Accessibility Requirements

Any regulations pertaining to making facilities accessible to disabled persons. For example, ramps for wheelchair access.

Air Quality Monitoring

Any monitoring undertaken by a facility or third-party organization that reviews air quality.

Alternative Fuels

Alternative fuels include a wide range of fuel types including biofuels derived from corn, soy and recycled cooking oils, ethanol blended fuel, biodiesel, bioalcohol (methanol, ethanol, butanol), chemically stored electricity (batteries and fuel cells), hydrogen, non-fossil methane, non-fossil natural gas, vegetable oil and other biomass sources.

APEX

(stand for Accepted Practices Exchange) – APEX is an initiative of the Convention Industry Council that is bringing together all stakeholders in the development and implementation of industry wide accepted practices to create and enhance efficiencies throughout the meetings, conventions and exhibitions industry.

APEX/ASTM Environmentally Sustainable Event Standards

The industry’s first and only comprehensive standards for environmentally sustainable meetings are being created through a partnership of CIC’s APEX initiative and the American Society for Testing and Materials International.

Aqueous Inks

Inks which can be dissolved by water instead of solvents.

Audiovisual

Also AV. Equipment, materials, and teaching aids used in sound and visual presentations, such as video projection, monitors, sound equipment, et cetera.

Audit

1) A methodical examination and review of records pertaining to an event. For instance, an independent verification of attendance figure submitted by an exhibition’s producers.

2) An unbiased examination and evaluation of the financial statements of an organization. It can be done internally (by employees of the organization) or externally (by an outside firm).

Best Practices

Best practices are generally accepted, informally standardized techniques, methods or processes that have proven themselves over time to accomplish given tasks. Often based upon common sense, these practices are commonly used where no specific formal methodology is in place or the existing methodology does not sufficiently address the issue. (This definition is from Wikipedia)

Bid

A proposal submitted by a convention and visitors bureau and/or hotel(s) or other suppliers to an event organizer that includes detailed specifications (such as dates, rates, concessions, et cetera.).

Biodegradable

Capable of being broken down by natural processes, such as bacterial action.

Biodiesel

A clean burning, alternative fuel derived from animal fats or vegetable oil that can be used in diesel-burning engines. It does not contain petroleum products, but may be blended with petroleum-based diesel.

BioPreferred

Bio-Preferred focuses on use of biobased materials. It is a USDA designation that encourages purchase of products made with agricultural materials such as soy, corn, sugar cane, et cetera. Bio-Preferred content requirements range from 7 percent to 95 percent bio-based materials depending on the product sub-category. Purchasing BioPreferred items can help agencies support farmers and encourage manufacturers to use alternatives to synthetic chemicals. http://www.biopreferred.gov/

Branded Materials

Any materials that include the host organization and/or event name and logo (if available).

Break

Short interval between sessions at which time coffee, tea and/or other refreshments are served. See also refreshment break.

Break-even Point

The point at which revenues are equal to expenses.

BS 8901: (BS 8901 stands for British Standard 8901). This standard is designed to help create management processes and practices (Event Management System, or EMS) to support sustainability in meetings and events. The key requirements for BS8901 are: sustainability policy; issue identification and evaluation; stakeholder identification and engagement; objectives, targets and plans; performance against principles of sustainable development; operational controls; competence and training; supply chain management; communication; monitoring and measurement; corrective and preventive action; management system audits; and management review. More information and details can be found here.

Budget Philosophy

Financial goal of the event (break even, profit, or lose money).

Carbon Dioxide (CO2)

A heavy, colorless gas that does not support combustion. Made of one carbon atom and two oxygen atoms, it is formed especially in animal respiration and in the decay or combustion of animal and vegetable matter. It is absorbed by plants in photosynthesis and is an atmospheric greenhouse gas.

Carbon Footprint

A measure of the impact human activities have on the environment in terms of the amount of green house gases produced, measured in units of carbon dioxide.

Carbon Offset

A way of counteracting the carbon emitted when the use of fossil fuel causes greenhouse gas emissions. Offsets commonly involve investing in projects such as renewable energy, tree planting and energy efficient projects.

Citywide Event

An event that requires the use of a convention center or event complex, as well as multiple hotels in the host city.

Climate Change

A long-term change in the earth’s climate, especially a change due to an increase in the average atmospheric temperature: Melting glaciers imply that life in the Arctic is affected by climate change.

Climate Neutral

Products or services that reduce and offset the greenhouse gases generated at each stage of their life cycle on a cradle-to-grave basis: the sourcing of their materials, their manufacturing or production, their distribution, use, and ultimate end-of-life disposition.

Commercial Composting

Commercial composting may include compost hauling or on-site composting facilities at businesses. Select the option that most closely matches the availability of commercial composting at the location of your event.

Commercial Recycling

Commercial recycling refers to recycling programs and hauling that are available to businesses, as opposed to residential programs. Select the option that most closely matches the availability of commercial recycling at the location of your event.

Community Projects

Community projects include any projects which give back directly to the community of the location where the event is being hosted. These can include one time volunteer projects or legacy projects, which have a longer term impact on the community. Legacy projects can be things such as establishing educational programs, raising money for a local charity, helping to build low income housing, etc.

Compliant Supplier

Supplier that has met the sustainability requirements that your organization expects from them based on your organization’s sustainability policy.

Compost

A mixture of humus-rich, decomposed vegetable matter used as a fertilizer or soil enrichment.

Composting

Composting is the result of a complex feeding pattern where aerobic microbes (bacteria and fungi that thrive on oxygen) feed on organic waste and break it down into a nutritious soil amendment. This can be done on a small scale in the home or on a larger scale for business and whole cities.

Concessions

Merchandise or refreshments sold on-site to individuals in conjunction with an event.

Conferences

An event used by any organization to meet and exchange views, convey a message, open a debate or give publicity to some are of opinion on a specific issue. No tradition, continuity or timing is required to convene a conference. Conferences are usually of short duration with specific objectives and are generally on a smaller scale than congresses or conventions.

Conference Center

A facility that provides a dedicated environment for events, especially small events. May be certified by the International Association of Conference Centers.

Conference Officer/Organizer

Title generally conferred upon the chief administrator of the entire event.

Congress

1) The regular coming together of large groups of individuals, generally to discuss a particular subject. A congress will often last several days and have several simultaneous sessions. The length of time between congresses is usually annual, although some are on a less-frequent basis. Most international or world congresses are the latter type; national congresses are more frequently held annually.

2) European term for convention.

Consumer Show

Exhibition that is open to the public, usually requiring an entrance fee.

Convention

Gathering of delegates, representatives, and members of a membership or industry organization convened for a common purpose. Common features include educational sessions, committee meetings, social functions, and meetings to conduct the government business of the organization. Conventions are typically recurring events with specific, established timing. See also meeting, exhibition, trade show, consumer show.

Corporate Social Responsibility

A form of corporate self-regulation whereby a business monitors and ensures their adherence to law, ethical standards, and international norms.

CPG – Comprehensive Procurement Guidelines compliant

From the U.S. Federal Government’s Sustainable Purchasing Requirements: Comprehensive Procurement Guidelines compliant (CPG): CPG is an EPA designation focused on recycled content. The CPG recommend post-consumer recycled (PCR) and total recovered (TR) content levels in a number of product categories. Recycled content levels range from 1 percent to 100 percent, depending on material type and product subcategory, and both PCR and TR thresholds need to be met for a product to be deemed “CPG compliant.” Purchasing CPG compliant products can help Agency’s divert materials from landfills, and reduce the need for using new resources.http://www.epa.gov/epawaste/conserve/tools/cpg/

Damage Clause

Part of a contract dealing with procedures, penalties and rights of the party causing damages.

Decorator

An individual or company providing installation and dismantle and booth/stand and hall dressing services for a trade show and/or its exhibitors. Decorator services may be provided by carpenters, sign painters or others depending upon union jurisdiction. The term applies to both contractor and skilled craft person. See general service contractor.

Direct Spending

All expenditures associated with an event that flow into the host destination’s local economy. Direct spending includes attendee spending, exhibitor spending and event organizer spending.

Diversion Rate

The percentage of waste materials diverted from traditional disposal such as landfilling or incineration to be recycled, composted, or re-used.

Ecological Footprint

The measure of area needed to supply national populations with the resources and area needed to absorb their wastes.

Ecology

The system of relationships between organisms and their environments.

Economic Impact (Total)

The total value of an event, including secondary spending (indirect and induced) on the host destination’s local economy over and above the original spending. These secondary impacts, when combined with the original direct spending, result in the total economic impact of an event.

Ecosystem

A community of living organisms interacting with themselves and with their environment.

Ecotourism

Tourism that respects the culture, natural history and environment of destinations and seeks to minimize the negative impact of travel on the environment.

EDF Paper Calculator (Environmental Defense Fund)

http://www.edf.org/papercalculator/

Eco-Zone

An area of the earth’s surface representative of large and very generalized ecological units characterized by various abiotic and biotic factors

EDF Paper Calculator (Environmental Defense Fund)

http://www.edf.org/papercalculator/

Endangered Species/Materials

A population of organisms that is at risk of becoming extinct because it is either few in number or threatened by changing environmental or predation parameters.

Energy Efficient

Using less energy to provide the same level of service.

Energy Star Equipment

A voluntary labeling program of the U.S. Environmental Protection Agency (EPA) and the U.S.Department of Energy that identifies energy efficient products. Qualified products exceed minimum federal standards for energy consumption by a certain amount, or where no federal standards exist, have certain energy saving features. Such products may display the Energy-Star label.

Energy/Water Conservation

Practices and strategies that are designed to minimize the amount of energy and water used.

Environmental Clause

A clause added to service provider contracts that stipulates requirements for environmental and sustainability practices and performance goals. It may also include concessions if the practices or goals are not met.

Environmental Criteria

Any set of parameters related to environmental practices, materials composition or participation in sustainability programs that is used to select and filter potential suppliers.

Environmentally Responsible Transportation

Transportation options that minimize environmental impact such as mass public transportation (light rail, subway, electric/hybrid/biodiesel buses) and electric/hybrid vehicles.

Environmental Practices

Practices that encourage and maximize sustainability. Practices can be related to management, on-site activities, and supplier selection.

EPEAT

EPEAT is the Electronic Product Environmental Assessment Tool. Electronics can be designated EPEAT Bronze / Silver / Gold depending on the number and type of environmentally preferable attributes associated with their production, use, packaging or disposal. By seeking EPEAT items, Agencies can purchase the most environmentally conscious electronics available. http://www.epeat.net/

Equal Pay

A concept that states that individuals doing the same work should receive the same remuneration regardless of their sex, race, sexuality, nationality or anything else. Example of practical application: inquire at facility about outstanding union grievances.

Ethical Sourcing

The method of choosing products which take into account a company’s responsibility for labor and human rights practices within all stages of its supply chain. Example of practical application: choosing fair trade coffee for your meeting.

Evaluation

1) Critiquing and rating the overall success of an event.

2) Developing an event profile from accurate event statistics.

3) A systematic process to determine the value of an activity.

Event

An organized occasion such as a meeting, convention, exhibition, special event, gala dinner, et cetra. An event is often composed of several different yet related functions.

Event Organizer

Person whose job it is to oversee and arrange every aspect of an event. This person can be an employee or hired ad hoc to plan, organize, implement and control meetings, conventions and other events. See also professional congress organizer, PCO.

Event Site

Premises where an event will be held. See also site.

Event Specifications Guide (ESG)

The preferred term for a comprehensive document that outlines the complete requirements and instructions for an event. This document is typically authored by the event planner and is shared with all appropriate vendors is typically authored by the event planner and is shared with all appropriate vendors as a vehicle to communicate the expectations of services for a project. The industry accepted practice is to use the APEX Event Specifications Guide, which can be found at the Convention Industry Council Web site. Something called the staging guide, resume.

Event Technology

Any technical and technology needs to support meetings or events. Includes items such as audiovisual, computers, software, power, networking and connectivity.

E-Waste

Waste materials generated from using or discarding electronic devices, such as computers, televisions, and mobile phones. E-waste tends to be highly toxic to humans, plants, and animals, and has been known to contaminate water, air and dirt.

Exhibition

An event at which products, services or promotional materials are displayed to attendees visiting exhibits on the show floor. These events focus primarily on business-to-business (B2B) relationships.

Exhibition Manager

Preferred term for the specific person responsible for all aspects of planning, promoting and producing an exhibition. Also called show manager, show organizer. See also show management, show producer.

Exhibitor

1) Person or firm that displays its products or services at an event.

2) Event attendee whose primary purpose for attending the event is to staff a booth/stand.

Exhibitor Kit

See exhibitor manual.

Exhibitor Manual

Manual or kit, usually developed by the general service contractor for an event, containing general event information, labor/service order forms, rules and regulations and other information pertinent to an exhibitor’s participation in an exhibition. Also called exhibitor service kit
Exhibitor Service Kit

See exhibitor manual.

Facility

A structure this is built, installed or established to serve a particular purpose.

Fair

1) Event principally devoted to the exhibition of agricultural products or industrial products. Fairs may also provide entertainment activities.

2) Exhibition of products or services in a specific area of activity held with the objective of promoting business.

Fair Labor Practices

Labor practices by employers that do not violate the rights of their workers. (For more details see the wikipedia definition.)

Fair Trade

Small farmers are paid a fair market price that enables them to improve their standard of living.

Familiarization Trip

Fam Trip. A program designed to acquaint potential buyers with specific destinations or services and to stimulate the booking of an event. Often offered in groups, but sometimes on an individual basis.

Final Program

Document containing the definitive conference and social program, circulated immediately prior to a conference or distributed at the commencement of the event.

Fixed Costs

The day-to-day cost of doing business that is pre-committed, such as salaries, insurance, lease expenses and utilities.

Forest Stewardship Council (FSC) Certified

The FSC is a nongovernmental organization focused on developing principles for responsible forestry. Purchasing FSLIC-certified wood and paper products can help agencies encourage the careful management of forest resources.

Fossil Fuel

An organic, energy-rich substance formed from the long-buried remains of prehistoric life.

Fuel Efficient Engine Technology

Technologies that are recognized as those capable of making a significant impact on a car’s overall fuel efficiency.

Function

Any of a group of related organized occasions that contribute to a larger event.

General Assembly

General and formal meeting of an organization or company attended by a specified proportion at least of its members for the purpose of deciding legislative direction, policy matters, the election of internal committees and approval of financial matters. An assembly generally observes certain fixed rules of procedure

General Service Contractor (GSC)

An organization that provides event management and exhibitors with a wide range of services, including, but not limited to, distributing the exhibitor manual, installation and dismantle, creating and hanging signage and banners, laying carpet, drayage, and providing booth/stand furniture. Also called official service contractor. See also decorator.

General Session

A meeting open to all those in attendance at an event. See plenary session.

Global Warming

A gradual, long-term increase in the near surface temperature of the Earth. The term is most often used to refer to the warming predicted to occur as a result of increased emissions of greenhouse gases.

GMIC – Green Meeting Industry Council

The Green Meetings Industry Council (GMIC) was created and founded by Amy Spatrisano and Nancy Zavada of MeetGreen (then Meeting Strategies Worldwide) in Portland Oregon.

The Green Meeting Industry Council is a 501(c)(6) non-profit organization. The Council is a membership-based professional organization which provides educational resources to planners, suppliers, and venues seeking to meet the ever-rising standards consumers set for sustainable meetings.

Green

A common expression meaning environmentally responsible.

Green Collar Job

A job connected to eco-friendly products and services or renewable energy. Involving actions for protecting the natural environment.

Greenhouse Effect

Heating of the atmosphere that results from the absorption of solar radiation by certain gases.

Greenhouse Gas

A gas that contributes to the greenhouse effect by absorbing solar radiation.These gases include, but are not limited to, carbon dioxide, ozone, methane, and chlorofluorocarbons.

Green Meeting

According to APEX, a green meeting incorporates environmental considerations throughout all stages of the meeting in order to minimize the negative impact on the environment.

Green Seal Certified

An organization, product or process that has passed a specific environmentally responsible standard as outlined by Green Seal.

Greenwash

To falsely claim a product is environmentally sound. Also known as faux green. Disinformation disseminated by an organization so as to present an environmentally responsible public image.

Grey Water Reuse

The reuse of grey water, which is wash water. That is, all waste water excepting toilet waste and food wastes derived from garbage grinders.

Gross Square Feet/Meters

GSF or GSM

1) Total amount of available function space in exhibit hall or other facility

2) Total amount of space used for a specific show or event. See also net square feet/meters.

Gross Weight

The full weight of a shipment, including goods and packages.

HAP

Stands for hazardous air pollutant.

Hazmat

An abbreviation for hazardous material. A hazardous material is any item or agent (biological, chemical, physical) that has the potential to cause harm to humans, animals, or the environment, either by itself or through interaction with other factors.

High-efficiency Speaker Systems

These systems have cabinets that re typically smaller and lighter compared to older traditional models, thus requiring less truck space and ultimately allowing your sound provider to burn less fuel in through greater fuel efficiency or by using smaller and fewer trucks.

Hotel Accommodations

Sleeping room(s) at a hotel and rooming arrangements, usually specifying the hotel classification in terms of its amenities, facilities, level of service and cost.

Human Rights

The basic rights and freedoms to which all humans are entitled regardless of race, nationality, or membership of any particular social group. They specify the minimum conditions for human dignity and a tolerable quality of life. Example of practical application: ensure the promotional products you purchase are sourced from a factory that has good working conditions, i.e. choose ethically sourced products.

Hybrid Meeting

A hybrid meeting involves a mixture of a physical events with elements of a virtual event usually running simultaneously with and overlapping content and interactive elements.

Hybrid Vehicle

Vehicle that uses a combination of two engine types. Cars are most commonly gasoline-electric hybrids.

In Conjunction With (ICW)

An event or function that occurs because of another event.

Indirect Costs

Also called overhead or administrative costs, these are expenses not directly related to the event. They can include salaries, rent, and building and equipment maintenance.

International

From outside the country where the event is hosted.

International Event

1) An event that draws a national and international audience. Typically 15 percent or more of attendees reside outside of the host country.

2) An event that draws an audience from three or more countries.

Nothing Here Yet

Keynote

A session that opens or highlights the show, meeting or event.

Keynote Address

Opening remarks or presentation at a meeting that sets the tone or theme of the event and motivates attendees.

Keynote Speaker

Speaker whose presentation establishes the theme or tone of the event.

Kilowatt Hour

1,000 watts of electricity used for one hour.

Lamp Recycling Program

Recycling program specifically for fluorescent lamps, CFLs, and high intensity discharge (HID) lamps, which contain small amounts of mercury.

LEED

Leadership in Energy and Environmental Design – A Green Building Rating System® is a voluntary, consensus-based national standard for developing high-performance, sustainable buildings developed by the U.S. Green Building Council.

Linen Resue Program

Program in which a hotel or other type of accommodation facility asks their guests if they wish to have towels and/or sheets replaced each day. These programs conserve water, detergent and labor.

Link

Using hypertext, a link is a selectable connection from one word, picture or information object to another. From a website, a link points to content.

Liquid Crystal Display (LCD)

Display composed of mobile crystals in liquid suspension that align themselves and polarize light in a response to a small electric change. The crystals are manufactured in pockets within the display, which correspond to areas of dark-on-light background.

Living Wages

A term used to describe the minimum hourly wage necessary for a person to achieve a quality of life generally higher than that indicated by the definition of poverty. Example of practical application: inquire if the facility supports its employees with a living wage. Resource: http://www.livingwage.geog.psu.edu/

Local

From within 100 miles/160 kilometers or relevant local area such as a metropolitan area.

Locally Grown Food

From within 100 miles/160 kilometers or relevant local area such as metropolitan area.

Locally-Recyclable

Items that can be recycled close to the event and do not require long-distance transport to recycling facilities. For example, paper can often be recycled by local paper mills, whereas electronic equipment is usually shipped to other countries for recycling.

Markup

Difference between the cost and the selling price of a given product. Difference between the net rate charged by a tour operator, hotel, or other supplier and the retail selling price of the service. Generally a percentage of the net rate rather than a fixed amount, as in a 20 percent markup on the net.

Media Kit

Packet of information that is supplied to the media; contains all the details of an event that are required to attract media attention and attendees.

Meeting

An event where the primary activity of the participants is to attend educational sessions, participate in discussions, social functions, or attend other organized events. There is no exhibit component. Compare with convention, exhibition, trade show, consumer show.

Meeting Management Company

A company, representing another organization, handling site selection, negotiations and turnkey support for an event.

Meeting Manager

See planner.

Meeting Profile

A written report outlining statistics of previous events, anticipated use of all services, profile of attendees, hotel occupancy patterns, et cetera.

Metric System

A system of weights and measures, based on decimals used throughout most of the world. Basic units are the gram for weight and the meter for length.

Move-In/Move-Out Dates

Dates set for installation/dismantling of an exhibition, a meeting, or other event.

Multi-Management Firm

A company that offers complete turnkey organizational support for an event, including administrative and event management services.

National

From within the country where the event is hosted.

Net Square Feet/Meters

Also NSF. Actual amount of salable space used by exhibit booths/stands, which excludes aisles, lounges, registration areas, et cetera. See gross square feet/meters (GSF or GSM).

No Idling Zones

Areas where buses and other commercial vehicles are asked to not idle their engines. Engine idling wastes fuel causes engine wear, and needlessly pollutes loading docks and other work sites with tailpipe exhaust.

Objective

Formalized statement of outcomes to be anticipated as a result of the educational process.

Occupancy Sensor

A monitoring device, commonly connected to a room’s lighting but also occasionally to heating or ventilation, that shuts down these services when the space is unoccupied, thus saving energy.

Offer

A promise, proposal or other expression of willingness to make and carry out a contract under proposed terms with another party that has the ability to accept it upon receiving it. Space and rent proposal from a facility, It may be in the form of a contract or license agreement.

Offset Energy Use

Amount of energy use offset through purchase of offset credits.

Off-Site

A term that describes any function or activity that occurs away from the primary event facility. Examples of its use include off-site food and beverage, off-site venue.

On-Site

A term that describes any function or activity that occurs at the primary event facility. See also off-site.

Operations

Performing the practical work of operating a program. Usually involves the in-house control and handling of all phases of the services, both with suppliers and with clients.

Operations Manager

Individual in charge of performing the practical and detailed work of a program. See operations.

Organic Foods/Certified Organic

Grown without chemicals that can harm the land, water or human health. Organic certification of food can be through an independent organization or government program.

Organizer

The entity or individual that produces an event.

Organizing Committee

A group of people who carry out the strategies and policies established for the organization of an event held in their geographical area.

Outside Vender

Supplier who is not directly associated with the facility.

Outsource

To subcontract a task or responsibility to a supplier to handle some aspect of an event, instead of using in-house staff.

Paper Calculator by EDF (Environmental Defense Fund)

http://www.edf.org/papercalculator/

Participant

A person who is involved in an activity or event. This includes all persons at the event/meeting such as paid attendees, press, volunteers, staff and speakers.

Percent of the Gross

Type of payment involving a fixed percent of the gross income for that service. This type of agreement is often used by facilities as the rental rate.

Percent of the Net

Type of payment involving a fixed percent of the net income after costs of providing that service. This type of payment is often used in services provided by exclusive contractors within a facility.

Per Person

Goods or services priced and/or purchased according to the number of guests expected to attend the event.

Pesticide

Any agent used to kill or control insects, weeds, rodents, fungi or other organisms.

Planner

Person whose job it is to oversee and arrange every aspect of an event. Person can be employed by or hired ad hoc by companies, associations and other organizations to plan, organize, implement, and control meetings, conventions and other events.

Planned Matrix

A grid used to plan meeting formats and finalize subject areas, topics and assignments.

Plastic Laminate

Any one of several of the melamine plastics bonded to paneling for durability and appearance. Often used in exhibit construction.

Plenary Session

General assembly for all participants. See also general session.

Post-Conference

Any event that is arranged for the period immediately following the conference proper.

Post-Con Meeting

Post-conference meeting at the primary facility at which an event occurred just after it has ended. Attendees generally include the primary event organizer, representatives of the event organizer/host organization, department heads at the facility, other facility staff as appropriate, and contractors. The agenda focuses on evaluating the implementation of the event and collecting data needed to complete an APEX Post-Event Report. It often includes a final review of bills with accounts payable. Compare with pre-con meeting.

Post-Consumer Material/Content

An end product that has completed its life cycle as a consumer item and would otherwise have been disposed of as a solid waste.Post-consumer materials include recyclables collected in commercial and residential recycling programs, such as office paper, cardboard, aluminum cans, plastics and metals.

Post-Consumer Recycled

Once a material or finished product has served its intended use and has been diverted or recovered from waste destined for disposal, it is then considered “post-consumer.” Having completed its life as a consumer item, it can then be recycled as such. This differs from “pre-consumer” or “post-industrial” waste, which is generated by industrial or manufacturing waste.

Post-Consumer Waste

Post-consumer waste is recycled material collected after people have tossed it in a recycling bin. Office recycling programs and household recycling programs are the main source of post-consumer waste.

Post-Convention Report

See post-event report.

Poster Board

Soft or cork board panel used for displaying copy and graphics.

Post-Event Report

PER. The industry-preferred term for a report of the details and activities of an event. A collection of post-event reports over time will provide a comprehensive history for an event. The industry-accepted practice is to use the APEX Post-Event Report format, which can be found at the Convention Industry Council Web site.

Post-Event Sustainability Report

Report produced post-event summarizing sustainability measures and outcomes for an event.

Pre-Con Meeting

A pre-conference meeting at the primary facility at which an event will take place just prior to the event beginning. Attendees generally include the primary event organizer, representatives of the event organizer/host organization, department heads at the facility, other facility staff as appropriate, and contractors. The agenda focuses on reviewing the purpose and details of the vent and making final adjustments as needed. Compare with post-con meeting.

Pre or Post-Event Tour

Organized outing taking place before (pre) or after (post) an event for both attendees and accompanying persons.

Press Kit

A collection of publicity items that includes:

1) Pertinent data on the meeting, such as agenda, historical data, guest speakers, special events, and the meeting property, such as descriptions of public space.

2) Information relative to a sponsor’s or exhibitor’s products or services.

Processed Chlorine Free (PCF)

“Processed chlorine free” describes a bleaching process free of chlorine or chlorine compounds, which poisons rivers. The most common PCF bleaching agent is hydrogen peroxide (which breaks down into water and oxygen). Using PCF paper eliminates most of the toxic byproducts of traditional bleaching, such as dioxins and other organochlorides, and this means cleaner rivers.

Production Company

A company that presents special effects and theatrical acts. This type of company may contract to put on an entire event or only parts of one. They sometimes hire speakers as part of their contract.

Professional Congress Organizer (PCO)

Companies or individuals specialized in organizing events on behalf of a client organization. Not to be confused with DMC (Destination Management Company)

Program

Schedule of events giving the details of times and places.

Program Book

Printed schedule of events, locations of functions rooms, and other pertinent information.

Program Design

Structure of event programs elements to achieve specific goals and objectives.

Program Development

Planning that takes place before an event regarding its specific content and fabric.

Promotion

Publicizing an event. See publicity.

Proposal

1) Plan put forth for consideration or acceptance.

2) Communications sent by a supplier to a potential customer detailing the supplier’s offerings and prices.

Public Relations

Presentation of an event via the media or other outlets, stressing the benefits and desirability of such event.

Publicity

A media campaign, usually consisting of a series of public notices and advertising activities aimed at ensuring maximum attendance by focusing attention on an event. See promotion.

Nothing Here Yet

Reception

Stand-up social function at which beverages and light foods are served. Foods may be presented on small buffet tables or passed by servers. May precede a meal function.

Recycled Paper

According to U.S. government standards, uncoated paper with at least 30 percent post-consumer waste and coated paper with at least 10% post-consumer waste can be called “recycled” paper.

Recycling

The collection of waste materials and reprocessing them into new materials or products, which are then sold again.

Refreshment Break

Time between meeting sessions. May include coffee, soft drinks, and food items. Some are planned around a theme. See break.

Refreshments

Items of food and drink consumed between main meals, usually taken during breaks between meetings.

Regional Event

An event targeted to attendees from a specific geographical area. May be a stand-alone event or a regional version of a national event. Typically, 60 percent of attendees reside within a 400-mile (640-kn) radius of the event city.

Registration

1) Process by which an individual indicates his/her intent to attend a conference or stay at a property.

2) A method of booking and payment.

3) The process of recording data about an attendee (or exhibitor), sending a confirmation and creating a badge used on-site.

Registration Data

Information about an attendee that is gathered as part of the registration process (occupation, fee category, et cetera.)

Registration Fee

Amount payable for attendance at a conference, may vary according to level of participation or type of membership.

Renewable Energy

Renewable energy refers to energy derived from renewable sources such as water, solar, wind and geothermal heat. Renewable energy at the selected destination may refer to direct sources such as a convention center with solar panels, or indirect sources such as power off the grid sourced from a local wind farm. Select the option that most closely matches the availability of renewable energy at the location of your event.

Renewable Resources/Materials

Resources that are created or produced at least as fast as they are consumed, so that nothing is depleted. Includes solar, hydro, wind power, biomass, and geothermal energy sources.

Request for Proposals (RFP)

A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services.

Reuse

Using an object or material again, either for its original purpose or for a similar purpose, without significantly altering the physical form of the the object or material.

Renewable Resources

Resources that are created or produced at least as fast as they are consumed, so that nothing is depleted. Includes solar, hydro, wind power, biomass, and geothermal energy sources.

Responsible Seafood Guide

Purchasing guide that lists various types of seafood with associated environmental impact, usually with a scale of low, medium and high impact. This also often takes into account endangered species in addition to farming and fishing practices. Several organizations produce these guides such as SeaWeb, Blue Ocean Institute, Marine Conservation Society. Some guides are national and others refer to specific regions.

Return on Investment (ROI)

1) Net profit divided by net worth. A financial ratio indicating the degree of profitability.

2) Net benefits divided by the full loaded meeting costs.

Ride-Share Program

The act or an instance of sharing motor vehicle transpiration with another or others, especially among commuters, but this can also be coordinated for events.

Sampling

A research method based on selecting a portion of a population for study.

Satellite Meeting

See in conjunction with.

Service Contractor

Outside company used by clients to provide specific products or services (e.g., pipe and drape, exhibitors manuals, floor plans, dance floors or flags). See also general service contractor.

Shade Grown Coffee

Coffee that is grown in the traditional manner, with coffee plants interspersed under a canopy of trees. End result: more habitats for birds, less need for chemical inputs, and the forest is not disrupted.

Show Management

The company, group or organization that manages an exhibition. See also exhibition manager, show producer.

Show Manager

See exhibition manager.

Show organizer

See exhibition manager.

Show Producer

Company or individual who is responsible for all aspects of planning, promoting and producing an event. See also exhibition manager, show manager.

Shuttle

A vehicle, usually a bus, contracted to transport event attendees between facilities during a certain time period.

Shuttle Service

Transportation for participants, usually by bus or van, provided on a continuous basis for a certain time period.

Site

1) Venue, area, location, property or specific facility to be used for an event

2) A particular platform or location for loading or unloading at a place.

Site Inspection

In-person on-site review and evaluation of a venue or location for an event. See familiarization trip.

Social/Cultural Factors

Factors related to interaction with other learners that affect the way a person learns.

Social Event

1) An event with the purpose of facilitating pleasant companionship among attendees.

2) Life cycle celebration (e.g., a wedding, bar/bat mitzvah, anniversary, birthday, et cetera.). See social program.

Social Program

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

Stakeholder

A person, group, organization, or system who affects or can be affected by an organization’s actions. (This definition is from Wikipedia)

Supply Chain

A supply chain is a system of organizations, people, technology, activities, information and resources involved in moving a product or service from supplier to customer. Supply chain activities transform natural resources, raw materials and components into a finished product that is delivered to the end customer. (This definition is from Wikipedia)

Sustainability

Meeting the needs of the present without compromising the ability of future generations to meet their own needs (as defined by the Brundtland Commission, 1987).

Sustainability Commitment

A sustainability commitment can include any written or oral statements by the city administration that indicate a commitment toward making sustainability a priority. Sustainability can refer to environmental, social and/or economic sustainability.

Sustainability Criteria

Any set of parameters related to environmental practices, materials composition or participation in sustainability programs that is used to select and filter potential suppliers.

Sustainability Policy

Set of guidelines related to policy, generally written, which outline an organizations commitment and practices related to sustainability.

Sustainable Flooring Options

Flooring made from sustainable, renewable or recycled sources. Made of recycled carpet, certified wood.

Sustainable Food

Food that is healthy for consumer and animals, does not harm the environment, is humane for workers, respects animals, provides a fair wage for the farmer, and supports the enhances rural communities.

Sustainable Transportation

Sustainable transportation includes public transit, hybrid shuttles and taxis, ride share services, and bike share services.

Switch Mode Power Supply

These are highly energy efficient, lighter weight, and cooler operating components. Examples of excellent amplifiers that fit a high efficiency standard include “Lab Gruppen FP+ or PLM” series, and “QSC PL 2 or 3” series. Another amplifier consideration is to utilize four-channel amplifiers if possible, which are able to deliver essentially twice the utility that an older two-channel amp would provide, but in the same amount of space.

Teleconference

Type of meeting that brings together three or more people in two or more locations through telecommunications.

Third Party

A person other than the principals.

Third-Party Verifications/Certifications: LEED, Green Seal, BS 8901, ISO14001, ISO20121, State Certifications

Depending on the types of standards that need to be met for a product, service or sustainability claim. Companies may hire an independent auditor to certify that it has met the standard; this is called third-party verification. For standards that have been set as part of a law, there is often a legally mandated certification process or a government-run monitoring program. For most standards, however, it is up to the company to decide whether to get third-party verification, to have their customers formally check that they have met the standard, or to “self-certify,” in which case customers, investors and the public just have the word of the company. (referenced from the Ecologia website)

Time Line

Includes each task to be accomplished and is the core of the program plan.

Total Energy Use

Total energy consumed by an event. May include meeting venues, offsite venues, and accommodations usage.

Toxic Materials

Toxic materials are substances that may cause harm to an individual through direct contact, inhalation and/or consumption.

Trade Fair

An international term for an exhibition.

Trade-Out

A type of barter. The exchange of goods and services instead of using money.

Trade Show

An exhibition of products and/or services held for members of a common or related industry. Not open to the general public. See exhibition. Compare with consumer show.

Trawling

Also known as dredging, the process of dragging huge, heavy nets over the sea floor, scooping up everything in their path.

Triple Bottom Line

A business and development philosophy incorporating the three E’s: equity, environment, economics. Also referred to as the three P’s: people, planet, profit.

Nothing Here Yet

Variable Costs or Expenses

Expenses that vary based upon various factors, such as the byproducts.

Vegan

Lifestyle choice which excludes the consumption and use of animal flesh and by-products.

Vegetable-based Inks

Environmentally friendly printing inks that are made from vegetable oils combined with pigments. The most common type is made from soy.

Vegetarian

Dietary choice that excludes the consumption of animal flesh or by-products, but may include eggs and dairy.

Venue

1) Site or destination of meeting, event or show.

2) Location of performance such as hall, ballroom, auditorium, et cetera.

Very Important Person (VIP)

Person who has a special function at the event (speaker, dignitary, et ceterat) and should be treated with special care and attention.

Video Conference

A meeting between two or more people or groups across a distance, including video, audio, and potentially other data, utilizing telecommunications or communications satellites for transmission of the signal. See teleconference.

Virgin Paper

Paper manufactured from new pulp or cotton. Does not contain any recycled material.

Virtual Conferencing

Any meeting where people at two or more distant locations are linked using video, audio and data for two-way communications via satellite communications or the Internet. Each part sees and hears the other through a TV screen or computer monitor and audio speakers.

Virtual Tour

Any tour where people at two or more distant locations are linked using video, audio and data for communications. Each party sees and hears the tour through a TV screen or computer monitor and audio speakers.

Virtual Trade Show

Exhibit of products or services that can be viewed over the Internet.

Volatile Organic Compounds (VOC)

Compounds that have a high vapor pressure and low water solubility. Many VOCs are human made chemicals used and produced in the manufacture of paints, pharmaceuticals and refrigerants. VOCs typically are industrial solvents, such as trichloroethylene; fuel oxygenates, such as methyl tert-butyl ether (MTBE); or byproducts produced by chlorination in water treatment, such as chloroform. VOCs are often components of petroleum fuels, hydraulic fluids, paint thinners and dry cleaning agents. VOCs are common ground water contaminants.

Walking Distance

Hotel rooms are located within five city blocks or accessible by public transportation to the convention center or meeting venue.

Walk Through

1) Review of event details.

2) Site inspection.

3) Inspection of function room prior to function.

4) Inspection of exhibit floor prior to opening of the event.

Webcast

An event that broadcasts the audio and/or video portion of a keynote presentation or other educational session over the Web in real-time or on-demand.

Web-Conferencing

Web browser-based videoconferencing.

Whiteboarding

A feature of videoconferencing systems that allows the placement of shared documents on an on-screen shared space or “whiteboard.” Participants can edit and mark up the document just as on a physical whiteboard.

Nothing Here Yet

Nothing Here Yet

Zero-Based Budgeting

The process of building a budget without benefit of a previous year’s budget.