A To Z Of Events Management

The events industry is massive and competitive. Event professionals hoping to carve a successful career have a lot to juggle: there are suppliers and vendors to speak with, client budgets to work around, ever-progressing technology to keep up with, and those are just to name a few.

We at Rents4Events thought newcomers to the industry may need a helping hand especially with all the new terms and concepts they might encounter along the way. So we created the A to Z of Events Management, we hope you find it informative and helpful!

A

  • Attendees: A person who attends a conference or gathering. Catering to their specific needs is paramount as attendees play a crucial role in an event’s success.
  • Audio Visual: To use both sights and sounds. Be sure to use audio and visual components efficiently to create a lasting impression and experience for your attendees.

B

  • Budgets: An amount of money available for spending based on a plan. Having a structured budget allows one to monitor costs, understand what you can afford, and helps ensure a successful event.
  • Banqueting: It’s an elaborate and formal evening meal that’s usually done in honor of a person or to benefit a charity.

C

  • Coordination: The organization of different elements, enabling them to work together efficiently. For an events coordinator, this means making sure all minute-details are executed precisely.
  • Communication: This refers to the process of transferring information verbal, written, or even subtle, non-verbal means. It’s important to keep the lines of communication open when managing and running an event, necessary for attending to issues, customer requests, and other challenges real-time.
  • Catering: To provide food service at a remote site or location such as a hotel, pub, wedding venues, and others.
  • Check In: To arrive or register at a venue. There are numerous event management / check-in apps that help smooth out this process.
  • Conference: A formal get-together where a group of people talk – or confer – about a predetermined topic.

D

  • Demographics: Studies of a population or market based on age, sex, gender, location, economic status, level of education, and other factors. It’s important to know your target attendee’s demographics inside and out. After all, you will be able to tweak your marketing, promotions, and your events as a whole only after a close study of your target demographics.
  • Delegate Management System: These are systems that manage the registration process for for different events both big and small. It ensures that delegates are taken care of from the moment they register until they arrive at the venue.
  • Destination Management Company: A professional services company that has extensive knowledge, experience, and resources for providing ground services (transportation, hotel accommodation, etc.) on a given location.

E

  • Exhibitors: These are companies or organizations that exhibit or put up booths at trade shows and conferences with the aim of generating leads and expanding the network for their business.
  • Exhibition: It is an organized presentation or display of a selection of items. Exhibitions are usually held in museums, galleries, halls, World Fairs, etc.
  • Early Bird Registration: To register for an event well ahead of time, usually at a discounted rate.

F

  • Floor Plan: A diagrammatic representation of a venue or floor. It’s used for planning an effective arrangement of furnishings and one of the most important documents that event professionals rely on.
  • First Aid: The assistance given to a person suffering a sudden illness or injury. Be prepared for any accidents; make sure that you have a first aid team standing by at your events.

G

  • Gala Dinner: A formal evening event with multi-course seated dinner. It often features entertainment like dancing, speeches, auctions, etc. Wear something exquisite when attending one.
  • Green Events: These are events that are carried out in a socially responsible and environment-friendly manner. Green events strive to reduce waste as well was water and energy usage while limiting its negative impacts to the environment.

H

  • Hospitality: This refers to the relationship between the guests and the host. Hospitality services often include reception, entertainment for guests, transportation, and others.
  • Herringbone Layout (chair arrangement): A seating arrangement that looks similar to a fish’ skeleton; it’s aptly called “fish-bone seats” in several languages.

I

  • Information Technology: The use of systems like computers and telecommunications to store, retrieve, and send information. Advancements in technology, especially the arrival of apps and smartphones, are crucial to modern-day events management.
  • Interpreter: A person who interprets, one who translates speeches orally. If you have delegates and guests from foreign countries, hiring an interpreter must be seriously considered to keep communication smooth and open.
  • International Confex: International Confex will take place on the 2nd & 3rd of March 2016 at London Olympia, alongside The Event Production Show, making it the largest buying forum for the events industry.

J

  • Jack:  I.e. a microphone jack, this electrical connector is used for connecting microphones to other equipment like radios, tape recorders, amplifiers, and other audio devices.

K

  • Keynote Speaker: The keynote speaker delivers the keynote address or speech, setting the underlying tone and summarizing the core message of a convention, conference, or show.
  • Kosher: A Hebrew word that means “fit” or “proper.” Kosher-certified products or items meet the dietary requirements of the Jewish law. If you expect to have Jewish guests, make sure that you have Kosher-certified food options at your event.
  • K-Stands: The Classic K-Stand is a popular choice for meetings and conferences, perfect for supporting screens for presentations.

L

  • Leadership: This refers to the social influence that allows a person to enlist the aid and cooperation of others to accomplish a common task. Event professionals work with teams, suppliers, venues, and other service providers – and having strong leadership skills will go a long way in ensuring that all parties work together in harmony.
  • Laser Pointers: These small handheld devices produce a very slim, coherent, and low-powered laser light. They can be used to highlight points of interest in meetings, exhibitions, etc.
  • LCD: It stands for liquid-crystal display. It uses the light-modulating properties of liquid crystals, which do not directly emit light. LCD displays are more cost effective and energy efficient while taking less space compared to their CRT counterparts.
  • LED: It stands for light-emitting diode, which uses a two-lead semiconductor light source. LED lighting has numerous advantages over traditional lighting: it uses 50-90% less power; can last 4-5 times longer; and produces less hazardous waste.

M

  • Marketing: It’s the act of promoting and selling a product or service – moving it from concept to the customer. Marketing also encompasses market research and advertising. It’s one of the disciplines an event professional must be familiar with to effectively spread the word about the shows, conferences, etc. they manage.
  • Motivation: The general desire or willingness of an individual to do something. It’s similar to enthusiasm, drive, and initiative. For example, you want your conference attendees to be motivated to actively participate in the Q&A session – dead air is awkward!
  • Multi-Tasking: To multi-task is to handle more than one task simultaneously like editing a document or responding to an email while speaking to a client on the phone. It’s been found through research however that multi-tasking is less productive than prioritizing and working on tasks one at a time. So learn to prioritize your tasks as an event professional and focus on getting the most important ones done.
  • Master of Ceremonies: The official host of a staged event or a similar performance. Also known as MC or emcee, the host often presents performers; entertains the audience; and keeps the event moving.
  • Motivational Speaker: A speaker who delivers speeches that are meant to inspire and motivate the audience, also known as pep talk. Organizations often enlist the aid of a motivational speaker to effectively communicate the company strategy, help employees maintain a positive outlook, and inspire people to collaborate.

N

  • Negotiation: The act or process of negotiating. It refers to the discussion aimed at reaching an agreement or transaction. An event professional often needs to negotiate prices with venues, suppliers etc. to ensure that their client gets the best service possible without going over budget.
  • Networking: To interact with other people with the purpose of exchanging ideas and contact information. This is usually done to further one’s career. Exhibits, trade shows, and other business events are often good places to network and build one’s contact list.

O

  • Onsite Office: It is an office set up at a specific location – at a conference or live show for example. The event management team may work at the onsite office to ensure that everything goes smoothly.
  • Onsite Technician: A technician stationed at a specific place or location, ready to provide onsite technical support and assistance.

P

  • Promotion: To support or provide active encouragement to further a cause, venture, or aim – like promoting a seminar through Facebook to boost ticket sales for example.
  • Podium: A small platform where a person can stand and be seen by the audience. The platform is commonly used by speakers delivering a speech or a conductor leading an orchestra.
  • Podcast: A digital audio file that can be downloaded from the internet to a computer or portable media player. Podcasts are typically available as a series that subscribers receive automatically. You can use a series of podcasts to build hype and buzz when promoting events.

Q

  • Quality: The standard of a product or entity (anything actually) measured against something similar. It can also refer to the degree of excellence of a product, service, etc. The events industry is a very competitive space that puts quality first – and so should you!
  • Q&A: It stands for “Question & Answer.” Exhibits, seminars, conferences, and meetings usually hold a Q&A session after a presentation to address the audience’s concerns or inquiries.

R

  • ROI: It stands for Return On Investment, the most commonly used profitability ratio. ROI is usually measured by dividing the net profit by total assets. It helps organizations evaluate the efficiency of an investment. Businesses and organizations hold meetings, conferences, exhibits, etc. not because it’s fun but because they expect a ROI from it – and helping them get those returns is one of the duties of an event professional.
  • Research: It refers to the systematic investigation process, undertaken to revise current knowledge by uncovering new facts and pieces of information (ex.: researching your event’s target demographics).
  • Registration: The act or process of registering. Funneling enough ticket sales or registrations is the aim of every event promotion.
  • Risk Assessment: It’s the systematic process of determining and evaluating possible risks that are involved in a project or undertaking. Mapping a safety plan is one of the duties of an event organizer, and it’s possible to come up with one only if the risks are thoroughly assessed.

S

  • Social Media: Websites and apps that allow users to create and share content and also participate in social networking. Popular social media networks include Facebook, Twitter, Google+, and even YouTube. These platforms are immensely helpful for finding and connecting with your target audience, so don’t forget to use these social media channels for your event promotions.
  • Sales: It’s the transaction between the buyer and seller where the former receives tangible or intangible goods / service in exchange for money. Live events are often promoted substantially to boost ticket sales.
  • Stand: Stands are used to display information in exhibits and shows, an advertising tool that can have huge impact on sales and lead generation. Display stands are designed to grab attendees’ attention, turning them from onlookers to potential leads and customers.
  • Sound Engineer: A sound engineer is a technician that deals with acoustics for a broadcast or performance. It’s the sound engineer’s job to creatively use technologies to produce great audio for an audience.

T

  • Technology: It’s the branch of knowledge that deals with the creation and use of technical resources. In particular, technology has helped enhance communication and the distribution of information. So be sure to check the latest apps and technology tools that can aid you in running a smooth and successful event. 
  • Truss: This refers to a framework that uses rafters, struts, and posts. It’s used to support a roof, bridge, or another structure.

 

U

  • Unique Venue: A venue that’s out of the ordinary. Clients are on a constant hunt for something that can make their event stand out – and picking a unique venue that aligns with their message is a good start.
  • Unusual: Remarkable or interesting because it’s different from the others. Adding unusual elements to a meeting or conference can make the affair a memorable one.

V

  • Venue: The place where something is held – oftentimes, organized events like musical performances, conference, or a sports competition.
  • Vegan: A person who doesn’t eat or use animal products, and an event should have vegan-friendly choices to ensure everyone is covered.
  • Vegetarian: Someone who doesn’t eat meat and other animal products because of moral, religious, or health reasons. So take the time to gather data and get to know your attendees so everyone is covered. You’ll never know if some of your attendees are vegetarian unless you do.
  • VIP: It stands for “Very Important Person” – referring to a person with great influence or prestige.

W

  • Wait List: This is another term for waiting list. If your events are popular and the tickets sell out quickly, consider opting for an event professional tool that lets you set up (or automatically trigger) a wait list.
  • Web Conferencing: This is a form of real-time communication which involves attendees with multiple computers – all connected to the internet while seeing the same screen all the time via their browsers or chosen platform. Web conferencing is also used even in live events, allowing speakers and other people who can’t be physically present to participate.
  • WiFi: A facility that allows computers and other devices to connect to the internet or communicate with one another wirelessly. With the latest generation of attendees known for heavy smartphone usage, having good WiFi at events is very important.

X

  • Xtraordinary Service: The type of service you get with COS Rental!

Y

  • Yes, Please: If you want a quick, free quote from COS Rental, just say “Yes please!” and we’ll send you one.

Z

  • Zero: How much does a quote from COS Rental cost? ZERO! It’s free and it’s very easy to get one.

Aside from the shameless plug for X, Y, Z we hope you found the above list of interest and gained an insight into the events industry as a whole!

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On April 22nd, 2015, posted in: News by