Jewish dietary laws.
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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.
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M:
MIA: Meetings Industry Association – our trade body. Robert Enefer is a founder member
Master of Ceremonies or Toastmaster: A link between the venue, client and guests who will organise
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.
Minimum Guaranteed Numbers: Means the lowest number of chargeable guests/delegates for the
accommodation and food and beverage as specified in the contract for the event
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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.
Non-Refundable Fare: Most commonly refers to an airline fare or in some cases a rail fare that once
issued cannot be refunded. Some Airlines and Rail Companies may allow a portion of the fare to be
carried over for future travel.
Non-Smoking Area: Venue, area or room strictly prohibiting smoking.
Non-Transferable: Once the ticket is issued, no name changes are allowed.
No-Show: Hotel guest or delegate who has a reservation and does not advise the hotel that they are not
going to use it.
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.
Neck Microphone: Small, light and easily moveable microphone that is worn around the neck.
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O:
Operational Programme: The Conference People’s event blueprint is second to none. We excel in
providing our clients with highly detailed information from the initial planning stages right through to
post event analysis.
On Consumption: Amount on the invoice which details what was actually used, for example how
many bottles of wine were consumed or how many internet minutes were used.
Online Forum: online community where visitors may read and post topics.
Online Registration: The Conference People’s bespoke online registration system is the simplest and
fastest way for our clients to register on an event.
On-Site Office: Room or an area set aside for the event organisers to use as a temporary office.
Overbooked: 1) A Hotel accepting bedroom reservations for more hotel bedrooms than are available.
2) Oversold airline flights.
Overbooking: Common practice within hotels and airlines where they overbook bedrooms/seats on
flights to compensate for the number of no-show passengers and non-arrivals.
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 TCP’s Event Manager.
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P:
Partner / Spouse Programme: Organised social and/or educational events arranged for the guests of
the event delegates.
Pillow Gift: An in-room amenity left in the evening while an event is underway, that the attendee will
discover upon returning to the room. Can be gifts from sponsors, etc. Venues will usually charge a
nominal amount per room to do this.
Podium: Raised platform where a speaker stands when delivering his or her remarks.
Pro Forma Invoice: An invoice provided by a supplier prior to the provision of the service.
Pre-Registration: Booking before an event takes places. Allows attendees to register for an event
before it actually takes place. Done through mail, phone, internet or fax. Often at a lower rate.
Proposal: Produced in response to an enquiry, it would match all the clients requirements and detail
costs, availability and venue specifications. Our team of venue finding specialists would turn an
enquiry into a detailed proposal in 24 hours for UK enquires and 48 hours for overseas.
Per Room Rate: Cost given per room regardless of the amount of guests occupying it.
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.
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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.
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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.
Registration Fee: Cost of attending a conference, fees can vary according to the time of registration,
level of participation and also membership type.
Registration Form: A form provided to capture delegate information and enables a delegate to sign up
for an event.
Registration Pack: Information provided for the attendee of the event, materials such as location
maps, agenda, programme and badges.
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.
Restaurant Lunch: Lunch which is taken in the venue’s restaurant.
Regional Flights: Flights that depart or arrive at regional airports.
Room Turnover: Amount of time needed to tear down and reset a function room.
Room Turnover: Time allowed in order for the venue to reset the meeting room from one layout to
another.
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U:
Upgrade: This will be given to a Managing Director or Organiser of the conference to receive an
upgraded bedroom (i.e suite), which will be complimentary if you use the services of TCP.
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.
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V:
Value Added: you automatically get this when you choose TCP.
Venue Finding: sourcing the right venue for an event. Contact the experienced team at TCP
VAT: Value Added Tax. In any TCP proposal clients will always be informed as to what items include
or exclude VAT.
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. when you can TCP we will complete a comprehensive proposal with 24
hours (UK) or 48 hours (overseas).
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.
Venue Inspection: This will be arranged through the TCP venue finding department, in order for you to
view the facilities before final confirmation. One of our event managers can also accompany you on
this visit.
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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.
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X:
Xtraordinary service: by The Conference People.
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Y:
Yes please send me information on The Conference People
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Z:
Zero: What it costs you to use our free venue finding service!
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