Event Professional Training and Logistics Flashcards

This set of vocabulary flashcards covers essential terms, roles, and concepts in event planning, logistics, marketing, and evaluation as discussed in the lecture.

Observation

The method used to observe attendee behaviour directly during an event.

AV technician

The staff member responsible for handling technical equipment.

PEST analysis

An evaluation of Political, Economic, Social, and Technological factors in the macro-environment.

AV

An acronym standing for Audio Visual in event production.

Site visit

A pre-event activity used to identify layout issues in advance.

Diversity (in staffing)

The practice of hiring staff with varied skills and perspectives to enrich event organization.

Execution

The step in the event model that follows the planning phase.

Memorabilia

In modern events, examples include social media shareable moments used to create lasting memories.

Contact sheet

A document listing key contacts required for the event day.

Load-in planning

A process focused on ensuring an efficient setup of the event.

SMART objectives

Specific, Measurable, Achievable, Relevant, and Time-bound goals used to measure success in event evaluation.

HR

An acronym for Human Resources.

Inception

The initial idea stage of event planning.

Break rota

A tool used for scheduling staff breaks.

Senses (in immersion)

Includes sight, smell, and taste; time is NOT typically engaged as a sense in sensory immersion.

Qualitative feedback

Non-numerical information, such as guest satisfaction comments.

Health and safety officer

The role responsible for ensuring safety compliance at an event.

ROI

An acronym for Return on Investment.

Target audience

The specific group of people an event is aimed at.

Early-stage research

Research conducted to help identify challenges early and reduce planning risk.

Feasibility screening failure

A situation where a venue is unavailable or lacks basic infrastructure for the proposed event.

Carù and Cova's model

A model where 'Downtime' represents the final phase.

Competitive bidding

A procurement method that involves seeking multiple supplier bids.

Lifecycle costing

The practice of assessing the total cost over the entire duration of an event.

Conversion rate

A KPI that measures ticket purchases resulting from individual advertisement clicks.

Feasibility study

An assessment used to determine project viability.

Gantt chart

A tool used mainly for scheduling specific tasks throughout the planning process.

Benchmarking

A research method used to compare best practices within the industry.

SCAMPER model

A framework where asking 'What can be reversed?' helps explore creative alternatives.

SWOT analysis

A strategic tool that includes a key component known as 'Opportunities'.

ADA compliance

Refers to ensuring accessibility for disabled persons in venue selection.

Layout and zoning

Site planning elements used to ensure smooth crowd flow.

Contingency planning

The creation of backup plans to address potential issues or unexpected disruptions.

Production schedule

A detailed document used to avoid conflicts and delays during event delivery.

Supplier briefing

A meeting used to align expectations and requirements between organizers and vendors.

Front-of-house manager

The individual responsible for overseeing guest services.

Early bird discount

The term for offering special reduced prices to attendees who book their tickets early.

Contingency fund

Reserve money set aside specifically for emergencies.

Running order

A document used to outline the sequence of event activities.

Topic theme

A type of theming that focuses on a single problem or idea.

Strategic intent

The phase that helps define the purpose and direction of an event.

Risk register

A key output of the planning phase used to track potential hazards.

Hybrid event

An event format that combines both in-person and virtual elements.

AR

An acronym for Augmented Reality.

Formative evaluation

Evaluation that occurs during the event to assess ongoing performance.

Summative evaluation

Evaluation that takes place after the event has concluded.

Logistics coordinator

The role responsible for overseeing transport and the movement of supplies.

Load-out

The term referring to the process of closing down the site and removing equipment after the event.

Income statement

A financial document summarizing income and expenses.

Variable cost

A type of cost that changes depending on attendance numbers.

Cross-training

Training staff members to be capable of performing multiple different roles.

PPE

Personal Protective Equipment used to protect the health and safety of staff.

Rota

A document outlining the work schedule for staff members.

Reach

A marketing metric that measures the total number of people who saw an advertisement.

Procurement

The process of acquiring goods and services for an event.

KPI

Key Performance Indicator.

ISO 20121

An environmental certification specifically for event sustainability management.