Learn the latest event terminology with the most comprehensive event planning glossary. Whether you're new to the industry or you're feeling a bit rusty, this guide will help you achieve success.
UPDATED: 11/21/2024
Before we begin, here's some data to wow you: The global events industry reached a market value of $1,406 billion in 2023 and is projected to grow steadily at a CAGR of 5.1%, reaching around $2,230.8 billion by 2032. Alongside this growth, the industry is expected to support approximately 5.9 million jobs. Incredible stats!
But why am I talking about this? Well, this data shows that the event industry is an ever-changing and constantly evolving field, especially when it comes to new trends. And as an event planner, you have to keep up!
Knowing event planning terms is essential for more effective communication, better collaboration and overall professionalism. No need to worry though! We'll guide you through everything from streaming and broadcasting to general event terms like DDR or lead time.
Whether you're a novice in the event planning industry or you're feeling a bit rusty, this guide is your go-to. Here's the most complex event terminology you can find on the internet divided into four sections:
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Event planning comes with its own set of terms and jargon that can be overwhelming for newcomers. Here’s a quick rundown of some common event terminology in alphabetical order to help you navigate the event industry with ease.
APEX refers to the set of guidelines and standards developed by the Events Industry Council (EIC). It provides recommendations and standards for various aspects of event planning and management. It's a valuable resource for event planners and other industry professionals.
Accessibility means ensuring that an event is inclusive and accommodating to individuals with disabilities. Try to be understanding and employ such measures which make the event accessible to all. For example, wheelchair access, sign language interpretation, and alternative formats for materials.
Event planning agenda is a structured list or plan of topics, activities, or tasks to be discussed or carried out during a meeting, event, or gathering. Agenda helps everyone stay organized and on track. Another word for agenda is a schedule. Some other synonyms for agenda include for example itinerary, program, outline, or timetable.
Data, statistics, charts, KPIs… Do you know where to find them? Yes! In the analytics. This place can look like a simple spreadsheet where you record the number of participants and other data manually, or it can be a module in your event app like Eventee.
In the worst case, the analytics can be scattered all over the place with bits in your Google Analytics, bits in your Facebook or Instagram profile and bits flying around somewhere.
The best way is to have one dashboard that systematically shows all available data in an understandable and actionable way, so you don’t need to crunch numbers like crazy on your own.
This acronym stands for Application Programming Interface. In simple terms, an API is a set of rules and protocols that allows different software applications to communicate and interact with each other.
API is the magic that makes all the technologies talk to each other. Information like registration data can be shared automatically through API between the systems, e.g., your CRM and registration software.
Integrations are a purely technical field, so if you want to know more about them, you can reach out to your developer for help or more detailed information. Some popular everyday examples of API include PayPal, “login with Facebook/X/Google option,” or Google Maps.
Attendance tracking refers to a process of monitoring and recording the presence or participation of individuals at an event, class, meeting, or any organized gathering. You can keep track of who is present using methods such as sign-in sheets, electronic check-ins, QR codes, or mobile apps.
An attendee is a person who is present at an event, meeting, or gathering. They participate in or observe the event, often as a guest, member, or registered participant. In short, it’s basically someone who comes to events. Some synonyms for attendee include for instance participant, guest, visitor, delegate, member, or visitor.
Attrition happens when there is a decline in actual attendance or participation compared to the originally expected or registered numbers. This can impact logistics, budgeting, and overall event experience planning. Have a look at these strategies to limit attrition at your event.
Attrition rate is the amount of participants that drop out or withdraw from a program, event, or organization over a specific period. It is calculated by dividing the number of participants dropping out by the total number of participants at the start of the period, multiplied by 100.
Attrition Rate = (Number of participants who left / Initial number of participants) * 100 Attrition Rate = (20 / 100) * 100 = 20%
B2B acronym stands for business to business. In the context of event management, B2B events refer to gatherings where businesses can interact and network with each other. Those who are looking to expand their networks and generate leads, should definitely consider coming to a B2B event. You showcase your product while exploring potential business opportunities.
B2C acronym stands for business to consumer. A B2C event offers an opportunity to showcase your product or service and directly engage with individual consumers. They are designed to attract and engage more customers.
Also known as a function sheet or a program execution order (PEO). Banquet event order stands for a document that outlines every detail of an event being held, such as date, menu, or audiovisual needs. All of these terms are used interchangeably.
Also known as the bid proposal or tender document. This text lays out the requirements for your project. Then, suppliers, contractors, or service providers compete for the project and offer their services in the bidding process. The bid document includes all the details about what's needed, the rules they have to follow, and what's expected in their proposals.
A blackout date is a specific day or period when something is not available or allowed, usually because of some restriction or other special reason. For example when venues are not available for booking during holidays, peak seasons, or maintenance.
An event brief is a document that summarizes important information and goals for an upcoming event. It helps everyone involved understand what the event is about and what we want to achieve. Use this interactive and fun template.
Broadcasting is quite a general term that was initially bound to transmitting content over airwaves or cable. And just like on any TV channel, it can be live or pre-recorded.
Budgeting involves figuring out how much money is needed for an event. Then you have to decide how to spend the money on various aspects of the event. These aspects include for example venue rental, catering, entertainment, or marketing. Check out this guide that gives you a good rundown on how to budget for an event. And don't forget to keep track of all the expenses in an excel spreadsheet like this one from Hopin. This way you'll always stay on top of your finances.
Cancellation Clause is a section in a contract which tells you the conditions under which you can cancel the contract. Always thoroughly examine the whole contract. When in doubt, ask a legal professional.
CMP is a well-respected certification from the Convention Industry Council program. It's a credential given to people with plenty of experience and it shows that they're skilled and committed to doing their job well in the events industry. To get certified, you need to pass an exam.
Colloquium means 'speaking together.' Typically used in academia, colloquium is a gathering where people discuss specific topics or fields of study. They provide a platform for individuals to showcase their work and receive feedback.
When two or more sessions are happening at once, they are called concurrent. Large virtual events with several stages often work with concurrent streams regularly, allowing people to create their schedule covering the hottest keynotes on the plan.
Conference is a large, formal meeting where people come together to discuss specific topics, share information, and learn from each other. A conference usually lasts a few days.
Conference pack typically refers to a collection of important materials or information provided to attendees at your conference. You can either print it or save the trees by utilizing an event app. Through an event app, you can usually upload content or share links.
Also known as a consumer expo or trade show. Consumer show is a B2C event where businesses and organizations display their products. Consumers can explore products from various industries like technology, home improvement, health and wellness, fashion, and more.
Contingency plan is basically a backup strategy. It is designed to address unforeseen circumstances or emergencies that may arise before or during an event. It reduces panic and confusion. The emergencies could include severe weather conditions or technical malfunctions. You can use this guide to create an effective backup plan.
Contract negotiation refers to the process of reaching mutually beneficial agreements with vendors, sponsors, and other stakeholders regarding services, pricing, and terms of engagement.
While negotiating you should bear in mind that it's important to stay flexible. You will probably not be able to agree on everything. If you're unsure of anything during this stage, consider having a legal professional review the contract, especially for large or complex events. Don't sign contracts that lack specifics. Avoid phrases like “to be negotiated” or “to be determined at a later date”. Have a look at these tips before you schedule an appointment to discuss the terms.
Convention is a large meeting or gathering of people who share a common interest, profession, or purpose. It often includes presentations, workshops, and networking opportunities. Conventions are typically organized around a specific theme, such as business, technology, comics, or education, and may last for one or several days.
CVB is usually a non-profit organization which provides information and education to event planners, travelers and local communities. The organization promotes travel to a location, events and conventions in the area.
Customized attendee badges are personalized identification cards or tags provided to event participants. They typically include the attendee's name, organization, and sometimes their role or title within the organization. They are also sometimes color-coded so it's easy to see what kind of privileges an attendee has (VIP, exhibitor, sponsor, regular attendee, organizer). Customized badges help you keep track of who's attending your event.
DEI refer to principles and practices aimed at creating environments where all individuals are valued and respected. Some examples include ensuring representation of diverse speakers and panelists or providing accessible venues, accommodations, and materials.
Also called pre-registration. Early bird registration is a promotional strategy used by event organizers to encourage attendees to register for an event early. They usually offer a special discount or some other perks like priority access to popular workshops. It's a way to reward participants who plan ahead.
Event is an occasion where people gather for a specific purpose, like a meeting, celebration, or performance. It can be big or small and typically involves some level of organization. Another name for event include for example occasion. Some other common event synonyms are gathering, function, celebration, affair, meeting, party, or conference.
Just like an event manager, event coordinator is someone who makes sure everything runs smoothly during an event. They handle the details, work with vendors and staff, and solve any problems that come up. While event planners focus on planning ahead, coordinators are usually in charge of making sure things go as planned on the event day.
Event debrief is a meeting after an event where people talk about how it went. The team discusses what went well, what didn’t, and what can be improved next time. It’s a way to learn from the event and make future ones better.
Event management is the process of planning, organizing, and executing events, such as conferences, weddings, concerts, or corporate meetings. It involves handling all the details, like choosing a venue, coordinating vendors, managing budgets, creating schedules, and ensuring the event runs smoothly. Event manager’s job is to bring the client’s vision to life and deliver a memorable experience for attendees.
The definition for event planner is a professional who helps organize and manage events. It can be another word for event organizer. They take care of everything from finding a venue and coordinating with vendors to creating schedules and handling logistics. Their goal is to ensure the event goes smoothly and meets the client’s vision, whether it's a wedding, corporate gathering, or festival. Synonyms for event planner are event organizer, event professional, event coordinator, or event specialist.
There are various different types of event planners:
What events do event planners plan?
Event planners plan all kinds of events from networking conferences to weddings or university fairs.
Event planning is basically another word for hosting an event. Event planning refers to the process of organizing and coordinating all the details of an event, like a wedding, conference, or party. It involves deciding on the date and location, managing budgets, arranging vendors, and making sure everything runs smoothly on the day of the event. Essentially, it’s about bringing all the pieces together to create a successful experience for attendees. Synonyms for event planning include event organizing, event managing, and event coordinating.
Event planning is more about designing the event during the pre-event phase, while event management is about making it happen and ensuring it runs smoothly. Planners set the stage, and managers bring it to life. Some event organizers are experts who handle both event planning and management together.
An event organizer, often called an event planner, is someone who plans and manages events. There’s no strict definition of the role, but their main job is to make sure everything runs smoothly and matches what the client or company wants.
An event promoter is someone who markets and advertises an event to attract attendees. Their job is to generate buzz and ensure the event reaches the right audience through various channels. It can be through social media, flyers, email campaigns, or partnerships.
Exhibitor is a company or organization showcasing products or services at a trade show, expo, or exhibition. For example, Eventee team had its booth at Eventfest this year. And we spent months preparing it. It was a great experience and it's an effective way to gain some exposure.
Expo is a type of global event where businesses and professionals meet to showcase their products and new developments. Expo is also supposed to educate the public, share innovation, and promote progress.
Often shortened to a 'fam trip.' Familiarization trip refers to trips offered to media, bloggers, event planners to visit and experience a destination firsthand. It promotes tourism, builds relationships with industry professionals, and generates media coverage.
The acronym stands for General Data Protection Regulation. GDPR is a set of rules which instructs organizations and companies how to collect and process personal information from individuals within the European Union.
Group registration refers to a process where multiple people can sign up for an event together as a single group. This is convenient for businesses, organizations, or groups of friends attending an event together. It often comes with benefits like discounted rates.
Guest list is a record of individuals invited to attend an event. It typically includes their names, affiliations, and contact information. You need to determine who your target audience is in order to create the perfect guest list and attract as many attendees as possible.
Honorarium is a payment for a service. Honorarium is typically given as a token of appreciation. In the context of event management, you can give honorarium to your expert speakers as a gesture of respect for sharing their knowledge and time.
Host is the person responsible for organizing the event or live session. They welcome guests and introduce speakers or performers. The host plays a key role in creating a welcoming atmosphere.
Itinerary is a detailed plan or a schedule for an event, a particular trip or some other occasion. It helps ensure that everyone involved knows what to expect and where to be at any given time.
Keynote refers to the main speech or a presentation that kicks off the whole event. It is usually delivered by a notable speaker or expert in the field otherwise known as keynote speaker. Make sure to choose a great speaker who knows how to work the crowd to make a lasting impression.
Keynote speaker is your great asset. The main role of a keynote speaker is to feature as the headline speaker at your event.
By definition, it is a speaker that sets out the central theme of a conference. It should be an expert in the field that can talk extensively on a specific topic or a whole industry.
Someone who excelled in the field and gained significant experience that he or she can demonstrate during the speech in a unique, captivating way that will show the topic in a different light.
The very basic requirement of keynote speakers is that they can inspire, entertain, and educate your audience on the topic matter, which is not possible without knowing the industry inside-out, combining visions with anecdotes based on the personal career path and history.
Lead time refers to the amount of time required to complete a task or process from start to finish.
Logistics basically means handling all the details to make sure everything runs smoothly. It's about managing things like transportation, setting up, getting the right people where they need to be, and renting any necessary equipment. Logistics is like the behind-the-scenes work to keep everything on track.
Not sure who the Emcee is? It’s the Master of Ceremonies, sometimes also “wrongly” called a moderator. Simply a host of your event responsible for the show. Some events require assigning these roles to dedicated people, but smaller events usually group these responsibilities into one. The moderator guides speakers and panels through conversations or the Q&A part, while the Emcee brings energy to your stage.
This acronym stands for Meetings, Events, Exhibitions, and Conventions. MEEC is an internationally used term in the events industry.
In the new world, a meeting is a virtual session where all participants share videos and speak. It can take the form of a video conference, but the number of participants shouldn’t exceed 50 to ensure smooth interaction. Companies and schools use tools like Zoom, Google Meet and Microsoft Teams to host their meetings. In the context of virtual events, these meetings are often called roundtables, focus groups, breakouts, or workshops.
This acronym stands for ‘Meetings, Incentives, Conventions, and Exhibitions.’ MICE is an internationally used term in the events industry.
Networking is the process of making and maintaining connections with other professionals, attendees, or stakeholders at an event for potential collaboration, partnership, or business opportunities. Networking is considered to be one of the highest priorities for attendees to join events. Many mobile apps offer user-friendly match-making features to boost networking. If you are on a tight budget, use these tips to turn your event into an interactive networking space. Don't forget to provide your introverted attendees with networking tips as well!
A no-show is a person who is expected to arrive because they registered or booked a seat but eventually does not attend the event.
NPS is giving you an idea about the satisfaction of your attendees. To work your way to NPS, you simply ask this question in your post-event survey: “How likely on the scale of 0-10 you would recommend our event to your friends?”
As satisfied “promoters” are considered people who put 9-10, as “passives” are considered people who put 7-8 and as “detractors” everyone who put 0-6. Based on their answer you can then ask them for more details.
The final NPS is calculated by deducing the share of detractors from the share of promoters. The higher NPS, the better. Negative NPS is a signal to seriously improve what you do.
As an event planner, you have the obligation to oversee all activities and personnel during an event. You need to ensure everything runs smoothly and according to plan. And this is basically on-site management, putting out fires wherever you go. Luckily, we've summarized a few tips on how to handle last minute changes.
Participants are basically the people attending your event.
A party planner is a professional who takes care of all the details for hosting a party. For example, they choose the location and theme, organize food, drinks, and entertainment and much more. They handle everything to ensure the event is enjoyable and hassle-free for the host. Some synonyms for a party planner include for example event coordinator, party coordinator, event consultant, event manager, event designer, or social coordinator.
Both are similar, but they have some differences. Party planner mostly focuses on social events like birthdays, weddings, anniversaries, or holiday parties. These are typically smaller-scale, more casual events.
On the other hand event planner manages a wide range of events, including corporate meetings, conferences, fundraisers, and formal gatherings. This person often handles more complex logistics.
Filling out legal documents – a truly unpleasant part of being an event planner or a human being for that matter! Permits and licenses are legal documents required to host an event, including permits for venue use, alcohol service, and street closures. You might want to think about hiring a legal professional to look over your contracts.
Pro forma invoice is a preliminary bill of sale sent to buyers before a sale is confirmed. Pro forma invoice helps buyers understand the cost breakdown and terms of the sale upfront. The buyer can review and confirm the order before paying.
Otherwise known as a discount code. With promo code, attendees receive some sort of price reduction during ticket purchase. For example, early bird ticket discount or partner discount.
Request for information is a document which details information from potential suppliers or vendors. Before buying something, you basically request information on the specific product or service from suppliers. Then, you can make an informed decision. It can help you assess the market and compare different options.
RFP is basically a business document that announces and maps out the plan for an upcoming event. It serves to solicit bids from potential vendors or suppliers who could provide what you need for your event. In other words, RFP is a way to find the best options for what you need. You lay out what you need for an event such as venue, event tech, and other event services. Interested vendors then respond to your RFP and offer you their business.
Rider is a document that outlines the specific requirements and preferences of performers, speakers, or VIPs participating in an event. Riders make sure that everything artists or participants need for the event is discussed and agreed upon beforehand.
As an event manager, you need to learn to identify and mitigate potential threats or challenges that could impact the success or safety of an event. These challenges include for example harsh weather, security concerns, or technical failures.
In this article, you can read about 7 common mistakes event planners make and how to avoid them. Always be prepared!
How profitable was your event? Return on Investment gives you the answer. You simply divide total expenditures by the total revenue and you always strive for value bigger than one.
If it’s lower, you actually lost money by investing your money into the event. This ratio is a great indicator of the financial success for the whole event, but also for its parts like paid mentoring sessions, competitions, sponsorship, etc.
Also, you can compare different channels you used for marketing and hunting down the attendees. ROI is the ultimate judge of whether your event was on the money, so never underestimate its power.
Run of show is a cookbook for your event that keeps the whole team aligned. It’s made of five main parts, where you keep all the timestamps, verbal cues and other important information for planners, speakers and producers.
First is the Contact list with the numbers and emails of the whole event crew including speakers, presenters, audiovisual company, catering provider, etc.
The second part defines the Flow of everything that happens on the stage.
Then there are three parts of various considerations.
RSVP is an acronym stands for “to respond to an invitation” and it basically means that the person who sent you an invitation is asking you to reply whether you will attend an event or not. Some synonyms for RSVP include for example confirm, respond, reply, or confirm attendance. Whether you use confirm, respond or another word for RSVP, it depends on how formal the situation is. "Confirm attendance" is more formal, while "Reply" is casual.
A meeting, presentation, or a workshop dedicated to a specific topic or an activity.
This acronym stands for social, military, educational, religious, and fraternal groups in the events industry. SMERF is used to classify different types of group clients or attendees. Event planners and venues use the SMERF categorization to understand the specific needs and characteristics of each group type.
Speakers are the people who are speaking at your event and running their event sessions. They are usually experts in their fields who share knowledge, ideas, or experiences. Discover tips on how to choose the best speakers in this article.
Sponsors are individuals, companies, or organizations that provide financial or in-kind support to your event. In exchange for this kind of support, they come to your event to boost their image, promote their brand, or find potential leads. Sponsors help cover the costs of the event.
Event sponsorship is a powerful marketing tool that plays an important role in every event strategy. In a nutshell, it is a type of advertisement where influential individuals and companies promote their brands at events in exchange for financial or in-kind support.
This type of support can include providing venues, catering services, technology facilities and tools, or even donating prizes for competitions and other attendee engagement activities at the event.
Stack is a toolbox of technologies you use for your virtual event. It consists of a CRM, virtual event app, streaming tool, social media channels and all other tools you use to get things moving. This term doesn’t work solely for events; you can have stacks of technologies for whatever objective you imagine.
Any individual or group with a vested interest or influence in the success of an event, including clients, sponsors, vendors, staff, and attendees. According to this article, there are two types of stakeholders:
Sustainability refers to practices and initiatives aimed at reducing the environmental impact of an event. Event industry produces an immense amount of waste per year using disposable products.
Take for example the Olympic Games. They are constantly criticized for its high levels of carbon emissions and greenwashing.
Luckily, there are a number of initiatives you can take to reduce waste while planning an event without putting a strain on our nature such as going paperless, ordering locally produced food, or promoting eco-friendly transportation options.
In short, a timeline is a chronological schedule. It outlines key tasks and deadlines leading up to and during an event. I always thrive at work when I keep up with my deadlines and try to stay organized. There are multiple apps to choose from. You can read about them more in this article.
Typically, trade show is a B2B event where businesses and organizations display and promote their products. Other businesses can explore their product, establish business relationships, generate leads, and network with industry professionals or potential buyers.
A consumption tax. VAT applies to each transaction within the supply chain.
Did you know that VIP stands for a “very important person”? VIPs are individuals granted special privileges or access at an event due to their status, influence, or role. It often includes designated seating areas, exclusive amenities, or personalized services.
Using for example influencers to promote your brand is slowly becoming the norm in the 21st century. And the same can be said for event management. Consider inviting a prominent social media figure that makes sense for your event.
A trade show that is hosted online. Exhibitors set up digital booths with product displays, and interactive content. Attendees can connect with exhibitors and other participants through chat rooms, messaging, and video calls. Organizing virtual trade shows reduces cost because of no traveling, they offer global participation, and flexibility.
Waitlist is a list of people who are interested in a session or an event which has no tickets left. It's like a queue where individuals sign up and wait to be notified if a spot becomes available. Waitlist is a fair and efficient way to manage attendee numbers.
Webinars are quite similar to video conferencing, but they are mainly one-directional. The speaker delivers content to attendees and they can sometimes interact via polls, chat and Q&A right in the streaming tool or via any stand-alone engagement tool. The common webinar tools are Zoom Webinar, ON24, GoToWebinar, webinar.net, and BlueJeans, but creating webinars for larger audiences can quickly get quite expensive.
A meeting or a session in which a group of people learn new skills or engage in discussions. They usually include hands-on learning experience to acquire new skills which are then practiced in real-time
Marketing an event requires a unique vocabulary that helps professionals strategize, promote, and measure their efforts effectively. Here's a quick overview of the essential terminology to help you master event promotion.
Click rate is a similar term as a CTR but it refers to the number of people who clicked a link in your email out of the total number of delivered emails. Whereas CTR is the percentage of people who clicked a link in your email out of the people who opened your email according to Hubspot.
Click-through rate is a measure usually used in advertising or email marketing to assess the effectiveness of an ad or a link. It represents the percentage of people who click on a specific link or advertisement out of the total number of people who open the email. It will help you optimize campaigns for better performance.
Email marketing automation triggers email messages based on the actions your customer or subscriber takes. For example, when your customer signs up for a mailing list, they typically receive a personalized welcome email. This saves time and helps you reach customers at the right moment with relevant messages.
The way you engage attendees at your event is key to ensuring repeat attendance in the future. It's all about the level of interaction, participation, and interest from attendees during an event.
Whether it's sharing pictures, voting in polls, or networking with other attendees, mobile apps usually offer some type of engagement options. But there are also low budget options you can use. Don't forget to analyze to see what works for you! Engagement is often measured through surveys, social media metrics, and audience feedback.
Was your event successful? How many people left your event happy? How can you not know?! It doesn’t matter what type of event you hosted, precise evaluation is necessary for virtual, hybrid, as well as offline events!
All jokes aside. Many event managers are still deciding on whether their event was or wasn’t a success solely by listening to their gut feelings, which is totally fine unless you want to scale your event and grow your business. If you do, it is always smart to also know your numbers.
With enough relevant data you can easily measure your performance and compare it with your past events. This is, however, not the only thing you can take advantage of. You can gain a lot of useful insights that can help you improve your future events, like what are your weak points, and what strategies you should focus on more.
If you feel this is something you should personally improve, we put together our 12 tips on how to measure the success of your event.
The nightmare of all managers. The key performance indicators are essential for event evaluation, and can come in handy during event planning as well, because they keep you focused on what really matters.
Determining a KPI basically means to set super specific goals you want to achieve, including the numbers, which sets the borders for later data evaluation.
A simple funnel can help you determine your KPI's. With the attendees in different stages of a decision-making process separated into logical sections, you can see where the pitfalls are that you can fix and grab the low-hanging fruit with almost no effort. Do you want an example? Take this: People visiting event website > Registered users > Attendees actually joining > Attendees actually engaging.
The funnel is not the only way to use KPIs, you can also compare events or speakers to each other. Look for patterns that will help you to create a better experience for your visitors.
The landing page should contain all the information about your event that can help visitors decide and register for your event. The clean-looking well-crafted page is critical for your potential success.
Such a page is also a gate, sorting people to attendees that can enter the event and the rest who first have to buy a ticket.
Development of these pages can be lengthy and tricky, but there is an easy way. You can generate landing and registration pages straight out of the event hub!
The event hub does all the hard work for you, offering features like registration, collecting payments, integration and customization. You simply embed the code to your website and you are all ready to go.
Lead generation is the process of attracting potential customers for your business or service so they want to give you their information.
A lead is described as someone who shows interest in your service or a product but might not be ready to buy it yet.
For example, you can provide valuable content which relates to your product in exchange for their personal information. After that, you can nurture them into loyal customers. You can read more about it in this article.
Marketing and promotion are all about getting the word out about an event. You can use multiple strategies to attract attendees like generating buzz on social media, advertising, or coming up with creative email campaigns.
It's important to create an effective event marketing plan beforehand to stay organized. Don't forget to keep track of what type of promotion works for you. This way, you can learn from your mistakes in the future.
Open rate refers to the percentage of people who opened your email out of all your subscribers. Even though Campaign Monitor doesn't recommend determining how successful your email marketing strategy is based on your open rate, here are a few tips for improving it.
Post-event evaluation refers to assessing the success of an event by gathering feedback from attendees, sponsors, and staff. You can analyze key performance metrics such as attendance, revenue, and participant satisfaction. This is a crucial part of event planning. You can learn from your mistakes and try to make your event a success! Some event apps offer in-depth analytics to make the whole process easier for you including Eventee.
Post-event feedback refers to gathering opinions, comments, and suggestions from attendees and stakeholders after an event has concluded. For example, through surveys, interviews, or a simple questionnaire in a mobile event app. This way, you'll know what to improve in the future.
Post-event report refers to a document that summarizes the whole event and describes all its details. It can be attendance numbers, financial performance, feedback from attendees, and logistical challenges encountered. You can use this article and this charming template to easily evaluate the event's overall success.
Push notification is the clickable pop-up message that appears on your device even if you don't use the app at the moment. Push notifications notify users about important information or updates. Organizers may use them through event apps to inform attendees about schedule changes, upcoming sessions, and other relevant updates in real-time.
Templates refer to pre-designed layouts that serve as a starting point for creating documents, websites, emails, or other materials. There are endless variations of templates on the internet. In event planning, you can make use of them when creating invitations, agendas, presentations, and promotional materials.
Understanding these technical event terms is key to ensuring a smooth and glitch-free experience. Here's a guide to some of the most important technical jargon in the event planning world.
Allowlist / Whitelist is a list of IP addresses, domain names, or email addresses which are provided a particular privilege, access or a service. It's a form of cybersecurity strategy. For example, as an event planner you could restrict access to your event for people who are not invited using allowlist (otherwise known as whitelist).
Amplifier is basically a device that increases the volume of sound. It takes weak signals from things like microphones or music players and boosts them so you can hear them through speakers or headphones. As an event planner, you need to make sure that everyone can hear clearly.
Aspect ratio refers to how wide a screen display, image or a video is compared to its height. A common aspect ratio for widescreen displays and videos is 16:9. It's important to ensure content is displayed correctly without distortion or cropping.
Augmented reality is an interactive experience where computer-generated elements and sensory stimuli like images, sounds, and information are added to the real world. AR blends digital content with our surroundings to enhance how we perceive and interact with our environment. It's like adding a little bit of magic to what you can see in the real world.
AV refers to the equipment and services related to sound, lighting, and visual presentations used during an event, such as microphones, projectors, and screens. Our team attended WebExpo last month and most of the sessions had a very good sound as well as lighting. It made all the difference in the whole experience.
Bandwidth refers to how much information can be sent over a network at once. Essentially, higher bandwidth means faster data transfer rates and smoother communication across networks. Did you know that 44 % event planners are most irritated by poor Wi-Fi at venue spaces? Wi-Fi quality could potentially affect the overall attendees' satisfaction with the event. Don't underestimate it!
Branded app is a mobile app that is customized to your branding elements, such as logo, colors, and design style.
CRS is a type of software platform used in the hospitality and travel industries. CRS manages and facilitates reservations for hotels, airlines, car rentals, and other services. Some popular central reservation systems include Amadeus or SynXis.
Keep calm and chat on. Having a conversation in a chat box is quick and easy. Yet, it can quickly get chaotic, so it only has limited use for virtual events, especially for 1:1 conversation, mentoring, or networking purposes.
Chatbot is basically your virtual assistant. It's a computer program designed to simulate conversations with human users. It should help you with information, tasks, or answering questions. Chatbots are often used as customer service on websites. They're handy because they can respond quickly and you don't have to wait for a human to respond.
Check-in apps are tools designed to help you register people at events or places. They typically update attendance records in real-time and can give event organizers insights into who's there and when they arrived.
Closed captions are a text displayed on a screen simultaneously with the audio to show what the people in the video are saying. Closed captioning was developed originally for people who have trouble hearing. Now, they are used for various situations, for example due to a noisy environment.
CMS is a software which allows anybody on your team to create, edit, and publish digital content. This way, your team can collaborate together on a website without technical knowledge.
CRM refers to the system and strategy businesses use to manage all of their company's interactions with current and potential customers. CRM softwares which manage customer data for you can help you understand customer needs and behaviors. This could increase sales and enhance customer satisfaction.
Dashboard is a visual interface that displays important information, metrics, or data in a consolidated and easily digestible format. Dashboards are commonly used in business, technology contexts but also event management to provide real-time updates.
You might know dwell time from Google Analytics. Technically speaking, it’s the time that people spend on your website before returning back to the page with search results.
Apart from the event website dwell time, you can also measure the interest of your attendees in your streams or video content. By comparing the average dwell time of your sessions, you can very easily tell which session is the most or least engaging.
Dwell time is a simple, yet often misunderstood metric. Always make sure that you know what your analytics tool actually measures, so you don’t make the wrong assumptions and eventually decisions.
Tools like Google Analytics need two clicks to correctly measure the actual length of the visit. But the visitor that only dwelled on one page is counted as a bounce visit with zero time spent on the page!
Like John who came to your online stream, watched your talk for 90 minutes and then closed the window. How is that possible? Because there’s no exit click, no timestamp that could tell Google how long the visit actually was.
In other words, through embedding you are putting something from one page on the Internet to the other. You can embed video from YouTube to your blog post or a registration form from your CRM to your website. Event hubs use this feature so that you can share embedded videos from any streaming platform with your attendees right in the app.
Event hub or event app is the center of your event. The beating heart of your conference. An omnipotent tool like Eventee that helps you manage everything that goes around the event in one place.
It’s the hub where you create an excellent experience for attendees and offer them all the advanced functions that have become a norm in the era of virtual events. Agenda, speakers’ bio, sponsors pages, polls, live streams, networking, and more are offered to your attendees via the event hub. We are not saying that you can’t hold a virtual event without it, but if you strive for a professional feel, the event hub is a must.
EMS is a platform you can use to plan and execute events more efficiently. There are multiple tools each focusing on different aspects of event management such as handling registration and ticketing, boosting engagement, or post-event analytics.
Event tech is a collective term for basically any tool, app, or software that helps you plan, manage, and evaluate your event. This category includes event management softwares, live streaming tools, or even technical event equipment.
In the context of events and technology, “feed” usually refers to a platform feature where organizers post information or content related to the event to keep attendees in the loop. For example, some mobile event apps offer a newsfeed with a real-time display of updates, announcements, or social media posts.
Gamification is an event engagement feature. It turns event elements into a game to make them more fun and engaging. For example, attendees earning points for rating sessions, posting photos, or interacting with sponsors. It's a great way to boost engagement at your event.
Gobos are objects which are placed in front of a light source to control the shape, strength or even color of the emitted light and its shadow. They can project patterns, logos, or images onto walls, floors, or other surfaces. Gobos are widely used in weddings, corporate events, concerts, and theatrical productions.
Integration refers to the digital connection between platforms. It involves connecting various software applications or systems – such as event registration platforms, email marketing software, and payment gateways. This way, they can share data and work together efficiently. Event platforms usually offer multiple useful integrations.
In an interactive event, it means that you create opportunities for attendees to participate actively with the event content, organizers, speakers, and other participants. This might include features like live polling, Q&A sessions, or networking. Instead of just listening to a speaker, your attendees can simply ask questions via their smartphones or vote on topics of discussion. This way, your event will be more enjoyable and impactful for everyone involved.
Live event captioning refers to the process of transforming audio dialogue and sounds into text onto a screen in real time. It makes the event more inclusive and accessible to people who may not be able to hear the speakers and sounds. But they can also benefit attendees who are non-native speakers.
Metric converter is a tool or an app which event planners use to convert non-metric units into metric units or overall measurements between different units. Event planners can easily determine the size of a room.
Native application is an app that is developed for one particular system only (e.g., iOS or Android). They offer faster and more responsive user experience.
PA systems stand for public address systems. They are basically the setups which are used to amplify and distribute sound in public spaces or events. For example, notice microphones and speakers at concerts or conferences which make sure all attendees can hear everything.
Poll is similar to a quick survey where you ask a question and give respondents a few options to choose from. A poll is a simple way to ask people for their opinion or preference on a specific topic. During an event, you can encourage engagement with live polls.
This acronym stands for Personal Protective Equipment. PPE refers to a specialized clothing and equipment to protect individuals from hazards or risks in their work environment. These items can be gloves, masks, goggles, or helmets.
Letting the audience ask questions, that’s the legendary Q&A. Nowadays, it is a common part of any event hub or you can use dedicated engagement tools like Slido, where all online and offline visitors can ask questions and vote for their favorites. These two options are easy and effective, solving known problems with messy chats or mixing questions asked directly from the in-person audience and virtual attendees.
QR code is the type of barcode which stores information and can be scanned through a digital device. For instance, it significantly simplifies the paying process, check-in, or finding relevant information about speakers or exhibitors.
QR scanner is a tool or a device used to capture and interpret QR codes.
Registration is the process where attendees formally sign up or enroll to participate in an event. It helps organizers manage information about their attendees and anticipate attendance numbers.
Ticketing on the other hand is the process of selling and distributing tickets for events.
So what is the difference between registration and ticketing? Registration is like ticking off the 'I will participate' button on Facebook. Whereas ticketing is like buying an entry pass for a concert. Check out this article if you're having trouble selling tickets for your event.
These industry standards are used to transmit media, but it’s quite unlikely that you will need to fully understand its technical aspects. The only thing to know is that platforms like Restream or Streamyard can’t stream directly, so you always need to copy the RTMP server address from your Youtube or Facebook streams.
Finding the right URL is easy and it’s basically the only interaction that is required on your side.
The RTMP protocol is more popular than SIP, which is viewed as an enterprise feature bound to video conferencing tools like Zoom.
Simulive refers to a process when you look like you are streaming live, but you actually aren’t. Simulive is a pre-recorded content published as a simulive stream where you combine recorded video and live Q&A giving the audience the best of both worlds. Handy for coaches and teachers that can stream a recorded lecture and then connect live for Q&A.
SSO is a method which allows you to log in with a single ID to multiple related but independent applications or services.
Splash screen is a graphical introduction screen that appears briefly when you open a mobile app or computer program. You can usually see the app's logo, branding or loading animation.
Streaming is just a technical method of transmitting and receiving data over the Internet. These days, you can watch videos on Netflix or YouTube without downloading the content to your device because it loads fluently as you watch it. The most interactive format on social media and streaming platforms is a live stream, where you film and transmit the content as it’s happening.
Simply said, streaming provider is the company you use to deliver the content to your audience. You undoubtedly know the good old Skype, but now you can use Facebook, Zoom, YouTube and many other tools to share videos with someone else. We’ve already covered 8 great streaming choices for you.
Tech stack refers to the combination of digital tools and platforms you use for your events. Whether it's an event management software, CRM platform, an event app, or a video conferencing tool, choosing the right tech stack is crucial.
It can significantly simplify the event planning process. Not only that, it can also elevate the whole attendees' experience and thus, determine the future success of the event.
A conference conducted over a telecommunications network. It typically involves participants who are in different locations. They can use phones, computers, or other devices to connect and communicate with each other in real-time.
Throw distance refers to the distance between a projector and the surface onto which it projects images or video.
Ticketing is the process of selling and distributing tickets for events.
Registration on the other hand is the process where attendees formally sign up or enroll to participate in an event. It helps organizers manage information about their attendees and anticipate attendance numbers.
So what is the difference between registration and ticketing? Registration is like ticking off the 'I will participate' button on Facebook. Whereas ticketing is like buying an entry pass for a concert. Check out this article if you're having trouble selling tickets for your event.
Video call is a way of communicating with someone via some virtual device such as a smartphone or a laptop. There are plenty of virtual platforms available which you can use for a video call including Zoom, Google Meet, or MS Teams.
Video conferencing is often confused with webinars and webcasting in general. Video conferencing is always real-time and multi-directional.
It means that participants are equal to each other; for example, they can control their camera and microphone. That’s why the number of participants is often limited.
Typical video conferencing tools are Zoom, Google Meet, or Microsoft Teams. Usually, video conferencing is slightly different from webcasting or webinars. They all share a few similar characteristics, but video conferencing doesn't have the primary host superior to other participants.
VR is a technology that creates interactive and three-dimensional experiences through computer generated simulation. You put on a headset and step into a digital world where you can see and interact with objects and environments that feel real.
A video that you can watch whenever you like. Imagine the old-fashioned TV broadcasting – pausing and replays were impossible, you had to watch what was broadcast to you at that moment.
With all the modern media companies like Netflix, Hulu and YouTube, you can watch movies and TV shows in the VOD form on any device at any time.
Virtual events utilize this concept to publish archives of sessions for registered visitors who can watch parts they missed or they stream them freely to social media.
Web app is a software that runs in your web browser. With a web app, you can access tools or use services directly through your internet browser without having to download or install anything on your device.
Jeez, this one will be tricky! Webcasting is a short term for broadcasting on the web that is delivered to people by streaming. You use it when your audience is huge and you want to hit unlimited viewers.
It doesn’t matter whether it is live or pre-recorded; you can watch live webcasts after the event too. Webcasts often include chat and polls, but the audience cannot use a camera or microphone.
Common platforms for broadcasting are Vimeo Livestream, Youtube Live, or Facebook and Instagram Live. If you don’t want your audience to leave your stream and switch to funny cat videos, it’s always better to use an event app to create a central hub for your event so your audience remains focused.
The term wireless refers to the technology which operates without the need for any wired connection. Wireless technology enables mobility, convenience, and flexibility.
And lastly, here's a breakdown of key venue-related event terms to help you make informed decisions and communicate effectively with venue staff.
A la carte is a French term which means “according to the menu.” In the context of event planning or hospitality, it refers to a pricing method where items or services are priced individually rather than as part of a set package or bundle.
Amenities refers to the venue's features and facilities which often include complimentary items such as catering services, audiovisual equipment, seating arrangements, or parking facilities. They provide extra comfort and improve overall attendee experience.
Banquet-style is a type of seating arrangement using round tables usually seating 8-10 people and evenly spread out throughout the space. It's typically used for weddings, corporate events, or gala receptions.
Boardroom-style layout is a seating arrangement commonly used for small to medium-sized meetings and discussions, such as executive meetings, strategy sessions, and committee meetings. People sit around a large, rectangular or oval table, similar to a boardroom table.
You undoubtedly know them from offline events. Booths are physical stands for exhibitors and sponsors. In the virtual world, it’s quite the same; the booth is a sub-page where you can find all the information about the sponsors and their products, videos, or a chat box for instant interaction. Third-party services are used to build such virtual stands.
Breakout rooms are used to deliver a personalized event experience to the attendees. It can be anything between mentoring tables for startup events to networking meet-ups with business partners. These rooms are characteristic of their limited capacity, which effectively divides attendees into smaller groups where they can freely interact. This tool is widely popular for “speed networking” during which participants take turns in the split rooms, sometimes randomly assigned by the organizer.
Cabaret-style layout is a type of seating arrangement using a round or square table with chairs usually seating 4-8 people and facing the stage area. Cabaret-style layouts are popular for events such as networking receptions, small performances, or informal dinners.
Catering refers to the process of providing food and beverage services for an event, including menu selection, meal service, and dietary accommodations. Good food can incredibly elevate attendees' experience. It creates an opportunity to relax and encourage networking.
Basically the old classroom you know from your childhood. A setup where rows of desks or tables are aligned in straight rows facing the front of the room, typically with chairs for each desk.
Comp rooms are the complimentary or free-of-charge rooms provided to guests, typically as part of an incentive or promotion.
Corkage charge is a fee imposed by restaurants or venues for bringing your own alcoholic beverages.
DDR is the amount a venue charges usually per attendee for a full day. It also typically covers essential amenities and services for the day.
Deécor refers to the aesthetics and visual elements used to enhance the atmosphere and ambiance of a space or event. It could include for instance floral arrangements, table linens, signage, and thematic props.
Drayage refers to the logistical process of transporting and handling materials, equipment, or exhibits to and from an event venue.
The layout of a venue. Floor plan is like a map that shows where everything will be located in the venue. Event organizers use floor plans to visualize and organize the space effectively. Attendees, on the other hand, use them to navigate the event.
Force majeure clause is a part of a contract that lets one party off the hook if something unexpected happens. It is mostly included in the venue contracts and it's supposed to protect the party from things which are out of their control like natural disasters or a major crisis.
In the context of the event industry, the green room is a designated space backstage where performers, speakers, or VIPs can relax, prepare, or wait before going on stage. Typically equipped with comfortable chairs and refreshments, it provides a quiet and comfortable space for people to rehearse.
Herringtone layout is a seating arrangement often referred to as chevron or v-shape layout. Herringbone layout arranges tables and chairs in rows forming a V-formation facing the stage. It offers a better view and easier discussion but takes up a lot of venue space.
Horseshoe seating is a type of seating arrangement that usually doesn't involve tables. The chairs are arranged in a U-shape or a semicircle so that participants face each other as well as the center. This approach allows for a speaker to work closely with attendees while they can interact and discuss more freely.
I&D refers to the process of setting up and taking down event equipment, displays, booths, and structures.
Open seating refers to an arrangement where attendees can sit wherever they like. Whereas at events with assigned seating, attendees know exactly where they will sit. It's commonly used at weddings, gala dinners or conferences.
Plus plus refers to an additional charge added on top of the base price for services or goods.
Rack rate is the standard retail price that a hotel charges for a particular room without any discounts or special offers.
Reception-style is a type of seating arrangement where guests typically stand and mingle rather than being seated at tables. Reception style is usually used for cocktail parties or networking events. It's supposed to encourage guests to connect with each other.
Seating arrangements is the layout and organization of seating for attendees. There are multiple types of seating arrangements like the Theater Style, Classroom Style, Cabaret, Banquet, or Cocktail. They can vary depending on the type of event and desired atmosphere.
Schell scheme refers to a modular system of stands and booths which are built and provided by the organizer to the exhibitor before the event starts. Shell schemes are typically used at trade shows and are great for segmenting the floor and dividing the space. They often include basic features such as walls, fascia panels with company names or logos, lighting, and sometimes flooring.
Sightline refers to the imaginary line that determines what attendees can see from where they sit. As an event planner, you need to make sure that everyone is able to see the stage without hindrance.
Site visit is an inspection of a venue. The golden rule of event planners is to always select a venue that you have seen in person. Check out this guide to discover how to find your dream venue including conducting the site visit.
Skirting is the fabric or material used to cover and decorate tables, stages, or other furniture. It's meant to cover wires, equipment, or storage under tables.
Unlike the shell scheme, a space only is an exhibition arrangement where organizers provide exhibitors with only empty space. The exhibitor has to create structure and build the walls. They can also decorate the space according to their liking.
Theatre style is a seating arrangement resembling the layout found in theaters. All chairs are aligned in rows facing the stage. There is usually an aisle in the middle to allow attendees to walk among the seats comfortably. It's one of the most commonly used layouts.
Traffic flow refers to the movement and circulation of people within a venue or an event space.
Venue is the physical location where an event takes place, chosen based on factors such as capacity, accessibility, and amenities. Choosing an ideal event venue is an important step in event planning. It's also very demanding. Luckily, I have summarized all the information into 7 steps in this extensive go-to guide. Another word for venue is for example a site. But there are many more synonyms, such as space, facility, or in some contexts also premises.
White box refers to a neutral space (a venue) which can be customized according to your liking. It's intentionally minimalistic and lacks decorations to allow creative freedom and flexibility.
Learn the latest event terminology with the most comprehensive event planning glossary. Whether you're new to the industry or you're feeling a bit rusty, this guide will help you achieve success.
UPDATED: 11/21/2024
Before we begin, here's some data to wow you: The global events industry reached a market value of $1,406 billion in 2023 and is projected to grow steadily at a CAGR of 5.1%, reaching around $2,230.8 billion by 2032. Alongside this growth, the industry is expected to support approximately 5.9 million jobs. Incredible stats!
But why am I talking about this? Well, this data shows that the event industry is an ever-changing and constantly evolving field, especially when it comes to new trends. And as an event planner, you have to keep up!
Knowing event planning terms is essential for more effective communication, better collaboration and overall professionalism. No need to worry though! We'll guide you through everything from streaming and broadcasting to general event terms like DDR or lead time.
Whether you're a novice in the event planning industry or you're feeling a bit rusty, this guide is your go-to. Here's the most complex event terminology you can find on the internet divided into four sections:
If you prefer reading on your Kindl or some other e-reader, download our e-book on this -> link <-
Event planning comes with its own set of terms and jargon that can be overwhelming for newcomers. Here’s a quick rundown of some common event terminology in alphabetical order to help you navigate the event industry with ease.
APEX refers to the set of guidelines and standards developed by the Events Industry Council (EIC). It provides recommendations and standards for various aspects of event planning and management. It's a valuable resource for event planners and other industry professionals.
Accessibility means ensuring that an event is inclusive and accommodating to individuals with disabilities. Try to be understanding and employ such measures which make the event accessible to all. For example, wheelchair access, sign language interpretation, and alternative formats for materials.
Event planning agenda is a structured list or plan of topics, activities, or tasks to be discussed or carried out during a meeting, event, or gathering. Agenda helps everyone stay organized and on track. Another word for agenda is a schedule. Some other synonyms for agenda include for example itinerary, program, outline, or timetable.
Data, statistics, charts, KPIs… Do you know where to find them? Yes! In the analytics. This place can look like a simple spreadsheet where you record the number of participants and other data manually, or it can be a module in your event app like Eventee.
In the worst case, the analytics can be scattered all over the place with bits in your Google Analytics, bits in your Facebook or Instagram profile and bits flying around somewhere.
The best way is to have one dashboard that systematically shows all available data in an understandable and actionable way, so you don’t need to crunch numbers like crazy on your own.
This acronym stands for Application Programming Interface. In simple terms, an API is a set of rules and protocols that allows different software applications to communicate and interact with each other.
API is the magic that makes all the technologies talk to each other. Information like registration data can be shared automatically through API between the systems, e.g., your CRM and registration software.
Integrations are a purely technical field, so if you want to know more about them, you can reach out to your developer for help or more detailed information. Some popular everyday examples of API include PayPal, “login with Facebook/X/Google option,” or Google Maps.
Attendance tracking refers to a process of monitoring and recording the presence or participation of individuals at an event, class, meeting, or any organized gathering. You can keep track of who is present using methods such as sign-in sheets, electronic check-ins, QR codes, or mobile apps.
An attendee is a person who is present at an event, meeting, or gathering. They participate in or observe the event, often as a guest, member, or registered participant. In short, it’s basically someone who comes to events. Some synonyms for attendee include for instance participant, guest, visitor, delegate, member, or visitor.
Attrition happens when there is a decline in actual attendance or participation compared to the originally expected or registered numbers. This can impact logistics, budgeting, and overall event experience planning. Have a look at these strategies to limit attrition at your event.
Attrition rate is the amount of participants that drop out or withdraw from a program, event, or organization over a specific period. It is calculated by dividing the number of participants dropping out by the total number of participants at the start of the period, multiplied by 100.
Attrition Rate = (Number of participants who left / Initial number of participants) * 100 Attrition Rate = (20 / 100) * 100 = 20%
B2B acronym stands for business to business. In the context of event management, B2B events refer to gatherings where businesses can interact and network with each other. Those who are looking to expand their networks and generate leads, should definitely consider coming to a B2B event. You showcase your product while exploring potential business opportunities.
B2C acronym stands for business to consumer. A B2C event offers an opportunity to showcase your product or service and directly engage with individual consumers. They are designed to attract and engage more customers.
Also known as a function sheet or a program execution order (PEO). Banquet event order stands for a document that outlines every detail of an event being held, such as date, menu, or audiovisual needs. All of these terms are used interchangeably.
Also known as the bid proposal or tender document. This text lays out the requirements for your project. Then, suppliers, contractors, or service providers compete for the project and offer their services in the bidding process. The bid document includes all the details about what's needed, the rules they have to follow, and what's expected in their proposals.
A blackout date is a specific day or period when something is not available or allowed, usually because of some restriction or other special reason. For example when venues are not available for booking during holidays, peak seasons, or maintenance.
An event brief is a document that summarizes important information and goals for an upcoming event. It helps everyone involved understand what the event is about and what we want to achieve. Use this interactive and fun template.
Broadcasting is quite a general term that was initially bound to transmitting content over airwaves or cable. And just like on any TV channel, it can be live or pre-recorded.
Budgeting involves figuring out how much money is needed for an event. Then you have to decide how to spend the money on various aspects of the event. These aspects include for example venue rental, catering, entertainment, or marketing. Check out this guide that gives you a good rundown on how to budget for an event. And don't forget to keep track of all the expenses in an excel spreadsheet like this one from Hopin. This way you'll always stay on top of your finances.
Cancellation Clause is a section in a contract which tells you the conditions under which you can cancel the contract. Always thoroughly examine the whole contract. When in doubt, ask a legal professional.
CMP is a well-respected certification from the Convention Industry Council program. It's a credential given to people with plenty of experience and it shows that they're skilled and committed to doing their job well in the events industry. To get certified, you need to pass an exam.
Colloquium means 'speaking together.' Typically used in academia, colloquium is a gathering where people discuss specific topics or fields of study. They provide a platform for individuals to showcase their work and receive feedback.
When two or more sessions are happening at once, they are called concurrent. Large virtual events with several stages often work with concurrent streams regularly, allowing people to create their schedule covering the hottest keynotes on the plan.
Conference is a large, formal meeting where people come together to discuss specific topics, share information, and learn from each other. A conference usually lasts a few days.
Conference pack typically refers to a collection of important materials or information provided to attendees at your conference. You can either print it or save the trees by utilizing an event app. Through an event app, you can usually upload content or share links.
Also known as a consumer expo or trade show. Consumer show is a B2C event where businesses and organizations display their products. Consumers can explore products from various industries like technology, home improvement, health and wellness, fashion, and more.
Contingency plan is basically a backup strategy. It is designed to address unforeseen circumstances or emergencies that may arise before or during an event. It reduces panic and confusion. The emergencies could include severe weather conditions or technical malfunctions. You can use this guide to create an effective backup plan.
Contract negotiation refers to the process of reaching mutually beneficial agreements with vendors, sponsors, and other stakeholders regarding services, pricing, and terms of engagement.
While negotiating you should bear in mind that it's important to stay flexible. You will probably not be able to agree on everything. If you're unsure of anything during this stage, consider having a legal professional review the contract, especially for large or complex events. Don't sign contracts that lack specifics. Avoid phrases like “to be negotiated” or “to be determined at a later date”. Have a look at these tips before you schedule an appointment to discuss the terms.
Convention is a large meeting or gathering of people who share a common interest, profession, or purpose. It often includes presentations, workshops, and networking opportunities. Conventions are typically organized around a specific theme, such as business, technology, comics, or education, and may last for one or several days.
CVB is usually a non-profit organization which provides information and education to event planners, travelers and local communities. The organization promotes travel to a location, events and conventions in the area.
Customized attendee badges are personalized identification cards or tags provided to event participants. They typically include the attendee's name, organization, and sometimes their role or title within the organization. They are also sometimes color-coded so it's easy to see what kind of privileges an attendee has (VIP, exhibitor, sponsor, regular attendee, organizer). Customized badges help you keep track of who's attending your event.
DEI refer to principles and practices aimed at creating environments where all individuals are valued and respected. Some examples include ensuring representation of diverse speakers and panelists or providing accessible venues, accommodations, and materials.
Also called pre-registration. Early bird registration is a promotional strategy used by event organizers to encourage attendees to register for an event early. They usually offer a special discount or some other perks like priority access to popular workshops. It's a way to reward participants who plan ahead.
Event is an occasion where people gather for a specific purpose, like a meeting, celebration, or performance. It can be big or small and typically involves some level of organization. Another name for event include for example occasion. Some other common event synonyms are gathering, function, celebration, affair, meeting, party, or conference.
Just like an event manager, event coordinator is someone who makes sure everything runs smoothly during an event. They handle the details, work with vendors and staff, and solve any problems that come up. While event planners focus on planning ahead, coordinators are usually in charge of making sure things go as planned on the event day.
Event debrief is a meeting after an event where people talk about how it went. The team discusses what went well, what didn’t, and what can be improved next time. It’s a way to learn from the event and make future ones better.
Event management is the process of planning, organizing, and executing events, such as conferences, weddings, concerts, or corporate meetings. It involves handling all the details, like choosing a venue, coordinating vendors, managing budgets, creating schedules, and ensuring the event runs smoothly. Event manager’s job is to bring the client’s vision to life and deliver a memorable experience for attendees.
The definition for event planner is a professional who helps organize and manage events. It can be another word for event organizer. They take care of everything from finding a venue and coordinating with vendors to creating schedules and handling logistics. Their goal is to ensure the event goes smoothly and meets the client’s vision, whether it's a wedding, corporate gathering, or festival. Synonyms for event planner are event organizer, event professional, event coordinator, or event specialist.
There are various different types of event planners:
What events do event planners plan?
Event planners plan all kinds of events from networking conferences to weddings or university fairs.
Event planning is basically another word for hosting an event. Event planning refers to the process of organizing and coordinating all the details of an event, like a wedding, conference, or party. It involves deciding on the date and location, managing budgets, arranging vendors, and making sure everything runs smoothly on the day of the event. Essentially, it’s about bringing all the pieces together to create a successful experience for attendees. Synonyms for event planning include event organizing, event managing, and event coordinating.
Event planning is more about designing the event during the pre-event phase, while event management is about making it happen and ensuring it runs smoothly. Planners set the stage, and managers bring it to life. Some event organizers are experts who handle both event planning and management together.
An event organizer, often called an event planner, is someone who plans and manages events. There’s no strict definition of the role, but their main job is to make sure everything runs smoothly and matches what the client or company wants.
An event promoter is someone who markets and advertises an event to attract attendees. Their job is to generate buzz and ensure the event reaches the right audience through various channels. It can be through social media, flyers, email campaigns, or partnerships.
Exhibitor is a company or organization showcasing products or services at a trade show, expo, or exhibition. For example, Eventee team had its booth at Eventfest this year. And we spent months preparing it. It was a great experience and it's an effective way to gain some exposure.
Expo is a type of global event where businesses and professionals meet to showcase their products and new developments. Expo is also supposed to educate the public, share innovation, and promote progress.
Often shortened to a 'fam trip.' Familiarization trip refers to trips offered to media, bloggers, event planners to visit and experience a destination firsthand. It promotes tourism, builds relationships with industry professionals, and generates media coverage.
The acronym stands for General Data Protection Regulation. GDPR is a set of rules which instructs organizations and companies how to collect and process personal information from individuals within the European Union.
Group registration refers to a process where multiple people can sign up for an event together as a single group. This is convenient for businesses, organizations, or groups of friends attending an event together. It often comes with benefits like discounted rates.
Guest list is a record of individuals invited to attend an event. It typically includes their names, affiliations, and contact information. You need to determine who your target audience is in order to create the perfect guest list and attract as many attendees as possible.
Honorarium is a payment for a service. Honorarium is typically given as a token of appreciation. In the context of event management, you can give honorarium to your expert speakers as a gesture of respect for sharing their knowledge and time.
Host is the person responsible for organizing the event or live session. They welcome guests and introduce speakers or performers. The host plays a key role in creating a welcoming atmosphere.
Itinerary is a detailed plan or a schedule for an event, a particular trip or some other occasion. It helps ensure that everyone involved knows what to expect and where to be at any given time.
Keynote refers to the main speech or a presentation that kicks off the whole event. It is usually delivered by a notable speaker or expert in the field otherwise known as keynote speaker. Make sure to choose a great speaker who knows how to work the crowd to make a lasting impression.
Keynote speaker is your great asset. The main role of a keynote speaker is to feature as the headline speaker at your event.
By definition, it is a speaker that sets out the central theme of a conference. It should be an expert in the field that can talk extensively on a specific topic or a whole industry.
Someone who excelled in the field and gained significant experience that he or she can demonstrate during the speech in a unique, captivating way that will show the topic in a different light.
The very basic requirement of keynote speakers is that they can inspire, entertain, and educate your audience on the topic matter, which is not possible without knowing the industry inside-out, combining visions with anecdotes based on the personal career path and history.
Lead time refers to the amount of time required to complete a task or process from start to finish.
Logistics basically means handling all the details to make sure everything runs smoothly. It's about managing things like transportation, setting up, getting the right people where they need to be, and renting any necessary equipment. Logistics is like the behind-the-scenes work to keep everything on track.
Not sure who the Emcee is? It’s the Master of Ceremonies, sometimes also “wrongly” called a moderator. Simply a host of your event responsible for the show. Some events require assigning these roles to dedicated people, but smaller events usually group these responsibilities into one. The moderator guides speakers and panels through conversations or the Q&A part, while the Emcee brings energy to your stage.
This acronym stands for Meetings, Events, Exhibitions, and Conventions. MEEC is an internationally used term in the events industry.
In the new world, a meeting is a virtual session where all participants share videos and speak. It can take the form of a video conference, but the number of participants shouldn’t exceed 50 to ensure smooth interaction. Companies and schools use tools like Zoom, Google Meet and Microsoft Teams to host their meetings. In the context of virtual events, these meetings are often called roundtables, focus groups, breakouts, or workshops.
This acronym stands for ‘Meetings, Incentives, Conventions, and Exhibitions.’ MICE is an internationally used term in the events industry.
Networking is the process of making and maintaining connections with other professionals, attendees, or stakeholders at an event for potential collaboration, partnership, or business opportunities. Networking is considered to be one of the highest priorities for attendees to join events. Many mobile apps offer user-friendly match-making features to boost networking. If you are on a tight budget, use these tips to turn your event into an interactive networking space. Don't forget to provide your introverted attendees with networking tips as well!
A no-show is a person who is expected to arrive because they registered or booked a seat but eventually does not attend the event.
NPS is giving you an idea about the satisfaction of your attendees. To work your way to NPS, you simply ask this question in your post-event survey: “How likely on the scale of 0-10 you would recommend our event to your friends?”
As satisfied “promoters” are considered people who put 9-10, as “passives” are considered people who put 7-8 and as “detractors” everyone who put 0-6. Based on their answer you can then ask them for more details.
The final NPS is calculated by deducing the share of detractors from the share of promoters. The higher NPS, the better. Negative NPS is a signal to seriously improve what you do.
As an event planner, you have the obligation to oversee all activities and personnel during an event. You need to ensure everything runs smoothly and according to plan. And this is basically on-site management, putting out fires wherever you go. Luckily, we've summarized a few tips on how to handle last minute changes.
Participants are basically the people attending your event.
A party planner is a professional who takes care of all the details for hosting a party. For example, they choose the location and theme, organize food, drinks, and entertainment and much more. They handle everything to ensure the event is enjoyable and hassle-free for the host. Some synonyms for a party planner include for example event coordinator, party coordinator, event consultant, event manager, event designer, or social coordinator.
Both are similar, but they have some differences. Party planner mostly focuses on social events like birthdays, weddings, anniversaries, or holiday parties. These are typically smaller-scale, more casual events.
On the other hand event planner manages a wide range of events, including corporate meetings, conferences, fundraisers, and formal gatherings. This person often handles more complex logistics.
Filling out legal documents – a truly unpleasant part of being an event planner or a human being for that matter! Permits and licenses are legal documents required to host an event, including permits for venue use, alcohol service, and street closures. You might want to think about hiring a legal professional to look over your contracts.
Pro forma invoice is a preliminary bill of sale sent to buyers before a sale is confirmed. Pro forma invoice helps buyers understand the cost breakdown and terms of the sale upfront. The buyer can review and confirm the order before paying.
Otherwise known as a discount code. With promo code, attendees receive some sort of price reduction during ticket purchase. For example, early bird ticket discount or partner discount.
Request for information is a document which details information from potential suppliers or vendors. Before buying something, you basically request information on the specific product or service from suppliers. Then, you can make an informed decision. It can help you assess the market and compare different options.
RFP is basically a business document that announces and maps out the plan for an upcoming event. It serves to solicit bids from potential vendors or suppliers who could provide what you need for your event. In other words, RFP is a way to find the best options for what you need. You lay out what you need for an event such as venue, event tech, and other event services. Interested vendors then respond to your RFP and offer you their business.
Rider is a document that outlines the specific requirements and preferences of performers, speakers, or VIPs participating in an event. Riders make sure that everything artists or participants need for the event is discussed and agreed upon beforehand.
As an event manager, you need to learn to identify and mitigate potential threats or challenges that could impact the success or safety of an event. These challenges include for example harsh weather, security concerns, or technical failures.
In this article, you can read about 7 common mistakes event planners make and how to avoid them. Always be prepared!
How profitable was your event? Return on Investment gives you the answer. You simply divide total expenditures by the total revenue and you always strive for value bigger than one.
If it’s lower, you actually lost money by investing your money into the event. This ratio is a great indicator of the financial success for the whole event, but also for its parts like paid mentoring sessions, competitions, sponsorship, etc.
Also, you can compare different channels you used for marketing and hunting down the attendees. ROI is the ultimate judge of whether your event was on the money, so never underestimate its power.
Run of show is a cookbook for your event that keeps the whole team aligned. It’s made of five main parts, where you keep all the timestamps, verbal cues and other important information for planners, speakers and producers.
First is the Contact list with the numbers and emails of the whole event crew including speakers, presenters, audiovisual company, catering provider, etc.
The second part defines the Flow of everything that happens on the stage.
Then there are three parts of various considerations.
RSVP is an acronym stands for “to respond to an invitation” and it basically means that the person who sent you an invitation is asking you to reply whether you will attend an event or not. Some synonyms for RSVP include for example confirm, respond, reply, or confirm attendance. Whether you use confirm, respond or another word for RSVP, it depends on how formal the situation is. "Confirm attendance" is more formal, while "Reply" is casual.
A meeting, presentation, or a workshop dedicated to a specific topic or an activity.
This acronym stands for social, military, educational, religious, and fraternal groups in the events industry. SMERF is used to classify different types of group clients or attendees. Event planners and venues use the SMERF categorization to understand the specific needs and characteristics of each group type.
Speakers are the people who are speaking at your event and running their event sessions. They are usually experts in their fields who share knowledge, ideas, or experiences. Discover tips on how to choose the best speakers in this article.
Sponsors are individuals, companies, or organizations that provide financial or in-kind support to your event. In exchange for this kind of support, they come to your event to boost their image, promote their brand, or find potential leads. Sponsors help cover the costs of the event.
Event sponsorship is a powerful marketing tool that plays an important role in every event strategy. In a nutshell, it is a type of advertisement where influential individuals and companies promote their brands at events in exchange for financial or in-kind support.
This type of support can include providing venues, catering services, technology facilities and tools, or even donating prizes for competitions and other attendee engagement activities at the event.
Stack is a toolbox of technologies you use for your virtual event. It consists of a CRM, virtual event app, streaming tool, social media channels and all other tools you use to get things moving. This term doesn’t work solely for events; you can have stacks of technologies for whatever objective you imagine.
Any individual or group with a vested interest or influence in the success of an event, including clients, sponsors, vendors, staff, and attendees. According to this article, there are two types of stakeholders:
Sustainability refers to practices and initiatives aimed at reducing the environmental impact of an event. Event industry produces an immense amount of waste per year using disposable products.
Take for example the Olympic Games. They are constantly criticized for its high levels of carbon emissions and greenwashing.
Luckily, there are a number of initiatives you can take to reduce waste while planning an event without putting a strain on our nature such as going paperless, ordering locally produced food, or promoting eco-friendly transportation options.
In short, a timeline is a chronological schedule. It outlines key tasks and deadlines leading up to and during an event. I always thrive at work when I keep up with my deadlines and try to stay organized. There are multiple apps to choose from. You can read about them more in this article.
Typically, trade show is a B2B event where businesses and organizations display and promote their products. Other businesses can explore their product, establish business relationships, generate leads, and network with industry professionals or potential buyers.
A consumption tax. VAT applies to each transaction within the supply chain.
Did you know that VIP stands for a “very important person”? VIPs are individuals granted special privileges or access at an event due to their status, influence, or role. It often includes designated seating areas, exclusive amenities, or personalized services.
Using for example influencers to promote your brand is slowly becoming the norm in the 21st century. And the same can be said for event management. Consider inviting a prominent social media figure that makes sense for your event.
A trade show that is hosted online. Exhibitors set up digital booths with product displays, and interactive content. Attendees can connect with exhibitors and other participants through chat rooms, messaging, and video calls. Organizing virtual trade shows reduces cost because of no traveling, they offer global participation, and flexibility.
Waitlist is a list of people who are interested in a session or an event which has no tickets left. It's like a queue where individuals sign up and wait to be notified if a spot becomes available. Waitlist is a fair and efficient way to manage attendee numbers.
Webinars are quite similar to video conferencing, but they are mainly one-directional. The speaker delivers content to attendees and they can sometimes interact via polls, chat and Q&A right in the streaming tool or via any stand-alone engagement tool. The common webinar tools are Zoom Webinar, ON24, GoToWebinar, webinar.net, and BlueJeans, but creating webinars for larger audiences can quickly get quite expensive.
A meeting or a session in which a group of people learn new skills or engage in discussions. They usually include hands-on learning experience to acquire new skills which are then practiced in real-time
Marketing an event requires a unique vocabulary that helps professionals strategize, promote, and measure their efforts effectively. Here's a quick overview of the essential terminology to help you master event promotion.
Click rate is a similar term as a CTR but it refers to the number of people who clicked a link in your email out of the total number of delivered emails. Whereas CTR is the percentage of people who clicked a link in your email out of the people who opened your email according to Hubspot.
Click-through rate is a measure usually used in advertising or email marketing to assess the effectiveness of an ad or a link. It represents the percentage of people who click on a specific link or advertisement out of the total number of people who open the email. It will help you optimize campaigns for better performance.
Email marketing automation triggers email messages based on the actions your customer or subscriber takes. For example, when your customer signs up for a mailing list, they typically receive a personalized welcome email. This saves time and helps you reach customers at the right moment with relevant messages.
The way you engage attendees at your event is key to ensuring repeat attendance in the future. It's all about the level of interaction, participation, and interest from attendees during an event.
Whether it's sharing pictures, voting in polls, or networking with other attendees, mobile apps usually offer some type of engagement options. But there are also low budget options you can use. Don't forget to analyze to see what works for you! Engagement is often measured through surveys, social media metrics, and audience feedback.
Was your event successful? How many people left your event happy? How can you not know?! It doesn’t matter what type of event you hosted, precise evaluation is necessary for virtual, hybrid, as well as offline events!
All jokes aside. Many event managers are still deciding on whether their event was or wasn’t a success solely by listening to their gut feelings, which is totally fine unless you want to scale your event and grow your business. If you do, it is always smart to also know your numbers.
With enough relevant data you can easily measure your performance and compare it with your past events. This is, however, not the only thing you can take advantage of. You can gain a lot of useful insights that can help you improve your future events, like what are your weak points, and what strategies you should focus on more.
If you feel this is something you should personally improve, we put together our 12 tips on how to measure the success of your event.
The nightmare of all managers. The key performance indicators are essential for event evaluation, and can come in handy during event planning as well, because they keep you focused on what really matters.
Determining a KPI basically means to set super specific goals you want to achieve, including the numbers, which sets the borders for later data evaluation.
A simple funnel can help you determine your KPI's. With the attendees in different stages of a decision-making process separated into logical sections, you can see where the pitfalls are that you can fix and grab the low-hanging fruit with almost no effort. Do you want an example? Take this: People visiting event website > Registered users > Attendees actually joining > Attendees actually engaging.
The funnel is not the only way to use KPIs, you can also compare events or speakers to each other. Look for patterns that will help you to create a better experience for your visitors.
The landing page should contain all the information about your event that can help visitors decide and register for your event. The clean-looking well-crafted page is critical for your potential success.
Such a page is also a gate, sorting people to attendees that can enter the event and the rest who first have to buy a ticket.
Development of these pages can be lengthy and tricky, but there is an easy way. You can generate landing and registration pages straight out of the event hub!
The event hub does all the hard work for you, offering features like registration, collecting payments, integration and customization. You simply embed the code to your website and you are all ready to go.
Lead generation is the process of attracting potential customers for your business or service so they want to give you their information.
A lead is described as someone who shows interest in your service or a product but might not be ready to buy it yet.
For example, you can provide valuable content which relates to your product in exchange for their personal information. After that, you can nurture them into loyal customers. You can read more about it in this article.
Marketing and promotion are all about getting the word out about an event. You can use multiple strategies to attract attendees like generating buzz on social media, advertising, or coming up with creative email campaigns.
It's important to create an effective event marketing plan beforehand to stay organized. Don't forget to keep track of what type of promotion works for you. This way, you can learn from your mistakes in the future.
Open rate refers to the percentage of people who opened your email out of all your subscribers. Even though Campaign Monitor doesn't recommend determining how successful your email marketing strategy is based on your open rate, here are a few tips for improving it.
Post-event evaluation refers to assessing the success of an event by gathering feedback from attendees, sponsors, and staff. You can analyze key performance metrics such as attendance, revenue, and participant satisfaction. This is a crucial part of event planning. You can learn from your mistakes and try to make your event a success! Some event apps offer in-depth analytics to make the whole process easier for you including Eventee.
Post-event feedback refers to gathering opinions, comments, and suggestions from attendees and stakeholders after an event has concluded. For example, through surveys, interviews, or a simple questionnaire in a mobile event app. This way, you'll know what to improve in the future.
Post-event report refers to a document that summarizes the whole event and describes all its details. It can be attendance numbers, financial performance, feedback from attendees, and logistical challenges encountered. You can use this article and this charming template to easily evaluate the event's overall success.
Push notification is the clickable pop-up message that appears on your device even if you don't use the app at the moment. Push notifications notify users about important information or updates. Organizers may use them through event apps to inform attendees about schedule changes, upcoming sessions, and other relevant updates in real-time.
Templates refer to pre-designed layouts that serve as a starting point for creating documents, websites, emails, or other materials. There are endless variations of templates on the internet. In event planning, you can make use of them when creating invitations, agendas, presentations, and promotional materials.
Understanding these technical event terms is key to ensuring a smooth and glitch-free experience. Here's a guide to some of the most important technical jargon in the event planning world.
Allowlist / Whitelist is a list of IP addresses, domain names, or email addresses which are provided a particular privilege, access or a service. It's a form of cybersecurity strategy. For example, as an event planner you could restrict access to your event for people who are not invited using allowlist (otherwise known as whitelist).
Amplifier is basically a device that increases the volume of sound. It takes weak signals from things like microphones or music players and boosts them so you can hear them through speakers or headphones. As an event planner, you need to make sure that everyone can hear clearly.
Aspect ratio refers to how wide a screen display, image or a video is compared to its height. A common aspect ratio for widescreen displays and videos is 16:9. It's important to ensure content is displayed correctly without distortion or cropping.
Augmented reality is an interactive experience where computer-generated elements and sensory stimuli like images, sounds, and information are added to the real world. AR blends digital content with our surroundings to enhance how we perceive and interact with our environment. It's like adding a little bit of magic to what you can see in the real world.
AV refers to the equipment and services related to sound, lighting, and visual presentations used during an event, such as microphones, projectors, and screens. Our team attended WebExpo last month and most of the sessions had a very good sound as well as lighting. It made all the difference in the whole experience.
Bandwidth refers to how much information can be sent over a network at once. Essentially, higher bandwidth means faster data transfer rates and smoother communication across networks. Did you know that 44 % event planners are most irritated by poor Wi-Fi at venue spaces? Wi-Fi quality could potentially affect the overall attendees' satisfaction with the event. Don't underestimate it!
Branded app is a mobile app that is customized to your branding elements, such as logo, colors, and design style.
CRS is a type of software platform used in the hospitality and travel industries. CRS manages and facilitates reservations for hotels, airlines, car rentals, and other services. Some popular central reservation systems include Amadeus or SynXis.
Keep calm and chat on. Having a conversation in a chat box is quick and easy. Yet, it can quickly get chaotic, so it only has limited use for virtual events, especially for 1:1 conversation, mentoring, or networking purposes.
Chatbot is basically your virtual assistant. It's a computer program designed to simulate conversations with human users. It should help you with information, tasks, or answering questions. Chatbots are often used as customer service on websites. They're handy because they can respond quickly and you don't have to wait for a human to respond.
Check-in apps are tools designed to help you register people at events or places. They typically update attendance records in real-time and can give event organizers insights into who's there and when they arrived.
Closed captions are a text displayed on a screen simultaneously with the audio to show what the people in the video are saying. Closed captioning was developed originally for people who have trouble hearing. Now, they are used for various situations, for example due to a noisy environment.
CMS is a software which allows anybody on your team to create, edit, and publish digital content. This way, your team can collaborate together on a website without technical knowledge.
CRM refers to the system and strategy businesses use to manage all of their company's interactions with current and potential customers. CRM softwares which manage customer data for you can help you understand customer needs and behaviors. This could increase sales and enhance customer satisfaction.
Dashboard is a visual interface that displays important information, metrics, or data in a consolidated and easily digestible format. Dashboards are commonly used in business, technology contexts but also event management to provide real-time updates.
You might know dwell time from Google Analytics. Technically speaking, it’s the time that people spend on your website before returning back to the page with search results.
Apart from the event website dwell time, you can also measure the interest of your attendees in your streams or video content. By comparing the average dwell time of your sessions, you can very easily tell which session is the most or least engaging.
Dwell time is a simple, yet often misunderstood metric. Always make sure that you know what your analytics tool actually measures, so you don’t make the wrong assumptions and eventually decisions.
Tools like Google Analytics need two clicks to correctly measure the actual length of the visit. But the visitor that only dwelled on one page is counted as a bounce visit with zero time spent on the page!
Like John who came to your online stream, watched your talk for 90 minutes and then closed the window. How is that possible? Because there’s no exit click, no timestamp that could tell Google how long the visit actually was.
In other words, through embedding you are putting something from one page on the Internet to the other. You can embed video from YouTube to your blog post or a registration form from your CRM to your website. Event hubs use this feature so that you can share embedded videos from any streaming platform with your attendees right in the app.
Event hub or event app is the center of your event. The beating heart of your conference. An omnipotent tool like Eventee that helps you manage everything that goes around the event in one place.
It’s the hub where you create an excellent experience for attendees and offer them all the advanced functions that have become a norm in the era of virtual events. Agenda, speakers’ bio, sponsors pages, polls, live streams, networking, and more are offered to your attendees via the event hub. We are not saying that you can’t hold a virtual event without it, but if you strive for a professional feel, the event hub is a must.
EMS is a platform you can use to plan and execute events more efficiently. There are multiple tools each focusing on different aspects of event management such as handling registration and ticketing, boosting engagement, or post-event analytics.
Event tech is a collective term for basically any tool, app, or software that helps you plan, manage, and evaluate your event. This category includes event management softwares, live streaming tools, or even technical event equipment.
In the context of events and technology, “feed” usually refers to a platform feature where organizers post information or content related to the event to keep attendees in the loop. For example, some mobile event apps offer a newsfeed with a real-time display of updates, announcements, or social media posts.
Gamification is an event engagement feature. It turns event elements into a game to make them more fun and engaging. For example, attendees earning points for rating sessions, posting photos, or interacting with sponsors. It's a great way to boost engagement at your event.
Gobos are objects which are placed in front of a light source to control the shape, strength or even color of the emitted light and its shadow. They can project patterns, logos, or images onto walls, floors, or other surfaces. Gobos are widely used in weddings, corporate events, concerts, and theatrical productions.
Integration refers to the digital connection between platforms. It involves connecting various software applications or systems – such as event registration platforms, email marketing software, and payment gateways. This way, they can share data and work together efficiently. Event platforms usually offer multiple useful integrations.
In an interactive event, it means that you create opportunities for attendees to participate actively with the event content, organizers, speakers, and other participants. This might include features like live polling, Q&A sessions, or networking. Instead of just listening to a speaker, your attendees can simply ask questions via their smartphones or vote on topics of discussion. This way, your event will be more enjoyable and impactful for everyone involved.
Live event captioning refers to the process of transforming audio dialogue and sounds into text onto a screen in real time. It makes the event more inclusive and accessible to people who may not be able to hear the speakers and sounds. But they can also benefit attendees who are non-native speakers.
Metric converter is a tool or an app which event planners use to convert non-metric units into metric units or overall measurements between different units. Event planners can easily determine the size of a room.
Native application is an app that is developed for one particular system only (e.g., iOS or Android). They offer faster and more responsive user experience.
PA systems stand for public address systems. They are basically the setups which are used to amplify and distribute sound in public spaces or events. For example, notice microphones and speakers at concerts or conferences which make sure all attendees can hear everything.
Poll is similar to a quick survey where you ask a question and give respondents a few options to choose from. A poll is a simple way to ask people for their opinion or preference on a specific topic. During an event, you can encourage engagement with live polls.
This acronym stands for Personal Protective Equipment. PPE refers to a specialized clothing and equipment to protect individuals from hazards or risks in their work environment. These items can be gloves, masks, goggles, or helmets.
Letting the audience ask questions, that’s the legendary Q&A. Nowadays, it is a common part of any event hub or you can use dedicated engagement tools like Slido, where all online and offline visitors can ask questions and vote for their favorites. These two options are easy and effective, solving known problems with messy chats or mixing questions asked directly from the in-person audience and virtual attendees.
QR code is the type of barcode which stores information and can be scanned through a digital device. For instance, it significantly simplifies the paying process, check-in, or finding relevant information about speakers or exhibitors.
QR scanner is a tool or a device used to capture and interpret QR codes.
Registration is the process where attendees formally sign up or enroll to participate in an event. It helps organizers manage information about their attendees and anticipate attendance numbers.
Ticketing on the other hand is the process of selling and distributing tickets for events.
So what is the difference between registration and ticketing? Registration is like ticking off the 'I will participate' button on Facebook. Whereas ticketing is like buying an entry pass for a concert. Check out this article if you're having trouble selling tickets for your event.
These industry standards are used to transmit media, but it’s quite unlikely that you will need to fully understand its technical aspects. The only thing to know is that platforms like Restream or Streamyard can’t stream directly, so you always need to copy the RTMP server address from your Youtube or Facebook streams.
Finding the right URL is easy and it’s basically the only interaction that is required on your side.
The RTMP protocol is more popular than SIP, which is viewed as an enterprise feature bound to video conferencing tools like Zoom.
Simulive refers to a process when you look like you are streaming live, but you actually aren’t. Simulive is a pre-recorded content published as a simulive stream where you combine recorded video and live Q&A giving the audience the best of both worlds. Handy for coaches and teachers that can stream a recorded lecture and then connect live for Q&A.
SSO is a method which allows you to log in with a single ID to multiple related but independent applications or services.
Splash screen is a graphical introduction screen that appears briefly when you open a mobile app or computer program. You can usually see the app's logo, branding or loading animation.
Streaming is just a technical method of transmitting and receiving data over the Internet. These days, you can watch videos on Netflix or YouTube without downloading the content to your device because it loads fluently as you watch it. The most interactive format on social media and streaming platforms is a live stream, where you film and transmit the content as it’s happening.
Simply said, streaming provider is the company you use to deliver the content to your audience. You undoubtedly know the good old Skype, but now you can use Facebook, Zoom, YouTube and many other tools to share videos with someone else. We’ve already covered 8 great streaming choices for you.
Tech stack refers to the combination of digital tools and platforms you use for your events. Whether it's an event management software, CRM platform, an event app, or a video conferencing tool, choosing the right tech stack is crucial.
It can significantly simplify the event planning process. Not only that, it can also elevate the whole attendees' experience and thus, determine the future success of the event.
A conference conducted over a telecommunications network. It typically involves participants who are in different locations. They can use phones, computers, or other devices to connect and communicate with each other in real-time.
Throw distance refers to the distance between a projector and the surface onto which it projects images or video.
Ticketing is the process of selling and distributing tickets for events.
Registration on the other hand is the process where attendees formally sign up or enroll to participate in an event. It helps organizers manage information about their attendees and anticipate attendance numbers.
So what is the difference between registration and ticketing? Registration is like ticking off the 'I will participate' button on Facebook. Whereas ticketing is like buying an entry pass for a concert. Check out this article if you're having trouble selling tickets for your event.
Video call is a way of communicating with someone via some virtual device such as a smartphone or a laptop. There are plenty of virtual platforms available which you can use for a video call including Zoom, Google Meet, or MS Teams.
Video conferencing is often confused with webinars and webcasting in general. Video conferencing is always real-time and multi-directional.
It means that participants are equal to each other; for example, they can control their camera and microphone. That’s why the number of participants is often limited.
Typical video conferencing tools are Zoom, Google Meet, or Microsoft Teams. Usually, video conferencing is slightly different from webcasting or webinars. They all share a few similar characteristics, but video conferencing doesn't have the primary host superior to other participants.
VR is a technology that creates interactive and three-dimensional experiences through computer generated simulation. You put on a headset and step into a digital world where you can see and interact with objects and environments that feel real.
A video that you can watch whenever you like. Imagine the old-fashioned TV broadcasting – pausing and replays were impossible, you had to watch what was broadcast to you at that moment.
With all the modern media companies like Netflix, Hulu and YouTube, you can watch movies and TV shows in the VOD form on any device at any time.
Virtual events utilize this concept to publish archives of sessions for registered visitors who can watch parts they missed or they stream them freely to social media.
Web app is a software that runs in your web browser. With a web app, you can access tools or use services directly through your internet browser without having to download or install anything on your device.
Jeez, this one will be tricky! Webcasting is a short term for broadcasting on the web that is delivered to people by streaming. You use it when your audience is huge and you want to hit unlimited viewers.
It doesn’t matter whether it is live or pre-recorded; you can watch live webcasts after the event too. Webcasts often include chat and polls, but the audience cannot use a camera or microphone.
Common platforms for broadcasting are Vimeo Livestream, Youtube Live, or Facebook and Instagram Live. If you don’t want your audience to leave your stream and switch to funny cat videos, it’s always better to use an event app to create a central hub for your event so your audience remains focused.
The term wireless refers to the technology which operates without the need for any wired connection. Wireless technology enables mobility, convenience, and flexibility.
And lastly, here's a breakdown of key venue-related event terms to help you make informed decisions and communicate effectively with venue staff.
A la carte is a French term which means “according to the menu.” In the context of event planning or hospitality, it refers to a pricing method where items or services are priced individually rather than as part of a set package or bundle.
Amenities refers to the venue's features and facilities which often include complimentary items such as catering services, audiovisual equipment, seating arrangements, or parking facilities. They provide extra comfort and improve overall attendee experience.
Banquet-style is a type of seating arrangement using round tables usually seating 8-10 people and evenly spread out throughout the space. It's typically used for weddings, corporate events, or gala receptions.
Boardroom-style layout is a seating arrangement commonly used for small to medium-sized meetings and discussions, such as executive meetings, strategy sessions, and committee meetings. People sit around a large, rectangular or oval table, similar to a boardroom table.
You undoubtedly know them from offline events. Booths are physical stands for exhibitors and sponsors. In the virtual world, it’s quite the same; the booth is a sub-page where you can find all the information about the sponsors and their products, videos, or a chat box for instant interaction. Third-party services are used to build such virtual stands.
Breakout rooms are used to deliver a personalized event experience to the attendees. It can be anything between mentoring tables for startup events to networking meet-ups with business partners. These rooms are characteristic of their limited capacity, which effectively divides attendees into smaller groups where they can freely interact. This tool is widely popular for “speed networking” during which participants take turns in the split rooms, sometimes randomly assigned by the organizer.
Cabaret-style layout is a type of seating arrangement using a round or square table with chairs usually seating 4-8 people and facing the stage area. Cabaret-style layouts are popular for events such as networking receptions, small performances, or informal dinners.
Catering refers to the process of providing food and beverage services for an event, including menu selection, meal service, and dietary accommodations. Good food can incredibly elevate attendees' experience. It creates an opportunity to relax and encourage networking.
Basically the old classroom you know from your childhood. A setup where rows of desks or tables are aligned in straight rows facing the front of the room, typically with chairs for each desk.
Comp rooms are the complimentary or free-of-charge rooms provided to guests, typically as part of an incentive or promotion.
Corkage charge is a fee imposed by restaurants or venues for bringing your own alcoholic beverages.
DDR is the amount a venue charges usually per attendee for a full day. It also typically covers essential amenities and services for the day.
Deécor refers to the aesthetics and visual elements used to enhance the atmosphere and ambiance of a space or event. It could include for instance floral arrangements, table linens, signage, and thematic props.
Drayage refers to the logistical process of transporting and handling materials, equipment, or exhibits to and from an event venue.
The layout of a venue. Floor plan is like a map that shows where everything will be located in the venue. Event organizers use floor plans to visualize and organize the space effectively. Attendees, on the other hand, use them to navigate the event.
Force majeure clause is a part of a contract that lets one party off the hook if something unexpected happens. It is mostly included in the venue contracts and it's supposed to protect the party from things which are out of their control like natural disasters or a major crisis.
In the context of the event industry, the green room is a designated space backstage where performers, speakers, or VIPs can relax, prepare, or wait before going on stage. Typically equipped with comfortable chairs and refreshments, it provides a quiet and comfortable space for people to rehearse.
Herringtone layout is a seating arrangement often referred to as chevron or v-shape layout. Herringbone layout arranges tables and chairs in rows forming a V-formation facing the stage. It offers a better view and easier discussion but takes up a lot of venue space.
Horseshoe seating is a type of seating arrangement that usually doesn't involve tables. The chairs are arranged in a U-shape or a semicircle so that participants face each other as well as the center. This approach allows for a speaker to work closely with attendees while they can interact and discuss more freely.
I&D refers to the process of setting up and taking down event equipment, displays, booths, and structures.
Open seating refers to an arrangement where attendees can sit wherever they like. Whereas at events with assigned seating, attendees know exactly where they will sit. It's commonly used at weddings, gala dinners or conferences.
Plus plus refers to an additional charge added on top of the base price for services or goods.
Rack rate is the standard retail price that a hotel charges for a particular room without any discounts or special offers.
Reception-style is a type of seating arrangement where guests typically stand and mingle rather than being seated at tables. Reception style is usually used for cocktail parties or networking events. It's supposed to encourage guests to connect with each other.
Seating arrangements is the layout and organization of seating for attendees. There are multiple types of seating arrangements like the Theater Style, Classroom Style, Cabaret, Banquet, or Cocktail. They can vary depending on the type of event and desired atmosphere.
Schell scheme refers to a modular system of stands and booths which are built and provided by the organizer to the exhibitor before the event starts. Shell schemes are typically used at trade shows and are great for segmenting the floor and dividing the space. They often include basic features such as walls, fascia panels with company names or logos, lighting, and sometimes flooring.
Sightline refers to the imaginary line that determines what attendees can see from where they sit. As an event planner, you need to make sure that everyone is able to see the stage without hindrance.
Site visit is an inspection of a venue. The golden rule of event planners is to always select a venue that you have seen in person. Check out this guide to discover how to find your dream venue including conducting the site visit.
Skirting is the fabric or material used to cover and decorate tables, stages, or other furniture. It's meant to cover wires, equipment, or storage under tables.
Unlike the shell scheme, a space only is an exhibition arrangement where organizers provide exhibitors with only empty space. The exhibitor has to create structure and build the walls. They can also decorate the space according to their liking.
Theatre style is a seating arrangement resembling the layout found in theaters. All chairs are aligned in rows facing the stage. There is usually an aisle in the middle to allow attendees to walk among the seats comfortably. It's one of the most commonly used layouts.
Traffic flow refers to the movement and circulation of people within a venue or an event space.
Venue is the physical location where an event takes place, chosen based on factors such as capacity, accessibility, and amenities. Choosing an ideal event venue is an important step in event planning. It's also very demanding. Luckily, I have summarized all the information into 7 steps in this extensive go-to guide. Another word for venue is for example a site. But there are many more synonyms, such as space, facility, or in some contexts also premises.
White box refers to a neutral space (a venue) which can be customized according to your liking. It's intentionally minimalistic and lacks decorations to allow creative freedom and flexibility.
Learn the latest event terminology with the most comprehensive event planning glossary. Whether you're new to the industry or you're feeling a bit rusty, this guide will help you achieve success.
UPDATED: 11/21/2024
Before we begin, here's some data to wow you: The global events industry reached a market value of $1,406 billion in 2023 and is projected to grow steadily at a CAGR of 5.1%, reaching around $2,230.8 billion by 2032. Alongside this growth, the industry is expected to support approximately 5.9 million jobs. Incredible stats!
But why am I talking about this? Well, this data shows that the event industry is an ever-changing and constantly evolving field, especially when it comes to new trends. And as an event planner, you have to keep up!
Knowing event planning terms is essential for more effective communication, better collaboration and overall professionalism. No need to worry though! We'll guide you through everything from streaming and broadcasting to general event terms like DDR or lead time.
Whether you're a novice in the event planning industry or you're feeling a bit rusty, this guide is your go-to. Here's the most complex event terminology you can find on the internet divided into four sections:
If you prefer reading on your Kindl or some other e-reader, download our e-book on this -> link <-
Event planning comes with its own set of terms and jargon that can be overwhelming for newcomers. Here’s a quick rundown of some common event terminology in alphabetical order to help you navigate the event industry with ease.
APEX refers to the set of guidelines and standards developed by the Events Industry Council (EIC). It provides recommendations and standards for various aspects of event planning and management. It's a valuable resource for event planners and other industry professionals.
Accessibility means ensuring that an event is inclusive and accommodating to individuals with disabilities. Try to be understanding and employ such measures which make the event accessible to all. For example, wheelchair access, sign language interpretation, and alternative formats for materials.
Event planning agenda is a structured list or plan of topics, activities, or tasks to be discussed or carried out during a meeting, event, or gathering. Agenda helps everyone stay organized and on track. Another word for agenda is a schedule. Some other synonyms for agenda include for example itinerary, program, outline, or timetable.
Data, statistics, charts, KPIs… Do you know where to find them? Yes! In the analytics. This place can look like a simple spreadsheet where you record the number of participants and other data manually, or it can be a module in your event app like Eventee.
In the worst case, the analytics can be scattered all over the place with bits in your Google Analytics, bits in your Facebook or Instagram profile and bits flying around somewhere.
The best way is to have one dashboard that systematically shows all available data in an understandable and actionable way, so you don’t need to crunch numbers like crazy on your own.
This acronym stands for Application Programming Interface. In simple terms, an API is a set of rules and protocols that allows different software applications to communicate and interact with each other.
API is the magic that makes all the technologies talk to each other. Information like registration data can be shared automatically through API between the systems, e.g., your CRM and registration software.
Integrations are a purely technical field, so if you want to know more about them, you can reach out to your developer for help or more detailed information. Some popular everyday examples of API include PayPal, “login with Facebook/X/Google option,” or Google Maps.
Attendance tracking refers to a process of monitoring and recording the presence or participation of individuals at an event, class, meeting, or any organized gathering. You can keep track of who is present using methods such as sign-in sheets, electronic check-ins, QR codes, or mobile apps.
An attendee is a person who is present at an event, meeting, or gathering. They participate in or observe the event, often as a guest, member, or registered participant. In short, it’s basically someone who comes to events. Some synonyms for attendee include for instance participant, guest, visitor, delegate, member, or visitor.
Attrition happens when there is a decline in actual attendance or participation compared to the originally expected or registered numbers. This can impact logistics, budgeting, and overall event experience planning. Have a look at these strategies to limit attrition at your event.
Attrition rate is the amount of participants that drop out or withdraw from a program, event, or organization over a specific period. It is calculated by dividing the number of participants dropping out by the total number of participants at the start of the period, multiplied by 100.
Attrition Rate = (Number of participants who left / Initial number of participants) * 100 Attrition Rate = (20 / 100) * 100 = 20%
B2B acronym stands for business to business. In the context of event management, B2B events refer to gatherings where businesses can interact and network with each other. Those who are looking to expand their networks and generate leads, should definitely consider coming to a B2B event. You showcase your product while exploring potential business opportunities.
B2C acronym stands for business to consumer. A B2C event offers an opportunity to showcase your product or service and directly engage with individual consumers. They are designed to attract and engage more customers.
Also known as a function sheet or a program execution order (PEO). Banquet event order stands for a document that outlines every detail of an event being held, such as date, menu, or audiovisual needs. All of these terms are used interchangeably.
Also known as the bid proposal or tender document. This text lays out the requirements for your project. Then, suppliers, contractors, or service providers compete for the project and offer their services in the bidding process. The bid document includes all the details about what's needed, the rules they have to follow, and what's expected in their proposals.
A blackout date is a specific day or period when something is not available or allowed, usually because of some restriction or other special reason. For example when venues are not available for booking during holidays, peak seasons, or maintenance.
An event brief is a document that summarizes important information and goals for an upcoming event. It helps everyone involved understand what the event is about and what we want to achieve. Use this interactive and fun template.
Broadcasting is quite a general term that was initially bound to transmitting content over airwaves or cable. And just like on any TV channel, it can be live or pre-recorded.
Budgeting involves figuring out how much money is needed for an event. Then you have to decide how to spend the money on various aspects of the event. These aspects include for example venue rental, catering, entertainment, or marketing. Check out this guide that gives you a good rundown on how to budget for an event. And don't forget to keep track of all the expenses in an excel spreadsheet like this one from Hopin. This way you'll always stay on top of your finances.
Cancellation Clause is a section in a contract which tells you the conditions under which you can cancel the contract. Always thoroughly examine the whole contract. When in doubt, ask a legal professional.
CMP is a well-respected certification from the Convention Industry Council program. It's a credential given to people with plenty of experience and it shows that they're skilled and committed to doing their job well in the events industry. To get certified, you need to pass an exam.
Colloquium means 'speaking together.' Typically used in academia, colloquium is a gathering where people discuss specific topics or fields of study. They provide a platform for individuals to showcase their work and receive feedback.
When two or more sessions are happening at once, they are called concurrent. Large virtual events with several stages often work with concurrent streams regularly, allowing people to create their schedule covering the hottest keynotes on the plan.
Conference is a large, formal meeting where people come together to discuss specific topics, share information, and learn from each other. A conference usually lasts a few days.
Conference pack typically refers to a collection of important materials or information provided to attendees at your conference. You can either print it or save the trees by utilizing an event app. Through an event app, you can usually upload content or share links.
Also known as a consumer expo or trade show. Consumer show is a B2C event where businesses and organizations display their products. Consumers can explore products from various industries like technology, home improvement, health and wellness, fashion, and more.
Contingency plan is basically a backup strategy. It is designed to address unforeseen circumstances or emergencies that may arise before or during an event. It reduces panic and confusion. The emergencies could include severe weather conditions or technical malfunctions. You can use this guide to create an effective backup plan.
Contract negotiation refers to the process of reaching mutually beneficial agreements with vendors, sponsors, and other stakeholders regarding services, pricing, and terms of engagement.
While negotiating you should bear in mind that it's important to stay flexible. You will probably not be able to agree on everything. If you're unsure of anything during this stage, consider having a legal professional review the contract, especially for large or complex events. Don't sign contracts that lack specifics. Avoid phrases like “to be negotiated” or “to be determined at a later date”. Have a look at these tips before you schedule an appointment to discuss the terms.
Convention is a large meeting or gathering of people who share a common interest, profession, or purpose. It often includes presentations, workshops, and networking opportunities. Conventions are typically organized around a specific theme, such as business, technology, comics, or education, and may last for one or several days.
CVB is usually a non-profit organization which provides information and education to event planners, travelers and local communities. The organization promotes travel to a location, events and conventions in the area.
Customized attendee badges are personalized identification cards or tags provided to event participants. They typically include the attendee's name, organization, and sometimes their role or title within the organization. They are also sometimes color-coded so it's easy to see what kind of privileges an attendee has (VIP, exhibitor, sponsor, regular attendee, organizer). Customized badges help you keep track of who's attending your event.
DEI refer to principles and practices aimed at creating environments where all individuals are valued and respected. Some examples include ensuring representation of diverse speakers and panelists or providing accessible venues, accommodations, and materials.
Also called pre-registration. Early bird registration is a promotional strategy used by event organizers to encourage attendees to register for an event early. They usually offer a special discount or some other perks like priority access to popular workshops. It's a way to reward participants who plan ahead.
Event is an occasion where people gather for a specific purpose, like a meeting, celebration, or performance. It can be big or small and typically involves some level of organization. Another name for event include for example occasion. Some other common event synonyms are gathering, function, celebration, affair, meeting, party, or conference.
Just like an event manager, event coordinator is someone who makes sure everything runs smoothly during an event. They handle the details, work with vendors and staff, and solve any problems that come up. While event planners focus on planning ahead, coordinators are usually in charge of making sure things go as planned on the event day.
Event debrief is a meeting after an event where people talk about how it went. The team discusses what went well, what didn’t, and what can be improved next time. It’s a way to learn from the event and make future ones better.
Event management is the process of planning, organizing, and executing events, such as conferences, weddings, concerts, or corporate meetings. It involves handling all the details, like choosing a venue, coordinating vendors, managing budgets, creating schedules, and ensuring the event runs smoothly. Event manager’s job is to bring the client’s vision to life and deliver a memorable experience for attendees.
The definition for event planner is a professional who helps organize and manage events. It can be another word for event organizer. They take care of everything from finding a venue and coordinating with vendors to creating schedules and handling logistics. Their goal is to ensure the event goes smoothly and meets the client’s vision, whether it's a wedding, corporate gathering, or festival. Synonyms for event planner are event organizer, event professional, event coordinator, or event specialist.
There are various different types of event planners:
What events do event planners plan?
Event planners plan all kinds of events from networking conferences to weddings or university fairs.
Event planning is basically another word for hosting an event. Event planning refers to the process of organizing and coordinating all the details of an event, like a wedding, conference, or party. It involves deciding on the date and location, managing budgets, arranging vendors, and making sure everything runs smoothly on the day of the event. Essentially, it’s about bringing all the pieces together to create a successful experience for attendees. Synonyms for event planning include event organizing, event managing, and event coordinating.
Event planning is more about designing the event during the pre-event phase, while event management is about making it happen and ensuring it runs smoothly. Planners set the stage, and managers bring it to life. Some event organizers are experts who handle both event planning and management together.
An event organizer, often called an event planner, is someone who plans and manages events. There’s no strict definition of the role, but their main job is to make sure everything runs smoothly and matches what the client or company wants.
An event promoter is someone who markets and advertises an event to attract attendees. Their job is to generate buzz and ensure the event reaches the right audience through various channels. It can be through social media, flyers, email campaigns, or partnerships.
Exhibitor is a company or organization showcasing products or services at a trade show, expo, or exhibition. For example, Eventee team had its booth at Eventfest this year. And we spent months preparing it. It was a great experience and it's an effective way to gain some exposure.
Expo is a type of global event where businesses and professionals meet to showcase their products and new developments. Expo is also supposed to educate the public, share innovation, and promote progress.
Often shortened to a 'fam trip.' Familiarization trip refers to trips offered to media, bloggers, event planners to visit and experience a destination firsthand. It promotes tourism, builds relationships with industry professionals, and generates media coverage.
The acronym stands for General Data Protection Regulation. GDPR is a set of rules which instructs organizations and companies how to collect and process personal information from individuals within the European Union.
Group registration refers to a process where multiple people can sign up for an event together as a single group. This is convenient for businesses, organizations, or groups of friends attending an event together. It often comes with benefits like discounted rates.
Guest list is a record of individuals invited to attend an event. It typically includes their names, affiliations, and contact information. You need to determine who your target audience is in order to create the perfect guest list and attract as many attendees as possible.
Honorarium is a payment for a service. Honorarium is typically given as a token of appreciation. In the context of event management, you can give honorarium to your expert speakers as a gesture of respect for sharing their knowledge and time.
Host is the person responsible for organizing the event or live session. They welcome guests and introduce speakers or performers. The host plays a key role in creating a welcoming atmosphere.
Itinerary is a detailed plan or a schedule for an event, a particular trip or some other occasion. It helps ensure that everyone involved knows what to expect and where to be at any given time.
Keynote refers to the main speech or a presentation that kicks off the whole event. It is usually delivered by a notable speaker or expert in the field otherwise known as keynote speaker. Make sure to choose a great speaker who knows how to work the crowd to make a lasting impression.
Keynote speaker is your great asset. The main role of a keynote speaker is to feature as the headline speaker at your event.
By definition, it is a speaker that sets out the central theme of a conference. It should be an expert in the field that can talk extensively on a specific topic or a whole industry.
Someone who excelled in the field and gained significant experience that he or she can demonstrate during the speech in a unique, captivating way that will show the topic in a different light.
The very basic requirement of keynote speakers is that they can inspire, entertain, and educate your audience on the topic matter, which is not possible without knowing the industry inside-out, combining visions with anecdotes based on the personal career path and history.
Lead time refers to the amount of time required to complete a task or process from start to finish.
Logistics basically means handling all the details to make sure everything runs smoothly. It's about managing things like transportation, setting up, getting the right people where they need to be, and renting any necessary equipment. Logistics is like the behind-the-scenes work to keep everything on track.
Not sure who the Emcee is? It’s the Master of Ceremonies, sometimes also “wrongly” called a moderator. Simply a host of your event responsible for the show. Some events require assigning these roles to dedicated people, but smaller events usually group these responsibilities into one. The moderator guides speakers and panels through conversations or the Q&A part, while the Emcee brings energy to your stage.
This acronym stands for Meetings, Events, Exhibitions, and Conventions. MEEC is an internationally used term in the events industry.
In the new world, a meeting is a virtual session where all participants share videos and speak. It can take the form of a video conference, but the number of participants shouldn’t exceed 50 to ensure smooth interaction. Companies and schools use tools like Zoom, Google Meet and Microsoft Teams to host their meetings. In the context of virtual events, these meetings are often called roundtables, focus groups, breakouts, or workshops.
This acronym stands for ‘Meetings, Incentives, Conventions, and Exhibitions.’ MICE is an internationally used term in the events industry.
Networking is the process of making and maintaining connections with other professionals, attendees, or stakeholders at an event for potential collaboration, partnership, or business opportunities. Networking is considered to be one of the highest priorities for attendees to join events. Many mobile apps offer user-friendly match-making features to boost networking. If you are on a tight budget, use these tips to turn your event into an interactive networking space. Don't forget to provide your introverted attendees with networking tips as well!
A no-show is a person who is expected to arrive because they registered or booked a seat but eventually does not attend the event.
NPS is giving you an idea about the satisfaction of your attendees. To work your way to NPS, you simply ask this question in your post-event survey: “How likely on the scale of 0-10 you would recommend our event to your friends?”
As satisfied “promoters” are considered people who put 9-10, as “passives” are considered people who put 7-8 and as “detractors” everyone who put 0-6. Based on their answer you can then ask them for more details.
The final NPS is calculated by deducing the share of detractors from the share of promoters. The higher NPS, the better. Negative NPS is a signal to seriously improve what you do.
As an event planner, you have the obligation to oversee all activities and personnel during an event. You need to ensure everything runs smoothly and according to plan. And this is basically on-site management, putting out fires wherever you go. Luckily, we've summarized a few tips on how to handle last minute changes.
Participants are basically the people attending your event.
A party planner is a professional who takes care of all the details for hosting a party. For example, they choose the location and theme, organize food, drinks, and entertainment and much more. They handle everything to ensure the event is enjoyable and hassle-free for the host. Some synonyms for a party planner include for example event coordinator, party coordinator, event consultant, event manager, event designer, or social coordinator.
Both are similar, but they have some differences. Party planner mostly focuses on social events like birthdays, weddings, anniversaries, or holiday parties. These are typically smaller-scale, more casual events.
On the other hand event planner manages a wide range of events, including corporate meetings, conferences, fundraisers, and formal gatherings. This person often handles more complex logistics.
Filling out legal documents – a truly unpleasant part of being an event planner or a human being for that matter! Permits and licenses are legal documents required to host an event, including permits for venue use, alcohol service, and street closures. You might want to think about hiring a legal professional to look over your contracts.
Pro forma invoice is a preliminary bill of sale sent to buyers before a sale is confirmed. Pro forma invoice helps buyers understand the cost breakdown and terms of the sale upfront. The buyer can review and confirm the order before paying.
Otherwise known as a discount code. With promo code, attendees receive some sort of price reduction during ticket purchase. For example, early bird ticket discount or partner discount.
Request for information is a document which details information from potential suppliers or vendors. Before buying something, you basically request information on the specific product or service from suppliers. Then, you can make an informed decision. It can help you assess the market and compare different options.
RFP is basically a business document that announces and maps out the plan for an upcoming event. It serves to solicit bids from potential vendors or suppliers who could provide what you need for your event. In other words, RFP is a way to find the best options for what you need. You lay out what you need for an event such as venue, event tech, and other event services. Interested vendors then respond to your RFP and offer you their business.
Rider is a document that outlines the specific requirements and preferences of performers, speakers, or VIPs participating in an event. Riders make sure that everything artists or participants need for the event is discussed and agreed upon beforehand.
As an event manager, you need to learn to identify and mitigate potential threats or challenges that could impact the success or safety of an event. These challenges include for example harsh weather, security concerns, or technical failures.
In this article, you can read about 7 common mistakes event planners make and how to avoid them. Always be prepared!
How profitable was your event? Return on Investment gives you the answer. You simply divide total expenditures by the total revenue and you always strive for value bigger than one.
If it’s lower, you actually lost money by investing your money into the event. This ratio is a great indicator of the financial success for the whole event, but also for its parts like paid mentoring sessions, competitions, sponsorship, etc.
Also, you can compare different channels you used for marketing and hunting down the attendees. ROI is the ultimate judge of whether your event was on the money, so never underestimate its power.
Run of show is a cookbook for your event that keeps the whole team aligned. It’s made of five main parts, where you keep all the timestamps, verbal cues and other important information for planners, speakers and producers.
First is the Contact list with the numbers and emails of the whole event crew including speakers, presenters, audiovisual company, catering provider, etc.
The second part defines the Flow of everything that happens on the stage.
Then there are three parts of various considerations.
RSVP is an acronym stands for “to respond to an invitation” and it basically means that the person who sent you an invitation is asking you to reply whether you will attend an event or not. Some synonyms for RSVP include for example confirm, respond, reply, or confirm attendance. Whether you use confirm, respond or another word for RSVP, it depends on how formal the situation is. "Confirm attendance" is more formal, while "Reply" is casual.
A meeting, presentation, or a workshop dedicated to a specific topic or an activity.
This acronym stands for social, military, educational, religious, and fraternal groups in the events industry. SMERF is used to classify different types of group clients or attendees. Event planners and venues use the SMERF categorization to understand the specific needs and characteristics of each group type.
Speakers are the people who are speaking at your event and running their event sessions. They are usually experts in their fields who share knowledge, ideas, or experiences. Discover tips on how to choose the best speakers in this article.
Sponsors are individuals, companies, or organizations that provide financial or in-kind support to your event. In exchange for this kind of support, they come to your event to boost their image, promote their brand, or find potential leads. Sponsors help cover the costs of the event.
Event sponsorship is a powerful marketing tool that plays an important role in every event strategy. In a nutshell, it is a type of advertisement where influential individuals and companies promote their brands at events in exchange for financial or in-kind support.
This type of support can include providing venues, catering services, technology facilities and tools, or even donating prizes for competitions and other attendee engagement activities at the event.
Stack is a toolbox of technologies you use for your virtual event. It consists of a CRM, virtual event app, streaming tool, social media channels and all other tools you use to get things moving. This term doesn’t work solely for events; you can have stacks of technologies for whatever objective you imagine.
Any individual or group with a vested interest or influence in the success of an event, including clients, sponsors, vendors, staff, and attendees. According to this article, there are two types of stakeholders:
Sustainability refers to practices and initiatives aimed at reducing the environmental impact of an event. Event industry produces an immense amount of waste per year using disposable products.
Take for example the Olympic Games. They are constantly criticized for its high levels of carbon emissions and greenwashing.
Luckily, there are a number of initiatives you can take to reduce waste while planning an event without putting a strain on our nature such as going paperless, ordering locally produced food, or promoting eco-friendly transportation options.
In short, a timeline is a chronological schedule. It outlines key tasks and deadlines leading up to and during an event. I always thrive at work when I keep up with my deadlines and try to stay organized. There are multiple apps to choose from. You can read about them more in this article.
Typically, trade show is a B2B event where businesses and organizations display and promote their products. Other businesses can explore their product, establish business relationships, generate leads, and network with industry professionals or potential buyers.
A consumption tax. VAT applies to each transaction within the supply chain.
Did you know that VIP stands for a “very important person”? VIPs are individuals granted special privileges or access at an event due to their status, influence, or role. It often includes designated seating areas, exclusive amenities, or personalized services.
Using for example influencers to promote your brand is slowly becoming the norm in the 21st century. And the same can be said for event management. Consider inviting a prominent social media figure that makes sense for your event.
A trade show that is hosted online. Exhibitors set up digital booths with product displays, and interactive content. Attendees can connect with exhibitors and other participants through chat rooms, messaging, and video calls. Organizing virtual trade shows reduces cost because of no traveling, they offer global participation, and flexibility.
Waitlist is a list of people who are interested in a session or an event which has no tickets left. It's like a queue where individuals sign up and wait to be notified if a spot becomes available. Waitlist is a fair and efficient way to manage attendee numbers.
Webinars are quite similar to video conferencing, but they are mainly one-directional. The speaker delivers content to attendees and they can sometimes interact via polls, chat and Q&A right in the streaming tool or via any stand-alone engagement tool. The common webinar tools are Zoom Webinar, ON24, GoToWebinar, webinar.net, and BlueJeans, but creating webinars for larger audiences can quickly get quite expensive.
A meeting or a session in which a group of people learn new skills or engage in discussions. They usually include hands-on learning experience to acquire new skills which are then practiced in real-time
Marketing an event requires a unique vocabulary that helps professionals strategize, promote, and measure their efforts effectively. Here's a quick overview of the essential terminology to help you master event promotion.
Click rate is a similar term as a CTR but it refers to the number of people who clicked a link in your email out of the total number of delivered emails. Whereas CTR is the percentage of people who clicked a link in your email out of the people who opened your email according to Hubspot.
Click-through rate is a measure usually used in advertising or email marketing to assess the effectiveness of an ad or a link. It represents the percentage of people who click on a specific link or advertisement out of the total number of people who open the email. It will help you optimize campaigns for better performance.
Email marketing automation triggers email messages based on the actions your customer or subscriber takes. For example, when your customer signs up for a mailing list, they typically receive a personalized welcome email. This saves time and helps you reach customers at the right moment with relevant messages.
The way you engage attendees at your event is key to ensuring repeat attendance in the future. It's all about the level of interaction, participation, and interest from attendees during an event.
Whether it's sharing pictures, voting in polls, or networking with other attendees, mobile apps usually offer some type of engagement options. But there are also low budget options you can use. Don't forget to analyze to see what works for you! Engagement is often measured through surveys, social media metrics, and audience feedback.
Was your event successful? How many people left your event happy? How can you not know?! It doesn’t matter what type of event you hosted, precise evaluation is necessary for virtual, hybrid, as well as offline events!
All jokes aside. Many event managers are still deciding on whether their event was or wasn’t a success solely by listening to their gut feelings, which is totally fine unless you want to scale your event and grow your business. If you do, it is always smart to also know your numbers.
With enough relevant data you can easily measure your performance and compare it with your past events. This is, however, not the only thing you can take advantage of. You can gain a lot of useful insights that can help you improve your future events, like what are your weak points, and what strategies you should focus on more.
If you feel this is something you should personally improve, we put together our 12 tips on how to measure the success of your event.
The nightmare of all managers. The key performance indicators are essential for event evaluation, and can come in handy during event planning as well, because they keep you focused on what really matters.
Determining a KPI basically means to set super specific goals you want to achieve, including the numbers, which sets the borders for later data evaluation.
A simple funnel can help you determine your KPI's. With the attendees in different stages of a decision-making process separated into logical sections, you can see where the pitfalls are that you can fix and grab the low-hanging fruit with almost no effort. Do you want an example? Take this: People visiting event website > Registered users > Attendees actually joining > Attendees actually engaging.
The funnel is not the only way to use KPIs, you can also compare events or speakers to each other. Look for patterns that will help you to create a better experience for your visitors.
The landing page should contain all the information about your event that can help visitors decide and register for your event. The clean-looking well-crafted page is critical for your potential success.
Such a page is also a gate, sorting people to attendees that can enter the event and the rest who first have to buy a ticket.
Development of these pages can be lengthy and tricky, but there is an easy way. You can generate landing and registration pages straight out of the event hub!
The event hub does all the hard work for you, offering features like registration, collecting payments, integration and customization. You simply embed the code to your website and you are all ready to go.
Lead generation is the process of attracting potential customers for your business or service so they want to give you their information.
A lead is described as someone who shows interest in your service or a product but might not be ready to buy it yet.
For example, you can provide valuable content which relates to your product in exchange for their personal information. After that, you can nurture them into loyal customers. You can read more about it in this article.
Marketing and promotion are all about getting the word out about an event. You can use multiple strategies to attract attendees like generating buzz on social media, advertising, or coming up with creative email campaigns.
It's important to create an effective event marketing plan beforehand to stay organized. Don't forget to keep track of what type of promotion works for you. This way, you can learn from your mistakes in the future.
Open rate refers to the percentage of people who opened your email out of all your subscribers. Even though Campaign Monitor doesn't recommend determining how successful your email marketing strategy is based on your open rate, here are a few tips for improving it.
Post-event evaluation refers to assessing the success of an event by gathering feedback from attendees, sponsors, and staff. You can analyze key performance metrics such as attendance, revenue, and participant satisfaction. This is a crucial part of event planning. You can learn from your mistakes and try to make your event a success! Some event apps offer in-depth analytics to make the whole process easier for you including Eventee.
Post-event feedback refers to gathering opinions, comments, and suggestions from attendees and stakeholders after an event has concluded. For example, through surveys, interviews, or a simple questionnaire in a mobile event app. This way, you'll know what to improve in the future.
Post-event report refers to a document that summarizes the whole event and describes all its details. It can be attendance numbers, financial performance, feedback from attendees, and logistical challenges encountered. You can use this article and this charming template to easily evaluate the event's overall success.
Push notification is the clickable pop-up message that appears on your device even if you don't use the app at the moment. Push notifications notify users about important information or updates. Organizers may use them through event apps to inform attendees about schedule changes, upcoming sessions, and other relevant updates in real-time.
Templates refer to pre-designed layouts that serve as a starting point for creating documents, websites, emails, or other materials. There are endless variations of templates on the internet. In event planning, you can make use of them when creating invitations, agendas, presentations, and promotional materials.
Understanding these technical event terms is key to ensuring a smooth and glitch-free experience. Here's a guide to some of the most important technical jargon in the event planning world.
Allowlist / Whitelist is a list of IP addresses, domain names, or email addresses which are provided a particular privilege, access or a service. It's a form of cybersecurity strategy. For example, as an event planner you could restrict access to your event for people who are not invited using allowlist (otherwise known as whitelist).
Amplifier is basically a device that increases the volume of sound. It takes weak signals from things like microphones or music players and boosts them so you can hear them through speakers or headphones. As an event planner, you need to make sure that everyone can hear clearly.
Aspect ratio refers to how wide a screen display, image or a video is compared to its height. A common aspect ratio for widescreen displays and videos is 16:9. It's important to ensure content is displayed correctly without distortion or cropping.
Augmented reality is an interactive experience where computer-generated elements and sensory stimuli like images, sounds, and information are added to the real world. AR blends digital content with our surroundings to enhance how we perceive and interact with our environment. It's like adding a little bit of magic to what you can see in the real world.
AV refers to the equipment and services related to sound, lighting, and visual presentations used during an event, such as microphones, projectors, and screens. Our team attended WebExpo last month and most of the sessions had a very good sound as well as lighting. It made all the difference in the whole experience.
Bandwidth refers to how much information can be sent over a network at once. Essentially, higher bandwidth means faster data transfer rates and smoother communication across networks. Did you know that 44 % event planners are most irritated by poor Wi-Fi at venue spaces? Wi-Fi quality could potentially affect the overall attendees' satisfaction with the event. Don't underestimate it!
Branded app is a mobile app that is customized to your branding elements, such as logo, colors, and design style.
CRS is a type of software platform used in the hospitality and travel industries. CRS manages and facilitates reservations for hotels, airlines, car rentals, and other services. Some popular central reservation systems include Amadeus or SynXis.
Keep calm and chat on. Having a conversation in a chat box is quick and easy. Yet, it can quickly get chaotic, so it only has limited use for virtual events, especially for 1:1 conversation, mentoring, or networking purposes.
Chatbot is basically your virtual assistant. It's a computer program designed to simulate conversations with human users. It should help you with information, tasks, or answering questions. Chatbots are often used as customer service on websites. They're handy because they can respond quickly and you don't have to wait for a human to respond.
Check-in apps are tools designed to help you register people at events or places. They typically update attendance records in real-time and can give event organizers insights into who's there and when they arrived.
Closed captions are a text displayed on a screen simultaneously with the audio to show what the people in the video are saying. Closed captioning was developed originally for people who have trouble hearing. Now, they are used for various situations, for example due to a noisy environment.
CMS is a software which allows anybody on your team to create, edit, and publish digital content. This way, your team can collaborate together on a website without technical knowledge.
CRM refers to the system and strategy businesses use to manage all of their company's interactions with current and potential customers. CRM softwares which manage customer data for you can help you understand customer needs and behaviors. This could increase sales and enhance customer satisfaction.
Dashboard is a visual interface that displays important information, metrics, or data in a consolidated and easily digestible format. Dashboards are commonly used in business, technology contexts but also event management to provide real-time updates.
You might know dwell time from Google Analytics. Technically speaking, it’s the time that people spend on your website before returning back to the page with search results.
Apart from the event website dwell time, you can also measure the interest of your attendees in your streams or video content. By comparing the average dwell time of your sessions, you can very easily tell which session is the most or least engaging.
Dwell time is a simple, yet often misunderstood metric. Always make sure that you know what your analytics tool actually measures, so you don’t make the wrong assumptions and eventually decisions.
Tools like Google Analytics need two clicks to correctly measure the actual length of the visit. But the visitor that only dwelled on one page is counted as a bounce visit with zero time spent on the page!
Like John who came to your online stream, watched your talk for 90 minutes and then closed the window. How is that possible? Because there’s no exit click, no timestamp that could tell Google how long the visit actually was.
In other words, through embedding you are putting something from one page on the Internet to the other. You can embed video from YouTube to your blog post or a registration form from your CRM to your website. Event hubs use this feature so that you can share embedded videos from any streaming platform with your attendees right in the app.
Event hub or event app is the center of your event. The beating heart of your conference. An omnipotent tool like Eventee that helps you manage everything that goes around the event in one place.
It’s the hub where you create an excellent experience for attendees and offer them all the advanced functions that have become a norm in the era of virtual events. Agenda, speakers’ bio, sponsors pages, polls, live streams, networking, and more are offered to your attendees via the event hub. We are not saying that you can’t hold a virtual event without it, but if you strive for a professional feel, the event hub is a must.
EMS is a platform you can use to plan and execute events more efficiently. There are multiple tools each focusing on different aspects of event management such as handling registration and ticketing, boosting engagement, or post-event analytics.
Event tech is a collective term for basically any tool, app, or software that helps you plan, manage, and evaluate your event. This category includes event management softwares, live streaming tools, or even technical event equipment.
In the context of events and technology, “feed” usually refers to a platform feature where organizers post information or content related to the event to keep attendees in the loop. For example, some mobile event apps offer a newsfeed with a real-time display of updates, announcements, or social media posts.
Gamification is an event engagement feature. It turns event elements into a game to make them more fun and engaging. For example, attendees earning points for rating sessions, posting photos, or interacting with sponsors. It's a great way to boost engagement at your event.
Gobos are objects which are placed in front of a light source to control the shape, strength or even color of the emitted light and its shadow. They can project patterns, logos, or images onto walls, floors, or other surfaces. Gobos are widely used in weddings, corporate events, concerts, and theatrical productions.
Integration refers to the digital connection between platforms. It involves connecting various software applications or systems – such as event registration platforms, email marketing software, and payment gateways. This way, they can share data and work together efficiently. Event platforms usually offer multiple useful integrations.
In an interactive event, it means that you create opportunities for attendees to participate actively with the event content, organizers, speakers, and other participants. This might include features like live polling, Q&A sessions, or networking. Instead of just listening to a speaker, your attendees can simply ask questions via their smartphones or vote on topics of discussion. This way, your event will be more enjoyable and impactful for everyone involved.
Live event captioning refers to the process of transforming audio dialogue and sounds into text onto a screen in real time. It makes the event more inclusive and accessible to people who may not be able to hear the speakers and sounds. But they can also benefit attendees who are non-native speakers.
Metric converter is a tool or an app which event planners use to convert non-metric units into metric units or overall measurements between different units. Event planners can easily determine the size of a room.
Native application is an app that is developed for one particular system only (e.g., iOS or Android). They offer faster and more responsive user experience.
PA systems stand for public address systems. They are basically the setups which are used to amplify and distribute sound in public spaces or events. For example, notice microphones and speakers at concerts or conferences which make sure all attendees can hear everything.
Poll is similar to a quick survey where you ask a question and give respondents a few options to choose from. A poll is a simple way to ask people for their opinion or preference on a specific topic. During an event, you can encourage engagement with live polls.
This acronym stands for Personal Protective Equipment. PPE refers to a specialized clothing and equipment to protect individuals from hazards or risks in their work environment. These items can be gloves, masks, goggles, or helmets.
Letting the audience ask questions, that’s the legendary Q&A. Nowadays, it is a common part of any event hub or you can use dedicated engagement tools like Slido, where all online and offline visitors can ask questions and vote for their favorites. These two options are easy and effective, solving known problems with messy chats or mixing questions asked directly from the in-person audience and virtual attendees.
QR code is the type of barcode which stores information and can be scanned through a digital device. For instance, it significantly simplifies the paying process, check-in, or finding relevant information about speakers or exhibitors.
QR scanner is a tool or a device used to capture and interpret QR codes.
Registration is the process where attendees formally sign up or enroll to participate in an event. It helps organizers manage information about their attendees and anticipate attendance numbers.
Ticketing on the other hand is the process of selling and distributing tickets for events.
So what is the difference between registration and ticketing? Registration is like ticking off the 'I will participate' button on Facebook. Whereas ticketing is like buying an entry pass for a concert. Check out this article if you're having trouble selling tickets for your event.
These industry standards are used to transmit media, but it’s quite unlikely that you will need to fully understand its technical aspects. The only thing to know is that platforms like Restream or Streamyard can’t stream directly, so you always need to copy the RTMP server address from your Youtube or Facebook streams.
Finding the right URL is easy and it’s basically the only interaction that is required on your side.
The RTMP protocol is more popular than SIP, which is viewed as an enterprise feature bound to video conferencing tools like Zoom.
Simulive refers to a process when you look like you are streaming live, but you actually aren’t. Simulive is a pre-recorded content published as a simulive stream where you combine recorded video and live Q&A giving the audience the best of both worlds. Handy for coaches and teachers that can stream a recorded lecture and then connect live for Q&A.
SSO is a method which allows you to log in with a single ID to multiple related but independent applications or services.
Splash screen is a graphical introduction screen that appears briefly when you open a mobile app or computer program. You can usually see the app's logo, branding or loading animation.
Streaming is just a technical method of transmitting and receiving data over the Internet. These days, you can watch videos on Netflix or YouTube without downloading the content to your device because it loads fluently as you watch it. The most interactive format on social media and streaming platforms is a live stream, where you film and transmit the content as it’s happening.
Simply said, streaming provider is the company you use to deliver the content to your audience. You undoubtedly know the good old Skype, but now you can use Facebook, Zoom, YouTube and many other tools to share videos with someone else. We’ve already covered 8 great streaming choices for you.
Tech stack refers to the combination of digital tools and platforms you use for your events. Whether it's an event management software, CRM platform, an event app, or a video conferencing tool, choosing the right tech stack is crucial.
It can significantly simplify the event planning process. Not only that, it can also elevate the whole attendees' experience and thus, determine the future success of the event.
A conference conducted over a telecommunications network. It typically involves participants who are in different locations. They can use phones, computers, or other devices to connect and communicate with each other in real-time.
Throw distance refers to the distance between a projector and the surface onto which it projects images or video.
Ticketing is the process of selling and distributing tickets for events.
Registration on the other hand is the process where attendees formally sign up or enroll to participate in an event. It helps organizers manage information about their attendees and anticipate attendance numbers.
So what is the difference between registration and ticketing? Registration is like ticking off the 'I will participate' button on Facebook. Whereas ticketing is like buying an entry pass for a concert. Check out this article if you're having trouble selling tickets for your event.
Video call is a way of communicating with someone via some virtual device such as a smartphone or a laptop. There are plenty of virtual platforms available which you can use for a video call including Zoom, Google Meet, or MS Teams.
Video conferencing is often confused with webinars and webcasting in general. Video conferencing is always real-time and multi-directional.
It means that participants are equal to each other; for example, they can control their camera and microphone. That’s why the number of participants is often limited.
Typical video conferencing tools are Zoom, Google Meet, or Microsoft Teams. Usually, video conferencing is slightly different from webcasting or webinars. They all share a few similar characteristics, but video conferencing doesn't have the primary host superior to other participants.
VR is a technology that creates interactive and three-dimensional experiences through computer generated simulation. You put on a headset and step into a digital world where you can see and interact with objects and environments that feel real.
A video that you can watch whenever you like. Imagine the old-fashioned TV broadcasting – pausing and replays were impossible, you had to watch what was broadcast to you at that moment.
With all the modern media companies like Netflix, Hulu and YouTube, you can watch movies and TV shows in the VOD form on any device at any time.
Virtual events utilize this concept to publish archives of sessions for registered visitors who can watch parts they missed or they stream them freely to social media.
Web app is a software that runs in your web browser. With a web app, you can access tools or use services directly through your internet browser without having to download or install anything on your device.
Jeez, this one will be tricky! Webcasting is a short term for broadcasting on the web that is delivered to people by streaming. You use it when your audience is huge and you want to hit unlimited viewers.
It doesn’t matter whether it is live or pre-recorded; you can watch live webcasts after the event too. Webcasts often include chat and polls, but the audience cannot use a camera or microphone.
Common platforms for broadcasting are Vimeo Livestream, Youtube Live, or Facebook and Instagram Live. If you don’t want your audience to leave your stream and switch to funny cat videos, it’s always better to use an event app to create a central hub for your event so your audience remains focused.
The term wireless refers to the technology which operates without the need for any wired connection. Wireless technology enables mobility, convenience, and flexibility.
And lastly, here's a breakdown of key venue-related event terms to help you make informed decisions and communicate effectively with venue staff.
A la carte is a French term which means “according to the menu.” In the context of event planning or hospitality, it refers to a pricing method where items or services are priced individually rather than as part of a set package or bundle.
Amenities refers to the venue's features and facilities which often include complimentary items such as catering services, audiovisual equipment, seating arrangements, or parking facilities. They provide extra comfort and improve overall attendee experience.
Banquet-style is a type of seating arrangement using round tables usually seating 8-10 people and evenly spread out throughout the space. It's typically used for weddings, corporate events, or gala receptions.
Boardroom-style layout is a seating arrangement commonly used for small to medium-sized meetings and discussions, such as executive meetings, strategy sessions, and committee meetings. People sit around a large, rectangular or oval table, similar to a boardroom table.
You undoubtedly know them from offline events. Booths are physical stands for exhibitors and sponsors. In the virtual world, it’s quite the same; the booth is a sub-page where you can find all the information about the sponsors and their products, videos, or a chat box for instant interaction. Third-party services are used to build such virtual stands.
Breakout rooms are used to deliver a personalized event experience to the attendees. It can be anything between mentoring tables for startup events to networking meet-ups with business partners. These rooms are characteristic of their limited capacity, which effectively divides attendees into smaller groups where they can freely interact. This tool is widely popular for “speed networking” during which participants take turns in the split rooms, sometimes randomly assigned by the organizer.
Cabaret-style layout is a type of seating arrangement using a round or square table with chairs usually seating 4-8 people and facing the stage area. Cabaret-style layouts are popular for events such as networking receptions, small performances, or informal dinners.
Catering refers to the process of providing food and beverage services for an event, including menu selection, meal service, and dietary accommodations. Good food can incredibly elevate attendees' experience. It creates an opportunity to relax and encourage networking.
Basically the old classroom you know from your childhood. A setup where rows of desks or tables are aligned in straight rows facing the front of the room, typically with chairs for each desk.
Comp rooms are the complimentary or free-of-charge rooms provided to guests, typically as part of an incentive or promotion.
Corkage charge is a fee imposed by restaurants or venues for bringing your own alcoholic beverages.
DDR is the amount a venue charges usually per attendee for a full day. It also typically covers essential amenities and services for the day.
Deécor refers to the aesthetics and visual elements used to enhance the atmosphere and ambiance of a space or event. It could include for instance floral arrangements, table linens, signage, and thematic props.
Drayage refers to the logistical process of transporting and handling materials, equipment, or exhibits to and from an event venue.
The layout of a venue. Floor plan is like a map that shows where everything will be located in the venue. Event organizers use floor plans to visualize and organize the space effectively. Attendees, on the other hand, use them to navigate the event.
Force majeure clause is a part of a contract that lets one party off the hook if something unexpected happens. It is mostly included in the venue contracts and it's supposed to protect the party from things which are out of their control like natural disasters or a major crisis.
In the context of the event industry, the green room is a designated space backstage where performers, speakers, or VIPs can relax, prepare, or wait before going on stage. Typically equipped with comfortable chairs and refreshments, it provides a quiet and comfortable space for people to rehearse.
Herringtone layout is a seating arrangement often referred to as chevron or v-shape layout. Herringbone layout arranges tables and chairs in rows forming a V-formation facing the stage. It offers a better view and easier discussion but takes up a lot of venue space.
Horseshoe seating is a type of seating arrangement that usually doesn't involve tables. The chairs are arranged in a U-shape or a semicircle so that participants face each other as well as the center. This approach allows for a speaker to work closely with attendees while they can interact and discuss more freely.
I&D refers to the process of setting up and taking down event equipment, displays, booths, and structures.
Open seating refers to an arrangement where attendees can sit wherever they like. Whereas at events with assigned seating, attendees know exactly where they will sit. It's commonly used at weddings, gala dinners or conferences.
Plus plus refers to an additional charge added on top of the base price for services or goods.
Rack rate is the standard retail price that a hotel charges for a particular room without any discounts or special offers.
Reception-style is a type of seating arrangement where guests typically stand and mingle rather than being seated at tables. Reception style is usually used for cocktail parties or networking events. It's supposed to encourage guests to connect with each other.
Seating arrangements is the layout and organization of seating for attendees. There are multiple types of seating arrangements like the Theater Style, Classroom Style, Cabaret, Banquet, or Cocktail. They can vary depending on the type of event and desired atmosphere.
Schell scheme refers to a modular system of stands and booths which are built and provided by the organizer to the exhibitor before the event starts. Shell schemes are typically used at trade shows and are great for segmenting the floor and dividing the space. They often include basic features such as walls, fascia panels with company names or logos, lighting, and sometimes flooring.
Sightline refers to the imaginary line that determines what attendees can see from where they sit. As an event planner, you need to make sure that everyone is able to see the stage without hindrance.
Site visit is an inspection of a venue. The golden rule of event planners is to always select a venue that you have seen in person. Check out this guide to discover how to find your dream venue including conducting the site visit.
Skirting is the fabric or material used to cover and decorate tables, stages, or other furniture. It's meant to cover wires, equipment, or storage under tables.
Unlike the shell scheme, a space only is an exhibition arrangement where organizers provide exhibitors with only empty space. The exhibitor has to create structure and build the walls. They can also decorate the space according to their liking.
Theatre style is a seating arrangement resembling the layout found in theaters. All chairs are aligned in rows facing the stage. There is usually an aisle in the middle to allow attendees to walk among the seats comfortably. It's one of the most commonly used layouts.
Traffic flow refers to the movement and circulation of people within a venue or an event space.
Venue is the physical location where an event takes place, chosen based on factors such as capacity, accessibility, and amenities. Choosing an ideal event venue is an important step in event planning. It's also very demanding. Luckily, I have summarized all the information into 7 steps in this extensive go-to guide. Another word for venue is for example a site. But there are many more synonyms, such as space, facility, or in some contexts also premises.
White box refers to a neutral space (a venue) which can be customized according to your liking. It's intentionally minimalistic and lacks decorations to allow creative freedom and flexibility.
