Accessibility Requirements The Office for Civil Rights (OCR) at the U.S. Department of Education defines accessibility as meaning “when a person with a disability is afforded the opportunity to acquire the same information, engage in the same interactions, and enjoy the same services as a person without a disability in an equally integrated and equally effective manner, with substantially equivalent ease of use.”
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.
Application Programming Interface (API, aka as Advanced Programming Interface) A computing interface that allows one service to communicate or interact with another service.
Aqueous Inks Inks which can be dissolved by water instead of solvents.
Archived Video or Streaming Library Providing continued access to your content after the event has taken place.
Avatar A two- or three-dimensional visual representation of an attendee used in online events.
Bandwidth A measurement of how much data is delivered over time for a network or Internet connection. Bandwidth is measured in bits and Bytes, most often in Megabits per Second (Mbps).
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.
Bio-Preferred Bio-Preferred focuses on use of bio-based 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 Bio-Preferred 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).
Bumpers Short video clips, or slides (10 seconds or shorter) that typically introduce the brand or company your video represents.
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.
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 equivalents.
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.
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.
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.
Text placed on or embedded into a video that allows a textual representation of the video to be displayed along the side of it.
Commercial composting may include compost hauling or onsite composting facilities at businesses.
Commercial recycling refers to recycling programs and hauling that are available to businesses, as opposed to residential programs.
Community projects include projects which give back directly to the community in 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.
Supplier that has met the sustainability requirements that your organization expects from them based on your organization’s sustainability policy.
A mixture of humus-rich, decomposed vegetable matter used as a fertilizer or soil enrichment.
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.
Refers to the person or entity that determines the purpose and means for Data Processing of personal information for GDPR.
The percentage of visitors who complete a specific goal. For virtual events and meetings, there are typically two types of conversion rates: visits to registrants; and registrants to attendees.
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. EPA Resource
Any technical or physical incident or set of circumstances that leads to the unauthorized, accidental, or unlawful access to, or destruction, loss, alteration, or disclosure of the personal data undergoing data processing by the contractor.
Any operation(s) performed on personal data, whether or not by automated means, such as collection, recording, organization, storage, adaptation, alteration, retrieval, consultation, access, use, disclosure by transmission, dissemination, combination, restriction or destruction for GDPR.
The percentage of waste materials diverted from traditional disposal such as landfilling or incineration to be recycled, composted, or re-used.
Refers to the integration of links, images, videos, gifs, widgets, and other content into web media. It appears as part of the page and supplies a visual element that encourages click through and engagement.
Translates video/audio to a digital format for transmission over the Internet.
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.
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.
Practices and strategies that are designed to minimize the amount of energy and water used.
There are many ways attendees can interact – or engage – with your content, including polls, surveys, live chats, and question submissions.
Environmental Contract 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.
Any set of parameters related to environmental practices, materials composition or participation in sustainability programs that is used to select and filter potential suppliers.
Environmental equity describes a country, or world, in which no single group or community faces disadvantages in dealing with environmental hazards, disasters, or pollution. Ideally, no one should need extreme wealth or political connections to protect the well-being of their families and communities. Environmental equity is a basic human right.
Environmental justice involves the actions and activism necessary to highlight inequities and level the playing field. This means proper oversight and review of federal agencies, proper permitting and licensing for companies, buildings, and warehouses that emit pollution, setting clear standards, regulations, and laws that protect at-risk communities, and awarding grants to organizations that act on behalf of these communities.
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.
Practices that encourage and maximize sustainability. Practices can be related to management, on-site activities, and supplier selection.
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/
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.
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.
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.
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 soil.
An event at which products, services, or promotional materials are displayed to attendees by companies & organizations on the show floor. These events focus primarily on business-to-business (B2B) relationships.
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.
Fair Labor Practices
Labor practices by employers that do not violate the rights of their workers.
Small producers are paid a fair market price that enables them to improve their standard of living (examples of organizations: Fair Trade, Equal Exchange).
Food tourism is the act of traveling for a taste of the region & culture.
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.
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.
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.
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.
Refers to the concept that a group can conceal its actions by blending in with a larger group, with the belief that safety is found in numbers. When developing sustainability policies, it is important to note that progress may be hindered by the actions of slower members within the group.
Heating of the atmosphere that results from the absorption of solar radiation by certain gases.
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.
Refers to the act of corporate management teams downplaying or concealing their sustainability efforts in order to avoid scrutiny from investors.
Refers to the practice of falsely claiming that a product or service is environmentally friendly through the use of misleading language.
Refers to when a company highlights a specific environmentally-friendly aspect of its operations or products, regardless of its significance, in order to detract attention from potentially harmful practices.
A green meeting incorporates environmental considerations throughout all stages of the meeting in order to minimize the negative impact on the environment.
Refers to the repeated modification of Environmental, Social and Governance (ESG) targets before they are met.
A video conference call where speakers receive a final tech check prior to going live. Often separate from the live session video conference call.
Green Seal Certified
An organization, product, or process that has passed a specific environmentally responsible standard as outlined by Green Seal.
Is a tactic used by companies to deflect responsibility for negative environmental impact onto consumers.
To falsely claim a product is environmentally sound. 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.
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.
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.
Defined as the recruitment, transportation, transfer, harboring or receipt of persons, by means of threat or use of force or other forms of coercion, of abduction, of fraud, of deception, of the abuse of power or of a position of vulnerability or of the giving or receiving of payments or benefits to achieve the consent of a person having control over another person for the purpose of exploitation. Exploitation shall include, at a minimum, the exploitation of the prostitution of others or other forms of sexual exploitation, forced labor or services, slavery or practices similar to slavery, servitude or the removal of organs. (source: United Nations Office on Drugs and Crime) For more information and resources ECPAT.
A mixture of a physical event with elements of a virtual event to connect in-person and remote participants from multiple locations, usually running simultaneously.
Vehicle that uses a combination of two engine types. Cars are most commonly gasoline-electric hybrids.
Imperfect Fruits & Vegetables
Produce discarded because it fails to meet consumers’ cosmetic ideal. Most of these ‘defective’ or ‘imperfect’ fruits and vegetables end up as food waste. In 2014, Bon Appetit began an Imperfectly Delicious Produce program to engage distributors, farmers, and chefs to identify opportunities to rescue produce from going to waste. Farmers identify produce that can be rescued, distributors set up systems for purchasing and transporting the produce to cafes, and chefs find creative ways to incorporate the produce into menus.
Refers to the ability to share data between two different platforms.
ISO 20121: Events Sustainability Management Systems
A standard developed by participating standards bodies from various countries around the world. It is a management system standard and is similar in structure to other international standards such as ISO 14001. ISO 20121 provides a framework to identify and effectively manage event sustainability issues and enhance positive legacies from events. ISO 20121 outlines a process to help event organizers get commitment for clear sustainability objectives that can be measured.
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 Reuse Program
Program in which a hotel or other type of accommodation facility asks their guests if they wish to not have towels and/or sheets replaced each day. These programs conserve water, detergent and labor.
Live Simulated (aka Simulive)
Sometimes also known as a scheduled replay, these kinds of events broadcast pre-recorded activities/sessions at a specific time and usually include a live post-presentation Q&A. Pre-recording provides more control while the live Q&A enhances opportunities for interactivity.
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.
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.
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.
A graphic that appears on the bottom third of the video screen and draws viewers attention to the information place here. We typically input the speaker(s) name and title.
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 pollutes loading docks and other work sites with tailpipe exhaust.
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.
Offset Energy Use
Amount of energy use offset through purchase of offset credits.
Attendees access these kinds of events and sessions on their schedule. Many times, planners record a live keynote or session, and then make the recording available to watch anytime.
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.
The graphic design of your video. This may include a static background image or an animated background, as well as windows for each speaker.
Personally Identifiable Information (PII)
Information, like name, address, social security number, etc., that can be used to identify a specific, individual person. There are sensitive and non-sensitive forms of PII.
Any agent used to kill or control insects, weeds, rodents, fungi or other organisms.
Any one of several of the melamine plastics bonded to paneling for durability and appearance. Often used in exhibit construction.
The platform is where you host your event and store data.
A type of plastic commonly used at events for food serviceware and signs. It can be recognized due to its foam core, and trade name “Styrofoam”. Polystyrene is a concern due to lack of recycling options at event venues.
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.
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 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-Event Sustainability Report
Report produced post-event summarizing sustainability measures and outcomes for an event.
The final stage of video production, which may include: picture editing, sound design, visual effects and outputting the film into a suitable release (i.e. uploading to be hosted on YouTube/Vimeo)
Processed Chlorine Free (PCF)
A bleaching process free of chlorine or chlorine compounds. 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 that pollute bodies of water.
Refers to the person or entity that performs Data Processing on behalf of the Controller for GDPR.
Audiovisual A/V production and technology services used to produce a virtual event.
Recycled Paper Uncoated paper made from a minimum of 30 percent post-consumer waste and coated paper with at least 10% post-consumer waste.
Recycling The collection of waste materials and reprocessing them into new materials or products, that are then sold again.
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.
Renewable Resources/Materials Any resources or materials that can be replenished naturally over time such as wood or solar energy.
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 Monterey Bay Aquarium Seafood Watch, Blue Ocean Institute, Marine Conservation Society. Some guides are national and others refer to specific regions.
Ride-Share Program The act or an instance of sharing motor vehicle transpiration with another or others, especially among commuters; this can also be coordinated for events.
Scope 3 Emissions
These refer to the “indirect” greenhouse gas impacts of a company’s supply chain. They encompass the areas beyond an organization’s direct control such as business travel, employee transportation, and material manufacturing and disposal.
Many platforms these days offer DIY tools, meaning a planner can set everything up on their own. While this gives planners control and flexibility, the learning curve and lack of technical support can be a turn- off for more complex virtual events.
Single-use plastics, or disposable plastics, are used only once before they are thrown away or recycled. These items are things like plastic bags, straws, coffee stirrers, soda and water bottles and most food packaging.
Tests to run checks on bandwidth and can troubleshoot/plan accordingly. Ideally, looking for 5+ Mbps upload – 10 Mbps download.
Sustainable Development Goals (SDGs)
The Sustainable Development Goals (SDGs), otherwise known as the Global Goals, are a universal call to action to end poverty, protect the planet and ensure that all people enjoy peace and prosperity.
Shade Grown Coffee
Coffee that is grown in the traditional manner, with coffee plants interspersed under a canopy of trees resulting in more habitats for birds, less need for chemical inputs, and less disruption to forests.
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).
A sustainability commitment can include any written or oral statements by an organization indicating a commitment toward making sustainability a priority. Sustainability can refer to environmental, social and/or economic sustainability.
Any set of parameters related to environmental practices, materials composition or participation in sustainability programs that is used to select and filter potential suppliers.
Set of written guidelines that outline an organizations commitment and practices related to sustainability.
Sustainable Flooring Options
Flooring made from sustainable, renewable or recycled sources such as recycled carpet or certified wood.
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.
A video conference call used to prepare speakers for the event and ensure their audio and video will meet the needs of the production team.
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.
Total Energy Use
Total energy consumed by an event. May include meeting venues, offsite venues, and accommodations usage.
Toxic materials are substances that may cause harm to an individual through direct contact, inhalation and/or consumption.
Creates multiple video sizes and resolutions to optimize playback for participants’ different devices and Internet speeds.
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.
Lifestyle choice that excludes the consumption and use of animal flesh and by-products.
Environmentally friendly printing inks that are made from vegetable oils combined with pigments. The most common type is made from soy.
Dietary choice that excludes the consumption of animal flesh or by-products, but may include eggs and dairy.
Two-way, interactive audio and video communication. Platforms range from free or low-cost solutions like Zoom or Skype to high-end to platforms that use HD video cameras and displays.
Much like in-person conferences, virtual conferences are built around a live, complex agenda that includes keynotes, sessions, breakouts, audience engagement tools and more.
Virtual events use technology to deliver an entirely online experience, which may include keynote and small breakout session webinars and webcasts as well as other elements like virtual lobbies, hosted Q&A or audience interactivity.
Virtual Trade Show Environment
A web-based platform designed to visually replicate a physical trade show environment. Virtual attendees can watch live or on-demand presentations and can also communicate with exhibitors through web chats. Vendors showcase their products and services at 3D virtual booths. These types of environments are usually accessed via a browser and don’t require downloads.
Unlike a virtual environment, virtual worlds often require software downloads. Attendees generally create their avatars and move through the environment, visiting virtual equivalents of auditoriums, convention spaces, and more.
A type of plastic commonly used at events for signs, structures, banners, name badges and tabletops. Also known as PVC, it comes in flexible and rigid forms. Vinyl is a concern due chemicals involved in manufacture and limited recycling options.
Paper manufactured from new pulp or cotton and that does not contain any recycled material.
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.
Hotel rooms are located within five city blocks or accessible by public transportation to the convention center or meeting venue.
A broadcast of a presentation or event – either audio-only or video and audio – over the web, with a TV-studio like quality for events like town halls, conferences, panel discussions, product launches and more.Like a webinar, it can either be live or pre-recorded. Webcasts generally are designed to reach large audiences and tend to focus on speakers and panel discussions instead of visual aids like PowerPoint.
Sometimes used interchangeably with webcast, a webinar is typically a 45 to 80-minute online presentation, session, or seminar, often using PowerPoint, a webcam or screenshare with accompanying audio. A webinar may or may not have additional elements to foster interactivity with remote participants.