Meeting & Event Management Block 4

Well Brand

An economical choice of brands of wine or distilled spirits - above the house brand.

Waiter Parade

Servers circle the room before placing food on the tables with a flourish

Action Station

Chefs prepare food to order in one spot and then serve the dish fresh to guests.

Charger

Plate based under bowl, glass, condiments, etc.

English service

Food is presented to diners on a tray. The guest either cuts the food themselves or has the server serve them.

Plated service

Foods arranged on individual plates in the kitchen and then served to guests at their table.

Banquet Event Order (BEO)

Form used by hotels to provide details about food and beverage choices and room set up

Over-set

Number of meals set over the guarantee. Paid for by the client only if actually consumed.

Corkage

A charge placed on beer, liquor and wine brought into a facility but purchased elsewhere.

Ticket Exchange

Event participants receive an event coupon to turn in for meals + seats. Controls numbers + reduces no show surprises.

Walk-on

Music playing while a new presenter arrives on stage.

Rostrum

Raised platform on which a speaker stands when delivering remarks. Also known as a podium.

Buzz session

Method to increase audience participation by dividing participants into groups that each report back.

Keynote address

Opening remarks at a meeting that sets the tone or theme of the event.

Concurrent session

Multiple sessions scheduled at the same time.

Plenary session

General session for all participants.

Pecha Kucha

Sessions that include a series of short presentations of 20 slides lasting 20 seconds each.

Ramp session

Session added on to the end of the day's program, usually after dinner, to accommodate extra presentors.

Invited speaker

Person invited to deliver a speech. Travel, housing and food costs may be provided.

Social program

Program of organized functions, not directly related to the main educational subject of an event.

Intelligent lighting

Computer-controlled lighting instruments that move light around the room + project on screens, scenery etc

Line array speaker system

Loudspeaker system consisting of multiple loudspeaker elements mounted in a vertical line to create directional sound.

Parabolic screen

Type of front projection screen surface which is rigid and allows only narrow angle viewing.

Windscreen

Porous cover for microphones to block unwanted sounds.

Soundscape

Atmosphere created with the use of sound and music effects.

Lighting plot

A print showing the location and type of lights used in a booth/stand or in a meeting environment.

Matte screen

Screen having a flat or non-shiny finish. Can be viewed from all angles.

Subwoofer

A component of a loudspeaker system that reproduces very low bass frequencies.

Pressure Zone Microphone (PZM)

A microphone that can be placed on a large surface (ie table or wall) that picks up sound from the entire room.

Keystone effect

Distortion of a projected image (image is wider on top). Caused when an image source isn't perpendicular to the center.

Force Majeure Clause

A clause in an agreement that excuses performance in the event that an unforeseeable circumstance makes it impossible.

Indemnification Clause

Contractual promise in which one party protects another party from liability as result of a third party's mistake

Non-performance

To neglect, fail or refuse to perform an act specified in an agreement. May result in liability for damanges.

Error and Omission Insurance

A form of insurance that indemnifies the insured for loss sustained because of an error or oversight on their part

Release

Signed form giving permission to record a person's image or presentation.

Rider

Additional clause in a contract stipulating special requirements.

Security cage

Portable wire enclosure used to lock materials up for safekeeping.

Signed exception

Delivery receipt, signed by the carrier, noting a damage or shortage.

Waiver of subrogation

A release of rights to substitute one party for another.

Professional liability insurance

Insurance that protects event planning agencies against negligence and other claims initiated by the client

Style sheet

A list of special spellings, terms and style points to be used consistently in materials related to the event.

Lead tracking

A system used to conduct follow-up activities for sales prospects resulting from an event.

Prospectus

Promotional materials that showcases chief features and benefits (to a potential sponsor, exhibitor, etc)

Alternate media

Alternatives to print materials provided to assist people with disabilities in achieving full participation.

Show card

Material used for signs

Smart form

Web-based form that can designed to guide the user through the process of completing the form with few errors.

Protocol

Customs and regulations for dealing with diplomatic formality, precedence and etiquette.

Collateral

Collective term for material distributed to attendees, including marketing materials, badges, agenda, etc.

In-kind sponsorship

A business provides goods or services in lieu of direct financial support (ie wine from a winery)

Media sponsor

Donation of advertising space and/or services