Glossary of Terms

This glossary of commonly used words and phrases, as defined by the International Association of Assembly Managers (IAAM), will help you communicate with your Atlantic City Convention Center Event Manager to help ensure your event is a success.

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Account: Formal record of transactions of a particular type expressed in money or other unit of measurement and maintained in a ledger.
Actual Cost: Costs determined on the basis of historical data and not upon estimated increases in costs or averages.
Advertising: Any paid form of non-personal presentation of ideas, goods or services by an identified sponsor.
Amenities: Items or services conducive to material comfort or convenience.
Arrival Pattern: Specific days and times in which attendees are expected to arrive.
Audiovisual (AV): Of or related to both hearing and sight. Items and equipment used to transmit messages for hearing or sight.
Auxilary Services: Contracted services that provide support for a meeting.

Badge: Adhesive, pin or clip-on tag with identifying information that is given to each registrant.
Banquet: An elaborate and often ceremonious meal for numerous people, often including speakers or presentations.
Book: To reserve a particular room, space or service for a particular time with payment agreed upon.
Booking Policy: Guidelines by which a convention center prioritizes reservations; may correspond to hotel rooms the event will use in the area.
Booth: A stall or stand partitioned off for the sale or exhibition of goods or services.
Buffet: A meal set out on a table for ready access and informal service.
Butlered Service: Hors d'oeuvres are passed on trays by servers.

Camera Ready: Artwork or advertising copy ready for the camera, that is, ready for the printer to prepare printing plates directly from the artwork.
Cancellation Policy: Written statement of actions that can or will be taken in the event of a cancellation due to a specific circumstance.
Charter: To hire, rent or lease for exclusive and temporary use.
Chevron: Room set in which tables and/or chairs are set in a V.
Classroom Style: Seating arrangement in which rows are facing the presenter and each person has a table for writing.
Complimentary: Something given at no charge.
Concierge: Staff member who handles luggage, mail and makes reservations and arrangements on other matters for guests or visitors.
Concurrent Sessions: Sessions occurring at the same time.
Conference: A meeting of two or more people to discuss a common concern.
Conference Center: A facility that is constructed for and devoted to meetings and meeting space.
Conference Style: Seating arrangement where chairs are placed around all sides of a table.
Confirmation: Verification of the existence of a reservation; informal letter outlining the preliminary plans for the use of a facility or service that may serve as the contract for small suppliers.
Convention Center: Facility designed to accommodate multiple groups or extremely large groups; exhibit halls, meeting rooms, ballrooms or banquet space; no sleeping rooms.
Convention Liability Insurance: Insurance policy that covers the meeting sponsor for any unexpected expenses from legal action due to bodily injury or property damage.

Dais: A raised platform in a hall or large room, usually where guest speakers, honored guests or expert panels are seated.
Directional Signs: Meeting signs placed to assist attendees in finding event locations.
Dolly: A platform on wheels for moving heavy objects

Easel: A frame for supporting something, such as chart paper.
Estimate: General idea of your costs before start of the event.
Exhibit: An organization's booth at a public show for competition, demonstration or sale.
Exhibit Service Kit: A packet of information regarding exhibit service providers and other information that exhibitors will need to participate fully in an exposition.
Exposition: Public trade show.
Event Resume: An in-house document distributed to each department addressing issues, needs, and important information pertinent to a show. Includes time of events, set-up information, public access, etc.

Facility: Something that is built, installed or established to serve a particular purpose.
Flat Room Rate: Basic rate with no discount or special offer.
Floor Plan: A scaled drawing showing the arrangement of rooms, halls etc.
Function: An event that is part of a planned meeting; an area of meeting planning that involves income or expenses (printing, registration, etc.)
Function Space: Physical space occupied by an event.

General Session: Sessions that all participants in a convention or meeting attend.

Half Round: A semi-circular table.
Head Count: Number of people attending at an event.
Head Table: Table reserved for speakers and VIPs at front of the room, usually facing the audience
Hollow Circle: Seating arrangement of tables and/or chairs all facing each other in a single circle.
Hollow Square: Seating arrangement with tables arranged in a square with an open middle. Chairs are only on the outside.
Hors D'oeuvres: Hot and/or cold finger foods served at a reception.
Hospitality Room: Suite or room arranged for the convenience, comfort and socialization of guests, often with drinks and snacks available.
Housing: Lodging.

Itinerary: The actual or proposed route and schedule or travel.

Keynote: Opening remarks of a meeting that set tone of the event and motivate attendees.
Keynote Speaker: One who presents the issues of primary interest to a group of people.

Lavaliere Microphone: A small microphone that is clipped onto clothing to allow the speaker to move.
Lecture: A discourse given before an audience or class intended to teach something.

Marketing: Process of planning and executing conception, pricing, promotion and distribution of ideas, goods and services in order to create exchanges that satisfy individual and organizational objectives.
Media Kit or Press Kit: Packet of information that is supplied in the media; contains all the details of a meeting that are required to attract media attention and attendees.
Media Release or Press Release: Description of a newsworthy occurrence written in journalistic style and mailed to news media. A press release is usually intended to promote and event or further the reputation of a facility.
Moderator: One who presides over an assembly, meeting or discussion.

On-Site Office: Organization's temporary headquarters office that is set up on site to handle business during the event.
On-site registration: Registration that occurs directly before the meeting at the meeting location.
Open Seating: Extra tables are placed, but not fully set; these can be prepared quickly if more guests show up than expected.
Outside Vendor: Suppliers who are not directly associated with the facility.
Overhead Transparency Projector: A/V equipment designed to project and magnify and image on a transparent sheet of acetate.

Panel Discussion: Instructional Technique using a group of people chosen to discuss a topic in the presence of an audience.
Pipe and Drape: Materials used to physically construct booths at an exposition.
Platform: Raised, flat surface; statement of principles of policies of an organization.
Podium: A small raised platform on which a presenter may stand.
Post-Conference Meeting(post-con): Meeting between meeting manager and staff to discuss and evaluate an event as soon as it is over.
Pre- and Post Meeting Tours: Recreational tours scheduled right before or after the meeting to encourage socialization of attendees.
Pre-Conference Meeting: Meeting between the meeting manager, facility department heads, and major contractors prior to the start of a meeting.
Presenter: Person who delivers a speech or program.
Press Kit or Media Kit: Materials, usually contained in a folder, in which news releases, product announcements and other materials intended for the media are distributed.
Press Release or Media Release: Description of a newsworthy occurrence written in journalistic style and mailed to news media. A press release is usually intended to promote and event or further the reputation of a facility.
Professional Speaker: Speaker who makes his/her living from presenting information to various organizations.

Quartered-Round: Wedge-shaped with table with one round edge.

Reception: Social gathering usually before an event.
Registration: Process of signing up to attend a meeting or event.
Registration Data: Information about an attendee that is gathered as part of the registration process.
Rolling Carts: Portable cart on which audiovisual equipment can be placed.
Rounds: Circular tables, size may vary.

Settlement: Detailed itemization of ticket sales, production expenses, building rent, box office costs and all other event-related expenses.
Shipping Agent: Third-party company that handles shipping goods to and from a meeting.
Signage: All information and directional signs required for an event.
Site Inspection: Process by which the details of a potential location are evaluated.
Skirting: Attractive fabric placed around a table to conceal the area.
Slide Projector: Equipment designed to project the image of slides onto a viewing screen.
Square: Conference-style table arrangement of double or triple- wide tables.
Staging: Laying out the physical elements in a given space to fulfill a given purpose.
Stationary Microphone: Microphone mounted on floor stand to remain in the same location throughout a presentation.

Table Microphone: Microphone placed on a table for panel members or head table.
Tabletop Display: Exhibit in which materials are arranged on a table top using no booth.
Teleconferencing: Technology that permits individuals to participate in regional, national or worldwide meetings without actually leaving their local area; the live transmission of video or audio signals.
Theater Style or Auditorium Style: Seating arrangement in which seats are in rows facing the stage area, no tables.
Trade Publications: Specialized magazines
Trade Show: Exposition held for members of a common or related industry. Not open to the general public.
Traffic Flow: Pattern of the way people move through an area.
T-shape: Shape of tables arranged for a conference; presenter(s) sit(s) at the top of the T.

U Shape: Horseshoe-shaped conference seating arrangement.

Venue: Location of a function.
Very Important Person (VIP): Person who has a special function at the meeting (speaker, dignitary, etc.) and should be treated with special amenities.
Video Conference: Video monitors connected by telephone wires, satellite technology, or ground wires which allow individuals to meet "face-to-face" from almost anywhere in the world. A videoconference can also include graphics, video clips, and transmission of data or documents.
Video Projector: Device used to project video images onto a screen.
V-Shape: Room set in which tables are set in a V with chairs on the outside only.

Workshops: Academic instruction for a small group, which employs such techniques as role-playing simulation encounters give and take sessions and problem-solving laboratories.