Arizona State University



AAcross the BoardA term that many venues and suppliers use to refer to pricing that includes all hidden fees such as taxes and gratuities. This is the all-inclusive price. (i.e. Your food and beverage will cost $29/person across the board.)Action StationChefs prepare foods to order and serve them fresh to guests.? Also called Performance Stations, Carving Stations, or Exhibition CookingAct of GodAn extraordinary natural event such as extreme weather, flood, hurricanes, tornadoes, earthquake or similar natural disaster that cannot be reasonably foreseen or prevented over which a contracting party has no reasonable control, making performance of the contract illegal, impracticable or impossible, thus the parties have no legal responsibility to continue performance of the contract. See Also?Force Majeure???????????????AffiliateA term referring to a group or organization not associated with the host of an event that is holding an event or a block of rooms in conjunction with a larger meeting or event. For example, if a chapter of an association blocks off a set of rooms for their chapter members in conjunction with the association's national convention, they would be referred to as an affiliate.Air WallsRemovable dividers placed in meeting spaces to create smaller meeting areas. Air Walls are often used in association with large meetings that require multiple?breakout spaces. For example, a morning conference session may be held in the ballroom, which will then be divided into 4 smaller meeting rooms for more specialized afternoon sessions. Air Walls are not designed to completely block out noise, but will create a sound barrier.Ambient LightAny outside light such as sunlight coming through windows, or overhead room lightAmenitiesThe facilities and features of a property. OR complimentary items provided by a hotel in sleeping rooms such as toiletries, fruit baskets etc.American with Disabilities ActADA. U.S. legislation passed in 1992 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make their facilities accessible to individuals with physical disabilities. AmplifierIncreases the amplitude of sound to a level suitable for driving loud speakersAttrition RateThe rate at which an event decreases in size or the number of attendees who do not show up on the day of the event (no-shows) divided by the number of attendees registered for an event (registrants). For example, if 100 people register for a conference, but only 70 people attend the conference, the attrition rate for the conference would be 30%. Audio MixersA component that combines more than one sound input for composite outputBBacklightA type of illumination from behind the subject or stageBack of the HouseSupport and service areas usually not seen by guests of a hotelBandwidthThe data transmission rate on an information channel such as a telephone line, ISDN, or Ethernet. Higher bandwidth means that images and sound will be transmitted faster for use in videoconferences or video streaming.Blackout DatesDates that are not available to be sold as a result of high demand and limited availability. Blackout Dates often occur over major holidays when consumer travel is at its height or during a hotel's busy season. Blackout Dates can also be a result of limited inventory due to a previously booked convention or large-scale meeting that requires the majority of a hotel's facilities.Breakout RoomsSmall meeting rooms used for specialized sessions that are party of a larger meeting, conference or event (as opposed to a plenary or general session).Booking EngineThe behind-the-scenes system that provides reservations functionality for an Internet site. A GDS or other reservation software provider (such as a switch company) may provide this functionality.Banquet CaptainPerson in charge of banquet service at food functions. For small functions, also serves as ma?tre d. For larger functions, may be responsible for a specific area of the dining room.Banquet Style SeatingA seating arrangement designed for large group events such as awards ceremonies, galas and black-tie seated dinners. Round tables of 8 or 10 are used and typically spaced evenly through the event space.BEO - Banquet Event OrderA document outlining all event logistics and instructions a venue (i.e. hotel, restaurant, conference center, etc.) would need to successfully execute an event. A BEO details the time of event, set-up of the space, menu selections and audio visual requirements. Boardroom Style SeatingA seating arrangement designed to facilitate conversation. Participants are seated facing each other around a square or round table. This seating arrangement is preferred for training meetings or committee meetings where participants will need to closely interact with one another. Boutique HotelUnique in style, design-centric, either independent or affiliated with a smaller brand system, with 40 to 300 guestroomsCCabaret Style SeatingA seating arrangement with round tables with an open end facing toward the stage, allowing attendees a clear view of the presentation.Cancellation Policy: If a meeting is canceled after the contract is signed and after a designated date, the hotel has the right to charge a substantial penalty to recoup their loss of revenue.Cash BarBar set up where guests pay for drinks individually.Chain ScalesChain scale segments are a method by which branded hotels are grouped based on the actual average room rates. Independent hotels, regardless of their average room rates, are included as a separate chain-scale category. The chain-scale segments are:Luxury chainsUpper upscale chainsUpscale chainsUpper midscale chainsMidscale chainsEconomy chainsIndependentsChevron Style SeatingA seating arrangement in which chairs or chairs and tables are arranged in rows slanted in a V-shape and separated by a center aisle. They face the head table or speaker. City-Wide EventAn event that requires the use of a convention center or event complex and multiple hotels in the host cityClass(Luxury, upper upscale, upscale, upper midscale, midscale, economy). Class is an industry categorization which includes chain-affiliated and independent hotels. The class for a chain-affiliated hotel is the same as its chain scale. An independent hotel is assigned a class based on its Average Daily Rate, relative to that of the chain hotels in its geographic area.Classroom Style SeatingSeating arrangement in which rows of tables with chairs face the front of a room and each person has a space for writing.ColloquiumInformal participatory discussion on group-selected plete Meeting Package (CMP)An all-inclusive plan offered by conference centers; including lodging, all meals and support servicesComplimentary Rooms (Comp Rooms)Facility-provided rooms without a charge based upon the number of rooms purchased by a groupConcurrent SessionsShorter educational meetings hosted in conjunction with a larger event, which are scheduled to take place at the same time. Each session normally focuses on a different subject or theme so attendees can choose the session that most interests them. Conference-Style SetupChairs are arranged around one table. Also referred to as: board-of-directors setup, boardroom setup. Connecting vs. AdjoiningRooms with a door connecting two rooms vs. side-by-side.Continental BreakfastLight morning meal consisting of pastries, juices, and hot beverages. Usually served buffet style.Convention Visitors Bureau (CVB)Convention and visitor bureaus are not-for-profit organizations charged with representing a specific destination and helping the long-term development of communities through a travel and tourism strategy. Convention and visitor bureaus are usually membership organizations bringing together businesses that rely on tourism and events for revenue. For visitors, CVBs are like a key to the city. As an unbiased resource, CVBs can serve as a broker or an official point of contact for convention and event planners, tour operators and visitors. They assist planners with event preparation and encourage business travelers and visitors alike to visit local historic, cultural and recreational sites.Corkage ChargeCost of bringing into a facility alcoholic beverages purchased elsewhere (typically charged per bottle)Corporate RateSpecial rate for sleeping rooms or other goods and services that is made available to business travelers. These rates may vary by corporation, depending on the negotiated agreement.CountTotal number of guests at any point in timeCoversActual number of meals servedCross AisleA smaller aisle, perpendicular to a larger main aisle.CRM - Contact Relationship ManagementA shared online contact database system that allows organizations to manage their interaction and communications with clients in an intelligent and organized manner. A CRM system serves as a professional address book database organizations can use to manage communications for their events, web surveys and email marketing campaigns. The benefit of a good CRM system is that it enables organizations to target and segment their messaging.CRS - Central Reservation SystemA system containing information about availability, rates, and related services, and through which reservations can be made. The term commonly used within the travel industry refers to a hotel company's central reservation system.Crescent-Round SetupUses 60-, 66- or 72-inch (152-, 168- and 183-centimeter) diameter rounds with seating on two thirds to three quarters of the table and no seating with its back to the speaker. Used for banquet-to-meeting or meeting-to-banquet quick set. Also referred to as: buzz style setup or half-moon seating.Cut-Off DateThe date on which any prior arrangements made with a venue in regards to guarantee number or room block are locked in stone or released. For example, the guarantee number cut-off date is April 1st so as of April 1st the Planners can no longer decrease their guarantee number without a penalty. Or, if rooms in the room block have not been reserved by April 1st, the rooms will be set free for general sale.DDaisA raised platform usually above the floor of a hall or large roomDestination Management Company (DMC)A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics. Depending on the company and the staff specialists in the company, they offer, but are not limited to, the following: creative proposals for special events within the meeting; guest tours; VIP amenities and transportation; shuttle services; staffing within convention centers and hotels; teambuilding, golf outings and other activities; entertainment, including sound and lighting; décor and theme development; ancillary meetings and management professionals; and, advance meetings and onsite registration services and housing.Distressed InventoryHotel rooms normally discounted at the last minute to ensure that the property will fill to capacity.Double RoomA sleeping room occupied by two persons. The room may have one or more beds in it.DrayageTransport and storage of freight and exhibits.EErgonomic DesignA term that refers to furniture designed to provide meeting attendees the utmost comfort during an event, while also encouraging maximum attentiveness.Entrée Main meal course. (In Europe, it is the term used to describe the appetizer.) With the increase in international business, it is recommended that the word entree no longer be used, in favor of main course.EviteA term that is used to reference an online or email invitation. Exhibition Service ContractorThe individual or organization responsible for the supply of all trade show furnishings and equipment such as flooring, labor, signage and sometimes even electrical. Extended StayExtended stay hotels focus on attracting hotel guests for extended periods of time, typically more than five consecutive nights. These hotels quote weekly rates.FFast Fold ScreenBrand name for a large screen with a frame which folds down into a small case for storage. The legs of this screen are attached at the sides of the screen, or the screen may be flown from above.First Option1) Space which is reserved but not yet contracted for an event. The right of first refusal to confirm a tentative space reservation if there is demand from another group. Also called Tentative Hold.FolioA term used by hotels to reference the form on which all?credit card transactions?incurred by a guest or a group (master account) are recorded.Force Majeure ClauseA clause included in most venue contracts which excuses the venue from being liable should it not be able to hold up to the obligations set forth under contract due to circumstances that are not within the venue's control such as a natural disaster or other "Acts of God." Before committing to a contract, make sure that the force majeure clause does not favor one party over the other. The clause should apply equally to both parties in the agreement, not just the licensor of the contract. See also: Act of GodFloor LimitThe amount of weight usually in pound per square foot that the floor can support. Used primarily in Ballrooms and Exhibit halls when working with exhibit shows. Also called Floor Load.FlyObjects, scenery, or audio-visual equipment mounted from above (usually using rigging).FreightProperties, products, and other materials that are shipped.Front Screen ProjectionProjection of an image onto the front surface of a light reflecting screen from a projector placed within or behind the audience. As compared to Rear Screen Projection.Food & Beverage (F&B) RevenueRevenues derived from the sale of food (including coffee, milk, tea, and soda), beverages (including beer, wine, and liquors)Full-Service HotelFull-service hotels are generally mid-price, upscale, or luxury hotels with a restaurant, lounge facilities and meeting space, as well as minimum services levels often including bell service and room service. These hotels report food and beverage revenue.GGanging MenusWhen two or more groups in a facility have the same menu. General SessionA meeting open to all those in attendance. GoboA pre-cut, etched pattern fabricated from metal or glass that fits in a lighting instrument to form projected light into a shape (logo, graphic, scenery, etc.)GratuityA voluntary payment added to a bill to signify good service. Group RoomsGroup rooms are sold simultaneously in blocks of a minimum of ten rooms or moreGroup Value DatesExtra discounted guest room rates provided to attendees of a specific meeting. These rates are normally 10-30% off standard rates.? Planners who would like to take advantage of group value dates and promotions can utilize the Cvent Supplier Network promotional search functionality to find promotions that are being offered over the same dates as their meetings.GDS - Global Distribution SystemsA system containing information about availability, prices, and related services for Airlines, Car Companies, Hotel Companies, Rail Companies, etc. and through which reservations can be made and tickets can be issued. A GDS also makes some or all of these functions available to subscribing travel agents, booking engines, and airlines. The GDS leaders are Amadeus, Apollo/Galileo/Worldspan, Sabre.Guarantee:To ensure that the facility has enough food for the meals planned, a final attendee count is given—or guaranteed—to the hotel 72 hours in advance.HHeadquarters HotelThe primary or main hotel where the majority of functions related to a citywide convention, conference or large event have been scheduled. This is also the hotel where the largest block of rooms has been reserved.Herringbone SetupRows of chairs or tables slanted in a V-shape facing a head table, stage or speaker. Sometimes referred to as chevron. Same as: V-High SeasonPeriod when the demand for a supplier’s product or service is highest. Prices general increase in high season. Also Called Peak Season.Hold HarmlessClause in contract ensuring that a group, facility or company will not be responsible in the event of a claim.Hollow Square SetupTables set in a square (or rectangle) with chairs placed around the outside of the table. Center (inside) tables is hollow.Hospitality SuiteA meeting room or suite reserved to entertain guests and encourage networking during the down times of an event such as in between sessions or after an evening reception or dinner. Hospitality Suites typically include refreshments such as?hors d'oeuvres?and cocktails.Host BarBar set up where guests do not pay for drinks. Also called Open Bar.Hotel Clearing CorporationThe Pegasus solutions subsidiary created to provide centralized commission payment, worldwide and in local currency, for hotel chains.Hotel Types?Hotel classifications are driven primarily by building structure and secondarily by service level. Chain management has provided us with hotel type classifications for a significant number of locations. Hotel types are:all-suite:?All guest rental units consist of one or more bedrooms and may include a separate living area. Many suites contain kitchenettes or mini-refrigerators. Suite hotels often have no integrated dining facilities available; however, many offer complimentary breakfast.boutique:?These are hotels that appeal to their guests because of their unusual amenity and room configurations. They are normally independent and smaller than 200 rooms with a high rack rate. However, there are three chains whose hotels are automatically coded as boutique: W Hotels (a Starwood brand), Kimpton Hotels and Joie de Vivre Hotels.conference:?Lodging hotels that place major focus on conference operations. Hotels must meet guidelines of the International Association of Conference Centers.convention:?Hotels with a minimum of 300 rooms and large meeting facilities (minimum of 20,000 Square feet) and not part of the conference center group.destination resorts:?These are hotels that appeal to the leisure traveler, are located in resort markets and are considered a destination in themselves. They have extensive amenities, multiple pools, multiple restaurants and normally a beautiful physical hotel. If a hotel has the word “resort’ in its name and is part of a luxury or upper-upscale chain, it is automatically considered a destination resort.extended stay:?Hotel must have kitchenettes, including a stove-top burner. Extended stay hotels focus on attracting hotel guests for extended periods of time, typically more than 5 consecutive nights. These hotels quote weekly rates.gaming/casino:?Lodging hotels that place major focus on casino operations.golf:?Hotel must have a golf course on hotel property to be considered. It is not sufficient if the hotel only has privileges on the course next door.hotel/motel:?A standard hotel or motel operation.ski:?Guests have easy access to ski slopes.spa:?Hotel must have designated spa facility and offer treatments. Offering a sauna or hot tub/whirlpool would not qualify.waterpark:?An indoor or outdoor waterpark resort as a lodging establishment containing an aquatic facility with a minimum of 10,000 square feet of waterpark space and inclusive of amenities such as slides, tubes and a variety of water play featuresHouse BrandBrand of wine or distilled spirits selected by a hotel or restaurant as their standard when no specific brand is specified.IICW (In Conjunction With)Standard terminology for sub-group holding events or a?room block?directly affiliated with a larger meeting convention.Image Magnification (I-MAG)Technology by which presenter’s image is projected onto a large screen, allowing large audiences to see details from the stage.IncidentalsA term that refers to all expenses or charges billed to a hotel guest's account other than the room night fee and applicable taxes. Incidentals can include charges such as damages to the room, phone calls placed, room service and movies ordered.InclusivePrice charged that includes all applicable service charge and tax.Indemnification ClauseA contract clause in which one party agrees to pay damages or claims that the other party may be required to pay to another. For example, if a hotel is sued by an attendee that is injured at an event due to the fault of the group, an indemnification clause might require the group to pay back the hotel. Sometimes the law requires one party to indemnify another even without a specific clause. Generally, the terms of the clause will be followed over the state law. Individual Pay Own: "IPO" on a rooming list informs the hotel that the attendee will pay for his or her room, tax and incidentals.JJanus BoardVideo display of daily schedule of events.JoinerAdditional person staying in a guestroom.KKeynoteOpening remarks or presentation at a meeting that set the tone or theme of the event and motivates attendees.LLifestyle BrandsPrescribed franchised products that are adapted to reflect current trends.Limited-Service HotelAlso known as select-service or focused-service hotels, limited-service hotels have rooms-only operations, (i.e., without food-and-beverage service) or offer a bedroom and bathroom for the night, but few other services and amenities. These hotels often are in the budget or economy group and do not report significant food-and-beverage revenue.?Location SegmentLocation segments are hotel classifications driven by physical location. Chain management has provided us with location classifications for a significant number of hotels. Location segments are:urban - A densely populated area in a large metropolitan area. (e.g. Atlanta, Boston, San Francisco, London, Tokyo.).suburban - Suburbs of metropolitan markets. Examples are Sags Harbor and White Plains, New York, near New York City, and Croydon and Wimbledon near London. Distance from center city varies based on population and market orientation.airport - Hotels in close proximity of an airport that primarily serve demand from airport traffic. Distance may vary.interstate/motorway - Hotels in close proximity of major highways, motorways or other major roads whose primary source of business is through passerby travel. Hotels located in suburban areas have the suburban classification.resort - Hotels located in resort areas where the primary source of business is from leisure destination travel. Examples are Orlando and Lake Tahoe, California.small metro/town - (North America only) Metropolitan small town areas with less than 150,000 people. Size can vary dependent on market orientation. Suburban locations do not exist in proximity to these areas.LecternA stand designed to hold a speaker's documents and papers during a presentation. There are two different types of lecterns: a table lectern or a floor lectern. Table lecterns are constructed to sit on top of a table or another platform while floor lecterns stand directly on the floor. Low SeasonPeriod when the demand for a supplier’s product or service is lowest. Prices general decrease in low season. MMaster AccountAn account set-up by the host of an event to which all charges for a specified group should be applied. A Planners might block off a set of hotel rooms for all event attendees and ask that the rooms be charged to a master account so that the individual attendees will not be held responsible for the cost of their rooms.Media EventA corporate event at which media are the primary guests and the objective is to generate media coverage of a company and/or its products.MMP - Modified Meeting PackageModified Meeting Package. Refers to a conference package that has been altered slightly from the standard CMP. Typically, an MMP is a full conference package with the exception of one meal (dinner in most cases).Move-In / Move-Out DatesDates set for installation/dismantling of an exposition.NNegotiated RateA term used in GDSs to describe rates negotiated by a hotel company with a specific client. Views of these rates in the GDS is restricted, and the rate may be booked only after entry of either the agent or client identification code.No-Show Charge: The cost of a room charged to the meeting master bill if an attendee does not arrive and or cancels the room reservation.OOfficial BanquetA formal seated dinner that is normally hosted in conjunction with a larger event. These events often include presentations or speeches. There is typically no additional charge for an Official Banquet as the cost of the banquet is almost always incorporated into the cost of the larger event that it is a part of.On ConsumptionA term used in food and beverage that refers to the purchasing option based on the amount utilized by the group. The organization pays for the food and beverage based on the actual food and beverage served.OverflowAttendees booked into other facilities after headquarter facilities are full.Over-SetA term that is used to refer to the number of seats/meals a caterer or venue will provide or set beyond the guaranteed number requested by the host of the event. The client will only pay for the number of seats/meals actually consumed by attendees. Most venues will over-set by 3% of the final guarantee. PPaid OutIn-house facility form authorizing cash withdrawal to be charged to master account or individual guest.Post AsInstructions to a facility indicated the exact way a specific function should be listed on the facility’s reader board.Pre-Conference MeetingA meeting at the primary facility at which an event will take place just prior to the event beginning. Attendees generally include the primary event organizer, representatives of the event organizer/host organization, department heads at the facility, other facility staff as appropriate, and contractors. The agenda focuses on reviewing the purpose and details of the event and making final adjustments as needed.Pre-Function SpaceArea adjacent to the main event location. Often used for receptions prior to a meal or coffee breaks during an event. Also known as Foyer.PCI CompliancePCI DSS stands for Payment Card Industry Data Security Standard. It was developed by the major credit card companies as a guideline to help organizations that process card payments prevent credit card fraud, hacking and various other security vulnerabilities and threats. A company processing, storing, or transmitting credit card numbers must be PCI DSS compliant or they risk losing the ability to process credit card payments. QRRack RateA published, often highest rate for a hotel room.Reader BoardAn informational message board, often electronic that can be updated daily with the schedule of events for a meeting or conference.Request for Proposal (RFP)A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services.Reception Style SeatingA room set-up designed to encourage the flow of traffic so that participants can mix and mingle. High-top tables are placed throughout the room with limited or no seating provided. Any chairs are typically placed along the edges of the room.Rear Screen ProjectionProjection of an image onto the rear surface of a light reflecting screen from a projector placed behind the screen. Rear screen projection will require a larger room, as you will need to allow space behind the screen. As compared to Front Screen Projection.? Room BlockTotal number of sleeping rooms in an event reservation. Rooming ListThe list of individuals who will be taking advantage of overnight accommodations at a hotel.?A rooming list includes the following information: first name, last name, arrival date and departure date.?The rooming list is provided to the hotel so the hotel can assign rooms within the room block before attendees arrive on-site. Room RevenueTotal room revenue generated from the sale or rental of guestroomsRoom Pick UpThe number of sleeping rooms actually used by event attendees and exhibitors.Run-of-House1) Rooms given at random according to availability when the reservations are made. 2) Flat rate for which a hotel or motel agrees to offer any of its available rooms (with the exception of suites) to a group. Final assignment of rooms is at the discretion of the hotel.SSMERF MeetingsAn acronym that stands for the Social, Military, Educational, Religious and Fraternal sectors of the meetings industry. SquatterNon-preferred hotels that load preferred rates using a corporation or consortium rate access code and properties indicating in the GDS that they are preferred when they have no rate loaded. The term also refers to preferred hotels loading unauthorized upgraded rates.Stage LeftOn the left side of a stage from the point of view of a performer facing the audience Stage RightOn the right side of a stage from the point of view of a performer facing the audience TTask LightingA controllable level of lighting in the conference room to provide sufficient illumination for reading, writing, and related tasks during a meeting. Usually as a 50-70 foot candle reading at tabletop.Theater Style SeatingA seating arrangement designed for presentations or lectures where participants do not need to take notes. Participants are given a chair but are not seated at a table and chairs are set in rows facing forward towards one point of interest, usually a stage or podium.Transfers: Pre-arranged private transportation that will take attendees between the airport and hotel.TransientTraveler not associated with a group or tour. Someone who books on an individual basis.Truss1) A frame to carry the room of a tent. 2) A structure of steel bars used to suspend lighting or other technical equipment over a stage. 3) To tie or bind something tightly.?UUpstagePart of the stage farthest from the audience or camera.VWWalkGuest holding confirmed sleeping room reservation is denied accommodations at the hotel where to reservation is held upon their arrival and is relocated to another hotel.WebinarA presentation, or seminar, conducted over the internet. X, Y, ZX ................
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