Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
Explanation"Under the auspices of" With guiding sponsorship by.
"Under the patronage of"Use of an eminent name by way of endorsement.
à la carte
Menu with price for each item offered as opposed to a fixed price (pris fixe) for an entire meal.
A/V contractor

Supplier of audio visual equipment : projectors, screens, sound systems, video, staging andother technical equipment, as well as technical staff
AACVB
Asian Association of Convention & Visitors Bureaus.
abstract
A statement summarizing the important points of a text. A summary of the conclusions of aconference or meeting, generally between 200-500 words. See also call for papers.
accessibility
availability or approachability for all persons
accommodationa) bedrooms occupied by attendants, b) travel space as in a train, c) facilities in a conferencehallaccompanying person any individual who accompanies a participant, not necessarily involved with the meeting
sessions; same as Significant Other, Spouse.
Ad-hoc Committee
Committee formed to deal with a specific issue and dissolved upon delivering its final report.
adjoining rooms
Rooms with common side walls but no connecting doors. See also: Connecting rooms.
adjourn
1. to suspend (a meeting) for a time: "Meeting adjourned..." 2. to retire to another roomadministration
Organization and managementadministrator
Person who handles the day-to-day administration of an event.
advance registration
Booking before an event takes place; same as pre-registration.
advertising specialties Promotional items with a message or logo ranging from very inexpensive to very expensive
items.
agendaSubjects to be discussed at a meeting; sometimes includes a time schedule.
AH&MA
American Hotel and Motel Association
AIIC
Association Internationale des Interpretes de Congres
AIPC
Association Internationale des Palais de Congres
air-walls
Moveable barriers that divide large areas into smaller areas. Often sound resistant - up to 45
decibels (db) - but not sound-proof.
aisle
Space between set of tables, chairs or booths/stands to allow passage of attendees; same as
gangway.
amenities
complimentary items in sleeping rooms
American breakfast
Consists of fruits and/or juices, cereals, eggs, meat, bakery goods and hot and cold beverages.
American Plan (AP)announcement
Apex fare

ASAE
assembly

association
association meeting
attendeeaudio visual (A/V)
audit
auditorium set-up
author's guidelines

A hotel rate that includes a bed and three meals. Same as: Full American Plan (FAP)/Full
Board. See inclusive rate.
first announcement: invitation to a convention; second announcement: reminder sent to possible
participants of a convention.
(Advance Purchase Excursion Fare) A discounted ticket for international travel, must bepurchased a predetermined number of days prior to departure with varying penalties forcancellations or changes.
American Association of Association Executives
A general or formal meeting of an organization attended by representatives of its members forthe purpose of deciding legislative direction, policy matters, the election of internal committees
and approval of balance sheets, budgets etc. Consequently, an assembly usually observes
certain rules of procedure for its meetings, mostly prescribed in its Articles and By-Laws.
Abbr. assn. assoc. An organized body of people who have an interest, an activity, or a purpose
in common; a society.
usually includes several types of meeting initiated by and for members of the association.
Attendees must pay, and fees may vary depending on activities selected by the attendee.
any registered individual at the meeting
Using both sight and sound, e.g. combining radio and television techniques.
n. examination, especially of business accounts, expenses of a meeting; report on suchexamination; v.t. to conduct such examination.
Chairs set in rows facing the stage, head table or speaker. Variations can include semi-circularor V-shape (herringbone). Same as theater set-up.
Kit of instructions regarding the required format to be used for the written presentation of aspeech; same as: presentation of paper.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
back projection
back wall booth/standback-up facility
badge
bank draft
bannerbanquetbanquet captainbanquet roundbarrier-free

bed and breakfast
bell captain

Explanation
images projected on the back surface of a screen which is placed between the viewer and the
projector; see: rear screen projection
Exhibit space located on an outside wall; same as: "Perimeter booth/stand".
substitute meeting space available if needed
printed identification worn by a meeting participant, often also called name tag
written authorization for the transfer of money through a bank to a particular accountsuspended panel for decor or graphics, may be cloth or rigid material.
normally a formally seated dinner in the evening; usually with speeches in the presence of or
given by a VIP or dignitary of the host city/country
person in charge of banquet service at food functions; for smaller functions also serves as
Maitre tableD', forusedlarger, may only
be responsible
for a special
or separate
round
forfunction
meal service,dependingon the diameter, can area
comfortably
seat room.
8, 10 or 12
guests.
absence of obstacles which could prevent a person with disability from moving about with easebid document

rate that includes breakfast in addition to room; same as Continental Plan (CP). In the UK small
a hotel employee who supervises the work of staff whose primary responsibility is to carryluggage, run errands, etc. at a hotel or club. Not to be confused with Concierge.
The proposal submitted by a destination or a property inviting a group to meet in their venue.

bid manual
black tie
black tie optional

Instruction/outline of an association according to which format and contents an offer of a PCO,
Required dress: dinner jacket, bow tie and cumber bund for the men and formal evening dress
indicates that formal dress is preferred but not required.

blackboard

blow-up

Hard, smooth, usually dark surface used for drawing or writing with chalk; same as chalkboard.
See also: Marker board.
Sleeping rooms, exhibit, meeting or other function space reserved for future use by anorganization intending to hold a meeting.
Enlargement of floor-plans, photographs or similar material used during meeting.

board meeting

A meeting of the governing body of an organization.

blocked spaceboard room set up
bonded warehouse

Tables set in rectangular or oval shape with chairs on both sides and ends; same as"conference
set up" by customs authorities for storage of goods on which payment of duties
A warehousestyleauthorized
is deferred until the goods are removed.
book of abstracts
Collection of abstracts being presented during a meeting which are made available to meeting
participants for use in selecting which sessions to attend.
booth
Usually a temporary construction with a small internal space where products are shown;specially built, assembled and equipped for shows, exhibitions, fairs; same as: stand.
booth/stand contractor Company which constructs or assembles exhibit booths/stands under contract with theorganizing committee
box lunchlight lunch in a (cardboard-) box
break
short interval between sessions at which time coffee, tea, and often other refreshments areserved; same as: coffee break.
break-even
the point at which revenues match expenditures (i.e. no financial loss is incurred)
break-out session
small group sessions within a meeting, organized to discuss specific subjects; usually runs
concurrently with one or more other sessions; same as: Concurrent session.
brochure
Folder describing and promoting the advantages of a particular meeting, event, destination orvenue.
budgetestimated total expenditure ; divided into subject categories and arranged by principal heads ofexpenditure.
budget chart
Estimated total of revenue and expenditure; divided into subject categories projecting cashneeded to meet expenses over a specific time frame; same as "cash-flow chart"buffetAssortment of foods offered on a table or tables for self service.
bulk mailinglarge quantity of mail sent at one time at a special ratebusiness attire
Business suits or jackets with shirts and ties for men and day dresses or suits for women,
usually taken
to meanoffice andnot recreational
wear.
Can/may include
informalgroups
forms ofbuzz session
Methodto increaseaudience
participation
by diving
all participantsin discussion
eachof which reports the group's findings and opinions during the following plenary session.
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
by the bottle
by the drink
by the personby the piece
C.E.O.
C.F.O.
C.O.O.
cabaret table
call brand(s)Explanation
Liquor served and charged for by the full bottle. Organizers owns any bottle on which the seal
Liquor served and charged for by the number of drinks actually served.
A fixed price covers all consumption within a given time frame; sometimes/usually includes
snacks and/or hors d'oeuvres.
Food purchased by the piece, usually at a reception. Priced may be quoted individually, by thedozen, or for 50 or 100 pieces.
Chief Executive Officer = The principal officer responsible for overall administration of anorganization.
Chief Financial Officer = Executive responsible for financial affairs of an organization.
Chief Operating Officer = Executive responsible for the day-to-day operations of anorganization
small round table (38 to 75 cms in diameter); same as "cocktail table".
Brand of liquor selected by customer according to personal preference; see also house brand(s)call for papers

Document containing detailed instructions for submission of papers for assessment andselection by a review committee; often also referred to as: "Abstract forms"; see also abstract

cancellation clause

1) Provision in a contract stating the terms on which the contract may be cancelled, including
penalties for failure to comply with the terms of the agreement; 2) Entertainment: Provision withartist's contract which allows artist to cancel a with a specified period of time prior to play time.

capacity

Maximum number of people allowed in a function room, established by the fire code or
restricted by the type of set up used.
Eastman Kodak company brand name for 35 mm slide projector, utilizing circular trays forholding the slides.
Transportation line moving passengers or freight (van line, common carrier, rail car or airplane)

Carousel© projector
carriercash bar
cash flow chartcasual attire
Catering (sales)
Manager
ceiling heightBar setup where guests pay for drinks individually
Same as: Budget chart or phased budget
Sport shirt (possibly with jacket) for men; resort wear for women.
Hotel (or catering company) staff person responsible for selling group and local food andbeverage functions
Maximum height of ceiling of an exhibition hall or meeting room. Dimensions quoted by halls
and hotels often do not take into account any light fixtures (chandeliers) hanging from theceiling.
certificate of insurance Serves as evidence of the financial capacity of an indemnitor (supplier) who has executed anagreement in favor of an organization.
chain of command
established line of authority
Chair (person)
A person selected to preside over a session or entire conference
chalk board
Same as blackboard; see also "marker board".
chart of accounts
specified account numbers to which assets, liabilities, revenues and expenditures may be
assigned
check-inProcedure for guest or registrant arrival and registration.
check-in time
Preferred time for guest to arrive at a hotel; all guest rooms should be ready at such time.
check-out
Procedure for guest departure including settlement of account.
check-out time
Time at which guests departing on that date should have completed their check-out.
classroom seating
Tables set in rows, one behind the other, with chairs facing the stage; same as schoolroom
setup.
clienta customer; may refer to the person/organization hiring the meeting professional or the servicesof the travel agency involved in the preparation of the meetingclinicclosing ceremonyclosing session
clusterworkshop type educational experience, in which participants learn by doing
Final activities at a meeting which occur during the closing session.
The closing session of a congress or convention in which the subjects which have been
discussed
andelements
possible conclusions
reached andannounced.
A
group of are
the summarizedsame or similar
gathered or occurring
closely
together; a bunch; inbusiness a group of companies or enterprises interacting in a similar product- or service line.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
CMM

Explanation
Conference & Meetings Manager = a European version of CMP offered through MPI by
application and examination.
1) Certified Meeting Professional: Accredited designation offered by the US. Convention Liaison
CMP
Council. This designation certifies competency in 25 areas of meeting management throughapplication and examination. 2) Complete Meeting Package: An all-inclusive plan offered byconference centers; includes lodging, all meals and support services.
cocktail tablesame as cabaret tablecoffee breaksame as breakcolloquium
n. 1. An informal meeting for the exchange of views. 2. An academic seminar on a broad fieldof study, usually led by a different lecturer at each meeting.
commercial rate
Special room rate , lower than rack rate, for organizations that have made prior arrangementswith the facility. These are guaranteed rates, not to be confused with the lowest available rates;same as "Corporate Rate"; see also "Rack Rate".
commitment
An agreement between a buyer and the facility to reserve function space and guest rooms;
same as "contract" or "letter of agreement".
Committee
A group of people appointed for a specific purpose.
Committee of Honor
Committee of individuals eminent in the related field whose names are lent to an event by wayof endorsement.
communication center an area in the meeting venue for telephone, fax, telex, teleconferencing or other communication
facilities
commuter airline
Airline connecting small communities with larger airports.
compcomplimentary; offered at no charge, resp. no cost.
comp room(s)Complimentary room(s) which a facility provides without charge, usually determined by the
number of rooms picked up and occupied by a group on a per day or cumulative basis.
Concierge
Facility staff which provides special services such as tickets to local events, transportation, tour
arrangements, restaurant reservations et al. See also: Bell Captain.
Concierge floor
Private floor of hotel offering special amenities, complimentary lounge, secretarial services(usually at a charge) etc. Such floor is accessible only by using the electronic key card alreadyin the elevator, as the elevator stops only for guests registered on such floor.
concurrent session
Same as: "Break-out session".
conference
formal meeting for consultation , discussion and interchange of views and experience, usuallycomprised of general sessions and smaller group meetings to plan, fact find and solve
problems. A conference is normally smaller in scale than a congress. Although not generally
limited in time, conferences are usually of short duration with specific objectives.
conference handbook A manual which provides information about a conference. Contents would include descriptionsof programs, information on participants , agendas, schedules of events and logisticalinformation.
conference leada. An indication of potential opportunity; a tip: a good lead for offering the venue; b. Information
pointing toward a possible solution; a clue;
Conference
Title generally conferred upon the chief administrator of the entire event.
Officer/Organizer
Generally a comprehensive collection of conference documentation within a binder or envelope;
conference pack/kit
also called "Information Kit"; same as "Registration Packet".
conference papers
Abstracts of lectures to be presented during a conference compiled in a book of abstracts; seealso "Abstract", "Call for Papers".
conference report
An official summary of conference events.
conference résumé
a detailed summary of overall meeting requirements prepared by organizers, for the facilities
and/or suppliers
conference style setup Same as Board Room Setup.
configuration
Arrangements of seats/berths/cabins within an aircraft, rail car, motor coach or ship.
confirmation
Written acknowledgement of a reservation agreement.
congressthe regular coming together on the representational basis of several hundreds or eventhousands of individuals belonging to a single profession, cultural, religious or other interest
group. Most international or world congresses are usually of the type which last several days,
can be held at intervals of two or more years, and have simultaneous sessions, while National
Congresses are more frequently held annually.
Congress Travel Agent Travel agent specializing in handling incoming or outgoing meeting participants and all their
future travel arrangements including pre- and post-tours.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
connecting rooms

Explanation
Two ore more rooms with private connecting doors permitting access between rooms. See also
"Adjoining rooms".
consecutive
Oral translation of several phrases or entire speeches from one language to another. Speaker
interpretation
pauses between phrases to allow for interpretation; see also "Interpretation in relay".
consumer show
Exhibition open to the public usually requiring an entrance fee. Same as: "Gate Show", "Public
Show"
Continental Breakfast Light morning meal consisting of juice, pastries and hot breakfast beverage, sometimes also
boiled egg(s).
Continental Plan (CP) Rate that includes breakfast in addition to room; same as "bed and breakfast".
contingency planalternative arrangements to be used in the event of change from original plans
Continuing Education Requirement of many professional groups by which members must certify participation in formal
educational programs designed to maintain their level of ability beyond the original certification
Credits (CEC's)
date.
contributed paper
Written transcript provided after acceptance of the submitted abstract and usually the basis fora speech or presentation. Same as: "Paper Contribution".

convener

Member of committee in charge of convening participants.

convention

large, national or international meetings of business circles, whether for discussions orcommercial exhibitions or both. May also refer to a general and formal meeting of a legislative
body, social or economic group in order to provide information on a particular situation and in
orderand, consequently, establish
consent
onor
policies
among
theinparticipants.
A not tofordeliberate
profit umbrellaorganization that
represents
a citygeographic
area
the solicitationand servicing of all types of travelers to that city or area, whether they visit for business,pleasure,
convention
attendance.
Has
the following
members:
ATA, AH&MA, ASEA, ACED-I, ACOM, CESSE, EDPA, ESCA,
HCEA, HSMAI, ICPA, IAAM, IACC, IACVB, IAEM, IEA, MPI, NACE, NCBMP, PCMA, RCMA,
SCMP,
SITE,
TIA.to assist the organization with all aspects of its meeting arrangements with
Hotel
staff
personthat facility; sometimes referred to as Meetings Manager or MICE Manager.
Committee in charge of coordinating the organization of the event.

Convention and
Visitors Bureau
Convention Liaison
CouncilConvention Service
Manager
Coordinating
Committee
Cordless microphone
corporate meeting
corporate rate
corporate travel

Portable microphone operating on its own power source to allow speaker freedom of movement;same as: "Wireless microphone".
Gathering of employees of a commercial organization. Usually attendance is required andtravel, room and most meal expenses are paid for by the organization.
Same as: "Commercial rate"; see also "Rack rate".
The market segment comprised of groups or individuals that work for a given company ororganization and are traveling for business reasons at the company's or organization's expense.

Cost charge per square Basic charge for a particular unit of measurement.
meter/Foot
cover
Table setting at a food function for one person. Also statistical unit used by hotels and caterers a cover is usually any meal, for which minimum a fork is required; i.e. coffee and cake is acover, a five course meal is also a cover; while canapé's served at a cocktail party are NOT
counted as a cover.
crisis management
immediate action to control or direct any situations which become problematic and which could
have a major impact on the meeting.
critical patha listing of significant achievements, by date, necessary to complete a defined plan.
cross fading
Changes from one scene or image to another in which visual images are blended together; one
image fades out as another fades in; same as: "Dissolve Unit"
crowd control
direction provided to attendees to ensure smooth traffic flow.
cue
A speakers prompt.
culturethe sum total of the attainments and learned behavior patterns of any specific period, race, or
people.
customs broker
person or company which provides customs clearing services to shippers of goods to and froma country.
cut-off date
Designated day when the facility will release a block of sleeping rooms, initially reserved for ameeting, however not confirmed by deposit or list of names etc., to the general public
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
daily newsletterdais
date draft
day-spreaddebatedefinite booking
delegatedelegate carddelegate profile
Demi-pension
denied boarding
compensation
departure tax
depositdestination
Destination
Management
Company (DMC)
digestdine arounddirect billing

Explanation
Daily information sheet for participants during an event.
A permanent or portable raised platform used by speakers and conductors for their lecterns, orfor seats of honor; See also: "Lectern", "Podium" and "Rostrum".
A draft which matures a specified number of days after the date it is issued , without regard to
the date of acceptance.
bedcover in deluxe hotels which is removed by the maid during the so-called night or evening
service, when the bed is prepared for sleeping
A discussion which takes place within a meeting , a public or private sitting or in one of themany types of assembly or meeting.
Space reservations confirmed and contracted in writing.
voting representative at a meeting. Frequently referred to as a registered participant.
Admission card confirming a booking and registration.
a description of the typical delegate which includes such details as age, sex, hometown,
companions etc.
A rate inclusive of breakfast and dinner, in addition to room. In the US and Canada Modified
American Plan (MAP); same as "Half Board" or "MAP".
Money, free tickets or other compensation to passengers who are refused boarding privileges,
even though they have confirmed reservations.
Fee collected from traveler by host country at time of departure.
An advanced partial payment to secure a product or service.
area, country, city chosen as a meeting site
Company or professional individualist engaged in organizing meetings of all types and theirrelated activities; same as Professional Congress Organizer (PCO).
n. A collection of previously published material, such as articles, essays, or reports, pertaining
to a meeting or conference, usually in edited or condensed form.
Use of a number of restaurants in a destination with reservations and billing arrangements for
one particular client.
Accounts receivable mailed to individuals or firms with established credit.

Director of Sales(D.O.S.)
discussion form

Individual at a meeting facility responsible for overall direction of sales staff and all marketingand sales activities.
Paper containing an application to put a question during a conference session to a particularspeaker and on a specific subject; usually to be submitted in advance of the session.

discussion group

A group of participants in a separate debate within some types of meetings. Similar to a working
group but with no expectation of reports or papers.
Person who presides over a discussion; same as "Moderator".
The take-down and removal of exhibits.
The day and time by which booths have to be dismantled and removed from an exhibition area.

discussion leader
dismantle
dismantling deadline
display material

The material exhibited by the various exhibitors; such material is usually insured or has its value
stated in writing for insurance purposes and customs purposes.
dissolve unit
Same as: "Cross fading". Changes from one scene or image to another in which visual images
are blended together; one image fades out as another fades in.
dividerWalls or light moveable panels used for dividing areas or concealing some areas; same as:"Moveable wall", "Partition".
DMC
Destination Management Company, a travel agency concentrating, resp. handling exclusively
incoming tourists, especially M.I.C.E. Same as: Professional Congress Organizer", see also:"Ground Operator".
domestic beer, wine
Beer or wine produced in the country where it is served.
donation
Sum of money or items of value received as gifts.
double bed
Bed measuring minimum 133 x 186 cm (53 x 75 inches)
double booking
Reserving space for two groups for the same dates, when only one group can beaccommodated.
double room
Room suitable for occupancy by two persons. The room may have a king, queen or double bed,or two single beds.
double room for single A twin or double room occupied by one person, often at a lower rate than if occupied by two
occupancy
people.
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
double-double room
downgradedrayagedry snackearly arrival
early bird registration
fee
easel

Explanation
Room with two double beds, suitable for two to four persons.
To move to a lesser accommodation or class of service. See also: "upgrade".
Transfer of exhibits from points of arrival to exhibit site, may also include storage.
Snacks such as pretzels, potato or corn chips, popcorn or nuts served at a reception or cocktail
party. Chips are sometimes accompanied by dips.
1) Guest arrives before confirmed reservation date or time; 2) for groups arrival prior to themain arrival date; 3) arrival in the early hours of the morning.
discounted registration fee, applied for early registration; opposite of late registration fee

Three or four legged stand with a rack used to hold a blackboard, corkboard magnetic board,
sign, chart, flip chart etc.
educational credit
acknowledgement of participation in continuing education as recognized by an accredited
authority.
educational program
The combined educational sessions of a meeting event.
educational visit
Educational tour of a work place or manufacturing plant of interest to a conference; same as:"Study Mission".
EFCT
European Federation of Conference Towns
efficiency unit
Guest-room with kitchen facilities.
egressexit process (i.e. move-out); opposite of ingress.
E-key
Emergency key - a key used in hotels to open locked doors, or to prevent anyone without aspecial key from entering a room which was locked with the E.Key.
electric pointerElectric (battery operated) device which a speaker can use to cast an illuminated spot on thewall, blackboard, screen etc. to draw attention t a specific feature.
emergency policy and a written procedure to be followed in the event of unforeseen circumstances
procedure (EP&P)
endorsement
To get approval or agreement to a certain subject matter or event.
engineering
Relating to groups whose members are professional engineers or administrators and suppliersto the engineering industry. In a hotel the engineering department handles all problems anddeficiencies resulting from technical failure.
English Breakfast
Juice(s) hot cereal, egg, meat (often also fish), pastries with jellies and preserves and hot
beverages.
entertainment
music, theme events, and/or performers; activities performed for the entertainment ofparticipants.
entreeGenerally interpreted as appetizer. In some areas (especially the USA and Canada) this term
may be used for the main course.
environmental audit
an inspection completed to assess practices which impact on the environment.
erection
Assembling exhibits and displays on-site.
E-shape set up
Tables set up in the shape of an "E" with chairs on the outside of the closed end and on bothsides of each leg.
Eurodollars
US. Dollars placed on deposit in banks outside the USA.
European Plan (EP)Room rate with no meals included
evaluation
critiquing and rating the overall results of a meeting.
event(a) portion(s) of a meeting (i.e. food & beverage function, festival, competition et al)
Excess baggage
Baggage which exceeds the free allowance set by the airline.
exclusive contractor
Contractor appointed by show or building management alas the sole agent for supplying
services.
Executive Committee Committee to decide policy and strategy for the organization of an event; same as:"management Committee"; see also: "Local Host"
Exhibit Manager
1) Person in charge of an individual exhibit booth. 2) Show management staff person in chargeof entire exhibit area.
exhibit/exhibition
event at which products and/or services are displayed.
exhibition catalog
Listing of exhibitors by location and by products or services offered.
exhibition contractor
The organizer or promoter of an exhibition responsible for the letting of space , financial control
and management of the exhibition, sometimes an agent acting in this capacity.
exhibitors' manual
An individual or company who participates in a trade show as a vendor.
exhibitors' manualbook of instructions and information for exhibitors, regarding the exhibition venue and services
offered by the organizing body.
exposition
Same as: "exhibition".

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
extraordinary session
facilitatorfairfamiliarization trip or
fam tripfamily namefamily planfamily style service
fee

Explanation
A special session for activities, needs, or situations that are different from those normally andoriginally scheduled.
Expert who guides discussion and/or decision making
n. 1. A gathering held at a specified time and place for the buying and selling of goods; amarket. 2. An exhibition, as of farm products or manufactured goods, usually accompanied byvarious competitions and entertainments: a state fair. 3. An exhibition intended to inform people
about a product or business opportunity: a computer fair; a job fair. 4. An event, usually for the
benefit of a charity or public institution, including entertainment and the sale of goods; a bazaar:
a church fair.
Offered to potential buyers of a meeting site, a program designed to acquaint participants withspecific destinations or services and to stimulate the booking of a meeting or event. Often
offered in groups, but sometimes also on individual basis; same as: "Inspection trip".
Preferred form for international registration forms/documents in place of "last name".
A discounted price offered by hotels and resorts to second and successive members of families
who travel together.
Platters and bowls of food are on the table from which guests help themselves. See also:"French service".
The cost of participating in a meeting, paid to the organization conducting the meeting.

feedback

Regeneration of sound from audio speakers back through the microphone causing a dissonant
sound. Frequently caused when a microphone gets too close to or in front of a speaker unit.

final program

Document containing the definite conference and social program, circulated immediately prior
to the conference or distributed at the commencement of the event.
Conclusive summary of conference events.
a guide containing accounting and banking techniques (for the convention or congress)

final reportfinancial procedures
guide
first aid
first announcement
fixed seating
arrangement
flame proof
flat rate
flip chart
floor load
Floor Manager
floor planfocus
follow-up

Force majeure clauseformal dressforum
forward businessforward contract
fraternal
free paper

Emergency care or treatment given to an ill or injured person before the doctor or ambulancearrives; also such place where such emergency care is provided.
Initial notification of an event, generally outlining the basic framework of a meeting; a widely
circulated document; same as: "Preliminary announcement".
Chairs of a meeting room permanently mounted on the floor.
Material that is flame resistant.
One rate for each room in a guest room block - suites not included; same as: "Run of the houserate".
A communication tool consisting of removable sheets of paper, usually hung on a stand.
maximum weight per square meter which may be placed on an exhibition floor
Individual representing show management responsible for managing the exhibition area,
enforcing rules, responding to requests etc.
Scale plan of the floor area of a hotel's or conference halls meeting space.
Proper sharpness of the outline of an image.
activities and communications which take place after a meeting; to be distinguished from"evaluation" (see above), which is a measurement of the achievement of defined objectives;
which may serve to enhance future attendance etc.
Contract clause which limits liability should a performance be prevented due to disruptive
circumstances beyond control (of the venue). Usually inclement weather does not apply.
Same as "Black tie"; see also: "White tie".
meeting or part of a meeting set aside for open discussion by recognized participants on
subjects of public interest.
Any business which can be expected in the future.
A financial instrument guaranteeing a specific rate of exchange in a foreign currency for a futuretransaction.
Groups where membership is based on common personal interests rather than common job orcareer responsibilities.
Written transcript given as a result of acceptance of the submitted abstract on a subject chosen
by the author.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
Free paper session

Explanation
Reports on particular topics which, while closely related to the subject of a meeting, do notstrictly refer to the matters under discussion. They are usually dealt with at a session of theirown.
freight forwarder
A business which handles export shipments for compensation.
French service
Each food item is served by a waiter from platter to individual; see also: Russian service".
front desk
The center of meeting facility activities, including registration and cashier services.
front projection
Direct projection of an image on a screen. The projector is in front (the audience side) of thescreen.
function board
board or video-screen listing the day's events of a meeting or congress
function sheet
detailed instruction relevant to a particular event. Also known as banquet order, event order or
résumé sheet.
function space
space in hotels or conference halls in which functions or events can be held
fund raising
Obtaining money from outside sources over and above the projected income.
future bookings
Events or meetings which are secured during a specific time period, but schedules to occur at afuture date in a specific venue.
Gala Dinner
Outstanding social event of the conference, usually in the evening with entertainment and/or
speeches after a formal meal.
gangwaySame as: "Aisle".
gate show
Same as: "Consumer show", "Public show".
general session
A meeting open to all those in attendance at a convention.
geographic
The arbitrary division of a market by country, region, state, postal zone, city etc. of origin
segmentation
respectively permanent residence (not nationality) of potential attendee/guest.
Preferred form for international registration documents in place of "first name". See also "Family
given namename".
government meetings Groups whose constituencies are made up of civil servants, elected officials and service
providers to government entities.
grant(s)Money obtained from bodies or authorities to underwrite an expenditure; same as: "Subsidies".
gratuity

1) an amount paid as a reward for service. 2) Sometimes obligatory in the form of "service
charge"; same as: "Tip".
Greenwich Mean Time Time on the line of longitude that passes through Greenwich, England, used as a basis for(GMT)
calculating time throughout the world. Sometimes referred to as "Zulu time"gross square feet/gross Total amount of space in an exhibit hall or meeting room.
square meters
gross weightground operator

The full weight of a shipment, including goods and packaging.
Company that provides transportation in a locale, i.e. motorcoaches, rental cars railroadtransportation etc.; see also: Destination Management Company (DMC)
group booking
Reservation for a block of rooms specifically for a group.
guarantee
The number of servings to be paid for, whether or not they are actually consumed, usuallyrequired/requested by the caterer 48 hours prior to an event.
guaranteed late arrival Guest room that is guaranteed by credit card or advance payment if arrival is later than aspecified time, usually 18:00 (6:00 pm)
guaranteed reservation Prepaid reservation held until agreed arrival time, or check-out time the next day, whicheveroccurs first. Guest is responsible for payment if reservation is not cancelled.
guest
individual invited to attend or participate in a meeting at no charge. May also refer to anaccompanying person who may pay a fee.
guest speech
Paper or speech on a specific subject submitted at the request of a meetings organizer; sameas: "Invited paper".
guest-/ladies-/youth
a program for persons who accompany a meeting attendee and who don't necessarily take anprogramactive part in the meeting
guide
Person accompanying a tour and giving detailed knowledge of places of interest.
half board
Same as: "Demi Pension", "Modified American Plan" (MAP).
half moon table
A round table which has been cut in half to form a half circle; or a round table of which one half
can be folded down, to form a half circle.
hall
A place of public assembly, usually to large rooms.
head count
Actual number of people attending a function.
head table
Seating location for honored guests and/or meeting presenters.
head tax
Fee charged arriving and departing passengers in some countries.
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
headquarter hotel
herringbone setup
high season
history

hold harmlesshollow square setup
honorarium
honoraryhorseshoe setup

hospitality
hospitality-suite

Explanation
In case more hotels are used for one event, the hotel where the main administrative andhospitality functions are held, and where most VIP's are lodged.
Rows of chairs or tables slanted in a V-shape facing a head table, stage or speaker. Sometimes
referred to as "chevron", same as: "V-shape setup
Those periods or seasons when a supplier's traffic or volume is highest; same as: "Peakseason".
Record of an organization's previous meetings. Usually includes information pertaining tooriginal room block, actual room pickup, meeting space required, and food and beveragerevenues and/or covers generated by each meeting.
Clause in a contract ensuring that a group or company will not be responsible in the event of aclaim.
Table set in a square or rectangle with chairs placed around perimeter. The center inside thetables is hollow, may be decorated with flowers etc.
Payment made in token of personal involvement in an event.
Non-paid, generally referring to an appointment with a committee or group and in recognition ofexpertise or services rendered.
Tables in the shape of a "U", with one end open. Usually chairs are set on the outside only, butsometimes on both sides of the tables. This term is nowadays seldom used; same as: "Open-U
setup" or "U-shape setup".
1. Cordial and generous reception of or disposition toward guests. 2. An instance of cordial anda room, usually a suite of rooms in a hotel, set aside for the welcoming and entertainment ofmeeting participants, respectively the VIP's of a conference. Hospitality suites may also beoffered by sponsoring companies, such as a pharmaceutical company at a medical convention.

host bar

Bar setup at which drinks are paid for by the sponsoring organization ; same as: "Open bar".

host committee
host organization
hotel accommodation
form
hotel classificationa body of the host country or destination, responding to the needs of a meetingthe body(ies) who invited the meeting.
Hotel booking form provided for meeting participants. Shows arrival and departure dates andtimes, type of accommodation and rate; same as reservation form.
The classification of a hotel in terms of amenities, facilities, levels of service and cost. Typicalclassifications are: First class, Superior, standard, economy and budget, or Five, four, three two
and one star ratings. Qualifications and terms vary by country.
Brand of wine or liquor selected by a hotel or restaurant as their "standard", which is usuallymore economical than Call Brands or Premium Brands.
1) Number of sleeping rooms actually occupied and paid for (excluding house-use) during aparticular night. 2) Number of individuals attending a specific function.
Lighting of room separate from stage lighting.
Moderately priced wines offered by a facility.
controlling a number of sleeping rooms with rooms blocks actually occupied during a particularnight.
Division of a convention bureau responsible for assisting organizers handling hotel reservations
for meeting attendees.
various types of accommodation facilities that meet the needs of the meeting or congress.
human resources (paid and volunteer staff); union and non-union employees working for the
meeting
Hospitality Sales and Marketing Association International
International Association of Auditorium Managers
International Association of Conference Centers
International Association of Conventionj and Visitopr Bureaus
International Association for Exposition Management
International Association of Professional Congress Organizers
International Congress & Convention Association, international Association of the Meetings
Industry, approx. 600-700 members, in the following categories: A - Travel Agents, B - AirLines, C - PCO's, D - National and Regional Tourism-Organizations, E - Auxiliary Services, F Hotels; G - Convention Halls, H - Honorary Members.
Insurance Conference Planners Association

house brandhouse counthouse lights
house wine
housing
housing bureau
housing plan
HR
HSMAI
IAAM
IACC
IACVB
IAEM
IAPCO
ICCA

ICPA

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
Explanation
inauguration ceremony A ceremony which marks the official beginning of a public event or at which officers of theorganization officially assume their responsibilities. Often includes an address of a dignitaryand
possibly some form of dedication or token event such as cutting a ribbon, passing a gavel,
laying a cornerstone or planting a tree.
incentive meeting
meeting designed to recognize and reward. As such incentive meetings are fundamentally
motivational in nature, with the main focus being on the individual attendee. The social aspectof such meeting is critical, and quality is typically not compromised for price.
incidentals
Expenses other than room and tax, billed to a guest's account.
inclusive cost
Quoted cost; no extra costs to be added. Usually refers to taxes and gratuity for food andbeverage functions.
Inclusive rate1) The amount charged for a room, usually including breakfast (or other meals), taxes andservice charge. See also: Full American Plan (FAP)/Full Board; Modified American Plan
(MAP)/Half Board. 2) When applied to food and beverage , includes taxes, gratuities and/or
service charge.
inclusive tour
Tour which includes all elements of the itinerary, such as admissions, transfers and mostgratuities.
informal dress
Same as: "Business attire".
ingress
entry process (i.e. move-in); opposite of egress
in-kindcontributions of goods and services without monetary exchange.
inspection trip
Same as: "Familiarization (Fam) trip.
installation
set up period for a meeting, trade show or event.
instituteIn-depth instructional meeting providing intensive education on a particular subject.
interactive response
A system which enables the audience to respond to prepared questions by means of amultifunction keypad. Responses are fed to a computer which tabulates them and displays theresults graphically on a projection screen.
intercom
Audio system permitting two-way communication.
interline connection
An airline connection which involves transferring from a plane of one airline to that of anothercarrier; same as: "Offline connection".
interpretation
oral translation from one language to another.
interpretation in relay Oral translation utilizing two interpreters. Because the first interpreter is not master in thesecond language, another makes the final interpretation to the audience.
invitation program
A provisional program sometimes incorporating a call for papers. The program gives details ofvenue, participants, agenda, accommodations, etc.
invited paper
Same as: "Guest speech".
Invited speakers
A person who is invited to deliver a speech during the conference. Cost of travel, housing andappropriate appearance fees are usually provided for in the conference budget.
involuntary upgrade
Airline provides passenger with higher priced seating at no additional charge; hotel provides
higher priced accommodation (such as a suite) at no additional charge.
itinerarydetailed program of a visit or tour.
janitorial service
Service offered to exhibitors for cleaning booths/stands.
Joint Industry Council Has the following members: AACVB, AIIC, AIPC, AIVFC, EFCT, IACVB, IAPCO, ICCA, MPI,
UIA.
keynote speakerSpeaker invited to make a presentation to set the prevailing tone for the meeting.
king room
Room with king-size bed suitable for one or two persons.
king size bed
Large bed usually measuring 200 x 200 cms, (80 x 80 inches)kiosk
A small enclosure for ticket sales, information etc. at a conference venue.
krinkle or crinkle
coarse topsheet with many interwoven wrinkles, used in many hotels as topsheet or nightspread
lanai
Room with a patio or balcony overlooking a garden or water.
lapel microphone
Clips to the speaker's shirt, blouse, tie or jacket; see: "Lavaliere Microphone".
late registration
A booking that is received after the stated deadline, usually incurring payment of penalty fee.
late registration fee
Lavaliere microphone
lecternlectureA registration fee containing a (minimal) surcharge for late registration for a convention
Hangs from a cord around the speaker's neck.
A stand upon which a speaker may rest notes or books. May be "standing", which rests on thefloor, or "table-top". See also: "Dais", "Podium_", "Rostrum".
discourse given before an audience, especially for instructional purposes, usually without aquestions session.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
legal connection

Maitre D'
Management
CommitteeDirector
Managing

Explanation
Prescribed minimum time to leave one flight and board another. Set by airlines to allow time totransfer baggage, will usually vary from country to country or airport to airport.
Holder of a lease.
Person or organizers which offers a lease.
acceptance of a proposal. May be a formal letter from the buyer or an initialing of the proposalby the buyer. If properly executed, it may be legally binding.
A document issued by a bank per instructions from a buyer of goods or services, authorizing theseller to draw a specified sum of money under specific terms.
Same as "Cordials".
List of exhibiting firms, usually with location of their exhibit. May be arranged alphabetically, by
category or both and usually lists personnel who will be in attendance.
Register of all delegates and accompanying persons attending an event.
Public area outside the hall or meeting room.
A group of people bringing specific expertise of the locality and facilities of a given area.
An event, such as the graduation ceremony, local festival, etc. that draws its audience primarily
from the local market.
A group of people who carry out the strategies and policies established for the organization ofan event. Same as: "Organizing Committee".
tasks undertaken to ensure the efficient and effective management of materials, informationand people for the implementation of a meeting.
Trademark used exclusively by one company or association.
A group that was bid on, or was holding tentative dates, which was subsequently booked inanother facility or city.
That time of year when travel and hotel rates are at their lowest.
Midday meal, sometimes with speeches or presentations.
at an event the place where mail and messages are kept or transmitted; same as: "Message
Center".
Floor manager at a restaurant or food and beverage function; see also. "Banquet captain".
Same as: "Executive Committee"; see also; "Local Host".
A principla executive officer.

marker board
market segments
master accountmaster key

A white surface on which washable color markers are used. See: "Blackboard", "Chalkboard".
Categorization of organizations or businesses by professional discipline or primary areas ofinterests
for theauthorizedpurposes ofsales analysis
Formon whichchargesincurredorinassignment.
a facility by a group or meeting are recorded.
One key that will function all or certain areas of guest-rooms, function rooms or entire facility.

media strategy
medical meetingthe process of media coverage of a meeting.
Groups whose constituencies and interests relate to the health care or medical researchindustries..
A general term indicating the coming together of a number of people in one place, to confer or
carry out a particular activity. Can be on an adhoc basis or according to a set pattern.
Leaflet, brochure or internet publication with essentials on a future event.

lesseelessorletter of agreement
letter of credit (L/C)
liqueurs
list of exhibitors
list of participants
lobby
local committee
local event
local hostlogistics
logo
lost businesslow season
luncheon
Mail and Messages

meeting

meetingannouncement
meeting point
Meeting place in a venue for individual appointments.
meeting specifications complete description of all meeting needs for which vendor proposals should be prepared andagainst which they should be checked.
message board
Board on which individual messages are displayed.
message center
Same as: "mail and Messages".
military meeting
Relating to groups where the members are affiliated with one of the armed forces, or aresuppliers to the armed forces.
mind mappinga scientific method applied for groups but also individuals, which is aimed at improving theworking-, learning and thinking process.
minimum
Smallest number of covers and/or revenues (of food and beverage) anticipated for a function,
surcharge may apply if minimum, which was set by caterer or hotel, is not reached.
minutes
Formal written record of a meeting.
moderator
Same as: "Discussion leader".
Modifies American
Same as: "half Board" or "Demi Pension". See also: Inclusive Rate,
Plan (MAP)
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
modular panels

Explanation
Partition units (walls, doorframes, etc.) in standard sizes, used for building booths/stands in thesizes desired in that context.
moveable wall
Same as: "Divider", "Partition",move-in
Date(s) set for installation.
move-out
Date(s) set for dismantling.
MPI
Meeting Planners International; US based international Association of professional Meeting
planners.
multichannel
With two or more communication bands, (receivers).
The projection of two ore more images at one time, may be on one or more screens. See: "Multimulti-image
screen".
multimedia
equipment, materials and teaching aids used in sound and visual presentations. Includes what isreferred to as audiovisual (AV or av)
Multinational Meeting International meeting with a minimum of 100 participants from at least four countries. - this is
the definition used by ICCA for input in its I.I.S. databankmultivision
Same as: "Multi-screen".
Murphy bed
Retractable bed built into the wall of a guest-room.
NACE
National (USA) Association of Catering Executives
name tagprinted identification worn by a meeting participant, often also called badge
National Meeting
Meeting participation available to organizations or individuals from one nation in thatnation/country.
net square meters/feet Actual amount of salable space available for or used by exhibit booths/stands.
new registration
Generally, a registration received at the conference and sometimes/under certain conditions
incurring payment of a penalty fee. Same as: "On-site registration".
no-show
Reservation made, but not consumed. Participant did not attend, nor cancel according tocancellation guidelines.
occupancy ratein the hotel/motel industry, the percentage of total number of available sleeping rooms actuallyoccupied. Derived by dividing then total number of rooms occupied during a given period (night,
week, month, year) by the total number of rooms available for occupancy during the same
period.
official banquet
Formally seated evening dinner which is normally included in the registration fee and at whichspeeches are made.
official language
language to be used for a meeting, e.g. for the publication of printed materials and suchproceedings.
off-peak/off season
Facility occupancy rates are at their lowest levels.
offshore meeting
Meeting event not taking place in the country of the originating body.
offstage
Area at sides or rear of stage, not seen by the audience.
on-siteat the site of the meeting/program component.
on-site officea working office located at the site of the meeting.
on-site registration
Same as: "New registration
open barSame as: "Host bar". Bar setup at which drinks are paid for by the sponsoring organization.
open ticket
Plane ticket valid for transportation between certain points, indicating no specific reservation.
open U-SetupSame as: "Horseshoe" setup, U-shape setup.
opening ceremony
opening session
operations manual
operations sheet
option(s)order of preference
organization
organizing committeeorganizing secretariat

The formal opening of a congress or convention.
Meeting or meetings of a predetermined period of time , which begin a congress or convention
and in which the principal items on the agenda are usually introduced.
the step-by-step procedures developed for the use of staff to conduct a meeting. Also known as
conference manual., procedural guide, meeting resource guide book.
detailed instructions for a particular event prepared by the facility or the caterer. Also known asbanquet order, event order, résumé sheet or function sheet.
1) Space which is reserved but not yet contracted for. The right of refusal to confirm a tentative
space reservation if there is demand from another group. Same as: "First option", "Tentativehold". 2) Activities other than those included in the formal agenda which are optional and often
require the payment of an additional participation fee.
A system which ranks dignitaries according to international protocol for purposes of seating,honors or ceremonies.
the corporation/association/client defining the objective(s) of a meeting.
Same as: "Local host",
Staff providing secretarial services to the organizer.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
original language
Outside exhibit
overbooking
overhead projector
oversetpaid out

Explanation
Initial language in which a document is drafted or a speech is delivered.
Booth/stand located outdoors.
The practice of confirming (intentionally) reservations beyond capacity in expectation ofcancellations,no-showsimagesor (unintentionally)
due toan error.
A
device for projectingfrom a horizontal
position
to a vertical screen.
Number of places set above the guarantee, usually in terms of percentage over the guarantee.
In house facility form authorizing cash withdrawal to be charged to the master account of theevent, or an individual guest.

palletWooden platform used to carry goods; same as: "Skid".

panel discussion
paper contribution
parlorparticipant
partition
pastry cart
patronage
payment authorization
payment order
PCMA
peak night
peak season

A discussion between a small group of experts on the platform and sometimes includingSame as: "Contributed paper". Written transcript provided after acceptance of the submitted
Room, usually equipped with couches that make into beds, connected to a suite-bedroom.
a person attending a meeting. May include speakers. (See also attendees, delegates)
Same as: "Divider", "Moveable wall".
Selection of desserts, usually on a moveable cart or trolley.
Referring to an established customer base.
Signed authority to proceed with the payment of an invoice.
Written authorization for payment to be made.
Professional Convention Management Association
Referring to the night during a meeting when most rooms are used by those in attendance.
Same as: "High season". Those periods or seasons when a supplier's traffic or volume ishighest.
pending registration
Incomplete registration where the fees, full payment or forms have not been received; same as:"Provisional registration".
peninsula booth/stand Two or more exhibit spaces back to back with an aisle on three sides.
penthouse suite
Guest rooms and suites located on top floor of a hotel.
perimeter booth/stand Same as: Back wall booth/stand. Exhibit space located on an outside wall.
phased budget
Same as: "Budget chart" or "Cash flow chart". Estimated total of revenue and expenditure;divided into subject categories projecting cash needed to meet expenses over a specific timeframe.
pick-up
Number of guest rooms out of a room block, which are actually occupied.
pipe and drape
Tubing with drapes which separate exhibit booths/stands.
plenary session
general assembly for all persons actively involved in a meeting.
podiumA raised platform used by conductors and speakers for their lecterns. Same as: "Rostrum"post-conference
the debriefing(s) of meeting professional, facility and/or suppliers following a meeting. May
meeting(s)involve a final review of the master account.
Visual presentation of a specific size, presented on a flat sheet of paper or card, with details of aposterspecific topic.
poster presentation
Informal session near poster exhibition to present and discuss contents of posters.
poster session
display of material, usually scientific, accompanied by authors ort researchers.
postgraduate refresher Continuing education course often provided for professional accreditation purposes, andcoursedesigned to enhance professional knowledge, or reinforce information originally taught as partof a degree program.
power of attorney
A document which allows one person to act legally on behalf of another person.
practical demonstration A special sitting for the demonstration of specific methods.
pre and post-program(s)activities which take place before and after the meeting.
pre-conference
briefing(s) with meeting professional, facility and/or suppliers to review the purpose and details
meetingof the meeting.
pre-function space
Area adjacent to the main event location available for registration, receptions etc.
preliminary
Initial notification of an event, generally outlining the basic framework of a meeting; a widely
announcement
circulated document; same as: "First announcement".
preliminary program
Generally second mailing including information on program structure and key speakers, giving
details of ancillary conference activities and normally containing the conference registration
forms; same as: "Provisional program".
premium brand
Brands of liquor listed by a hotel or an establishment which are among the more expensive
brands at the establishment.
preparation of paper
Same as: "Authors Guideline kit".
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
preparatory session
pre-registration

professional

Explanation
Meeting of a specific group before the official assembly in order to finalize preparations.
the process of signing up before the day of the event. To be distinguished from "on-site"
registration which takes place at the site of the event.
Computer generated list of names pre-registered with a group or meeting.
person explaining a given topic in an informational session either verbally or in visual form (e.g.
poster)Placement of food on banquet tables prior to seating of guests.
Chief executive officer (CEO) of an organization, if there is a Chairman of the board, thePresident usually is the Chief Operating Officer.
Senior member of the Committee of Honor.
Title given to the person handling all press and media activities excluding advertising; same as:"Press Officer".
Article cut from a newspaper or other publication.
A collection of publicity that includes: 1) Pertinent data on the meeting, such as agenda,
historical data, guest speakers, special events, etc. The property, such as photos descriptions ofpublic spaces, local entertainment etc. 2) Should include information relative to a sponsor's
products or services.
Agency that collects and distributes information to the news media.
Title given to the person handling all press and media activities excluding advertising; same as:"Press Attaché".
A prepared statement released to the news media, can be "For immediate release", or at a
specified time or date.
a person in charge of managing print arrangements.
published volume transcribing the conference sessions in full. May or may not include details of
discussions.
Relating to organizations whose membership hold common professional credentials or interests.

professional congressorganizer (PCO)
programprogram book

Company or professional individualist engaged in organizing meetings of all types and theirrelated activities; same as: "Destination Management Company" (DMC).
list of events, speakers, etc. with plan of procedures and a comprehensive schedule.
Printed schedule of meeting events, location of function rooms, and other pertinent information.

pre-registration list
presenter
presetPresident
President of Honor
Press Attachépress clipping/cuttingpress kitpress office
Press Officer
press releaseprint broker
proceedings

projection screen
promoter

Surface on which images are displayed.
Person or organization whose role is to market an event, maximizing media coverage andincome.
promotion
A media campaign, normally consisting of a series of publicity and advertising activities, aimed
at insuring maximum attendance by focusing attention on an event.
promotional fare
Airline fare below regular rates.
proscenium
Arch that separates the stage from the auditorium.
prospectus
information package. Prospectus is written for a specific audience (e.g. exhibitor or sponsor) to
encourage participation.
protocolcustoms and procedures dealing with diplomatic formalities, precedence and etiquette both of agiven meeting and the location in which the meeting takes place.
provisional program
Generally second mailing including information on program structure and key speakers, giving
details of ancillary conference activities and normally containing the conference registration
forms; same as: "Preliminary program".
public address system Audio and/or visual system to convey messages to participants during the event.
Public Relations
Presentation of an event via the media or other outlets, stressing the benefits and desirability ofsuch event.
public space
Function space in a facility available for public use.
publicity
A media campaign, normally consisting of a series of publicity and advertising activities, aimed
at insuring maximum attendance by focusing attention on an event.
quadruple (quad)
Room with two or more beds for four persons.
queen room
Room with one queen size bed, suitable for one or two persons.
queen size bed
Large bed usually measuring minimum 150 x 200m cms (60 x 80 inches)rack rate
Facility standard, pre-established guest room rates. See also: "Commercial rate", "Corporate
rate".
rapporteur
Person appointed to note and record the proceedings of sessions and to write summaries of thepapers presented for the final summation session. Same as: "Reporter".
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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
rear screen projection
reception
reception deskrefreshments
refundrefund policy
regional meeting
Regional Security
Officer (RSO)
registration
registration fee
registration packet
rehearsal
religious meetings
remote control
rental charges
reportreporterrequest for proposal(RFP)
resolution
resumerider
risersroad showroll-a-way
Roll-in mealroom monitor
room rateroom service
rooming list

rooms blockrostrumroundtableroving microphone
run-of-the-house rate
runwayExplanation
Images projected on the back surface of a screen which is placed between the viewer and the
projector; same as "Back projection"
Social function with beverage, usually also with food displayed on tables for self service orpassed on trays.
The area to which delegates and others report on arrival at a meeting facility.
Items of food and drink consumed between main meals, usually taken during breaks between
meetings.
Money repaid, can be in the form of cash or credit voucher, or credit issued to credit card
account.
Policy which determines allowable reasons and time limits under which fees for a meeting orshow will be refunded in whole or in part.
A meeting of an organization with multi-national membership that is available to meet in only agiven region of one continent.
Consular official of some embassies charged with the security of his country's nationals while
traveling in his region.
The process of formally applying to attend an event, submit a paper, or request any form ofsubsidy or grant. Fees and conditions may vary as pre-, late, and on-site registrations.
fee for participation in a meeting, conference or convention; does usually not include hotel
accommodation
Generally a comprehensive collection of conference documentation within a binder or envelope;same as: "Conference pack/kit"
A session for practicing speeches or performances prior to the actual presentations.
Relating to groups who meet to discuss religious subjects.
Control of apparatus, such as audio visual equipment, from a distance.
Cost of hiring a piece of equipment or an exhibit space. In the latter case it may or may notinclude ancillary services (security, connections to water, electricity, gas etc.)
Informal written record of a meeting.
Person appointed to note and record the proceedings of sessions and to write summaries of thepapers presented for the final summation session. Same as: "Rapporteur".
Instruction/outline of an association according to which format and contents an offer of a PCO,
DMC or travel agency should/must be presented; same as: "Bid Manual/Specifications".
Motion put forward for a joint decision, usually has the force of a legislative decision.
Detailed instruction relevant to a particular event. Also known as banquet order, event order;
same as: "Function sheet".
An additional clause in a contract stipulating special requirements, coverage or conditions.
1) Platform elements used to create a stage, dimensions of width, length and height vary byfacility. 2) Rows of steps used by a choral group during a performance.
a promotional tour undertaken by a company or organization seeking publicity for its policies or
products or services
Portable bed that can be provided for extra persons, usually at an extra charge.
Light buffet meal on a cart.
the person who ensures that the meeting is proceeding according to plan.
fee charged for sleeping rooms. Types of rate vary: commercial, corporate, day, group,
inclusive rack, room, special, European plan, Modified American Plan, or run-of-the house,special negotiated,
rate.
Department
within aconference
facility which
provides food and beverage service to guest rooms.
roster of individuals requiring guest room accommodations, including type of accommodation
and arrival and departure dates; in some locations also passport numbers required.
the number of sleeping rooms reserved for a specific length of time for those who will beattending an event.
A raised platform used by conductors and speakers for their lecterns; same as: "Podium".
A group of experts who meet on an equal basis to review and discuss specialized , professional
matters, either in closed session or, more frequently , before an audience.
A small microphone, with or without wire, which can be moved easily through an audience forquestions.
One rate for each room in a guest room block - suites not included; same as: "Flat rate".
Platform which extends from the stage to the audience.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
Russian service
Sales
Coordinator/Manager/
Representative
sample room
satellite meeting
scenarioscheduleschoolroom
perpendicular setup
schoolroom setup
scientific committee

scientific meeting
SCMP
screenscriptsecretariat
Secretary Generalsecurity service
seminarservice charge
services and facilities

sessionsetup time
SGMP
shell folder
shell scheme
shoulder (season)show producer
shuttle service
sight draft
sightseeing tour
signagesignaling systemsigning authority
simultaneousinterpretation
single bed
SITE

Explanation
Waiter offers food platter to guests who help themselves. See also: "French service".
Hotel staff person responsible for selling sleeping rooms und function space. Usually reports to
the Director of Sales (DOS)Room with or without sleeping facilities, rented for displaying merchandise.
Meeting on a similar or related subject taking place either concurrently or shortly before or after
the main event.
List showing all event details with their specific requirements, hour, date and names of officers
involved and responsible per item.
1. A list of times of departures and arrivals; a timetable: a bus schedule; a schedule of guided
tours. 2. A plan for performing work or achieving an objective, specifying the order and allottedtime for each part: finished the project on schedule. 3. A printed or written list of items in tabular
form: a schedule of postal rates. 4. a. A program of events or appointments expected in a given
time
Variation of schoolroom setup in which tables are perpendicular to the stage and chairs areplaced on both sides of the tables; same as: "Union seating"
Tables set in rows, one behind the other, with chairs facing the stage; same as: "Classroom
seating".
A group of people meeting specifically discuss, supervise and coordinate the scientific content
of the program and who, where appropriate, would select papers from submitted abstracts.
Groups whose members are involved in research or applied sciences and suppliers to thosegroups.
Society of Corporate Meeting Professionals
1) Usually meant to relate to a projection screen. 2) Divider, movable wall, partition.
Prepared version of a speech.
Clerical staff of an organization.
Permanent head of the general organization.
Service providing security arrangements, such as checking delegates' credentials, searching
hand luggage, protecting equipment and patrolling congress and exhibit areas.
meeting or series of meetings of specialists who have sufficient skills with a specific common
interest who have come together for training or learning purposes. The work schedule of aseminar is aimed at enriching the skills of the participants.
Charge specified by the facility's management and included in the bill. May or may not include
gratuities. See: Tip
Items provided by or available from the organizer to enable the customer , delegate orcommittee to get maximum benefits from an event, such as the provision of secretarial services, cleaning, power, transportation, catering etc.
Single uninterrupted part of the meeting program.
The period necessary for the preparation of the conference and exhibition venue before thearrival of delegates and exhibitors.
Society of Government Meeting Planners
Brochure with preprinted illustrations to which varying texts can be added.
European booth/stand system - usually includes raised floor, back and side walls plus fascia.
Intermediate period between high (peak) and low (off) seasons.
Company or individual who initiates and plans an event, is responsible for renting a site and forTransport facilities for participants, usually by coach, at predetermined hours of departure.
A draft which is payable upon presentationto the drawee.
An outing, usually by coach, to point of interest.
a visual means of communicating either direction, information or instruction.
A system for communications between the speaker and the projectionist or between thechairman and the speaker.
person who has authority to sign documents, thereby authorizing charges, guaranteed payment,
contracting space, services and supplies.
Instant oral translation from one language to another.
Bed measuring minimum 95 x 190 cm (38 x 75 inches)
Society of Incentive Travel Executives

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
site
site inspection
site selection
skid
skirting
slide
social dinnersocial events
soundproof wallspace rate
speaker

Explanation
place(s) that are appropriate for a meeting (e.g. a country, city, facility, resort etc.)
personal, careful investigation of a property, facility or area.
the process of choosing a location for a meeting.
Wooden platform used to carry goods; same as: "Pallet".
Decorative covering around tables and risers.
Photographic transparency on a small plate or film arranged for projection.
Non-working evening function at which a meal is served.
Program of organized events, not directly related to the subject of the meeting; same as: "Social
Program".
Barrier that prevents sound from carrying to and from adjacent room.
Cost per square meter/foot for exhibit space.
also called presenter. May be a professional, volunteer, keynote, celebrity or technical expert.

speakers guidelines

Instructions regarding the required format to be used for the written presentation of a speech.

speakers room
special needs
special rate

Lounge for speakers to relax and to prepare their presentations.
those with disabilities or other needs which require special attention.
An amount charged for the occupancy of a room, usually at a reduced rate and negotiated as agroup rate by the conference organizer.
Organizations or institutions which endorse a meeting. A sponsoring body can, but does notalways, provide financial support in underwriting all or a portion of the costs in producing ameeting.
donation of money, goods, services and/or equipment in exchange for recognition. Those
allowing their names to be used in endorsement are typically referred to as "patrons".
The type of illumination most often used on stages or exhibits to draw attention to particularareas; adjustable lamps with direct or high intensity light.
Any individual who accompanies a participant, not necessarily involved with the meeting
sessions; same as: "Accompanying person".
paid and volunteer personnel.
Employe of the venue in charge of stage facilities.
design and placement of all elements being used for a meeting or event; the implementation ofa meeting or event.
Compilation by organizations of all function sheets, resumes, scripts, instructions, room setup
diagrams, directory of key personnel, forms and other material relating to the event.
Person attempting to travel on a flight without a confirmed reservation.
Statement of income and expenses following the end of an event.
Select group which sets policies and makes basic decisions relative to a group or a meeting.

sponsoring bodies

sponsorship
spotlights
spousestaff
stage masterstagingstaging guidestandbystatement of accountsteering committeestudio room
study groupstudy mission
subcommittee
subsidy
suitesummarysummary of
discussions
super apex faresupplier
symposium

Table d'hotetable microphone

Room with couches that convert to beds.
A meeting to review a particular situation; nor recommendations or solutions are expected as aresult.
Educational tour of a work place or manufacturing plant of interest to a conference; same as
educational visit.
A group of people, frequently including one or more members of the main committee. Meetingoutside the main committee, with responsibilities fro specific items.
Money obtained from bodies or authorities to underwrite an expenditure; same as. "Grant".
Combination of interconnecting rooms generally containing a sitting room and a double/twin
bedroom.
Written short version of speech on paper.
A short report of discussions of a conference that have taken place in the conference hall.
Apex fare at a lower rate with more restrictions.
A person, company, facility, agency or other entity who sells space, goods or services formeetings.
Meeting of a number of experts in a particular field at which papers are presented by specialists
on particular subjects and discussed with a view to making recommendations concerning the
problems under discussion.
A special full course meal recommended by the hotel or restaurant.
A microphone placed on the table.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
Explanationtable top presentations Small exhibit on tables; often used in combination with posters.
tablet chairs
Chairs with attached writing surfaces; same as: "Writing chairs"
tare weight
The weight of a container and/or packing materials deducted from the total weight to determine
the weight of the content or load.
teach-inA session specially instituted for the application of such modifications and additions as arenecessary to keep a particular subject up-to-date.
tear down
Dismantle.
technical meetingGroup whose members and suppliers work on scientific, researcvh or applied sciences.
technical rehearsal
Run-through of technical aspects of a show such as lighting, sound, special effects etc.,
sometimes calles technical check.
teleconference
type of meeting which brings together people in two ore more locations throughcommunications. May involve audio with or without graphics, or full motion video.
teleprompter
Electronic device which displays script to the speaker, usually on a transparent screen not
visible to the audience.
tentative hold1) Space which is reserved but not yet contracted for. The right of refusal to confirm a tentative
space reservation if there is demand from another group. Same as: "First option", "Tentativehold". 2) Activities other than those included in the formal agenda which are optional and often
require the payment of an additional participation fee; same as: "Option".
theater setup
Chairs set in rows facing the stage, head table or speaker. Variations can include semi-circularor V-shape (herringbone); same as: "Auditorium setup".
theme event or theme an event designed so that food, beverage, decorations and entertainment all relate to one
party
central motif.
three sheet
Bed made with a third sheet (krinkle) on top of the blanket; same as:"Triple sheet".

TIA

Travel Industry Association of America

time draft

A draft which matures either a certain number of days after acceptance or a certain number ofdays after the date of the draft.
1) an amount paid as a reward for service. 2) Sometimes obligatory in the form of "service
charge"; same as: "Gratuity".
Lights attached along a track mounted on the ceiling of wall permitting flexible spotlighting andother effects.
A periodic show or convention where manufacturers in single or closely related industries meet
to exhibit their products/services to potential customers, and the meeting format is secondary.

tip
track lighting
trade show

traffic flowtransfertransittranslationtransportation coordinator
triple sheet
T-shape setup
turn down service
Turnaround/turnover
Twin room
UAI
Union seating
upstageU-shape tablevenue
verbatim report

the movement of persons and vehicles inside and outside a meeting; planning takes into
account volume and direction(s).
Process of moving people or equipment from one point to another.
Passenger changing planes without going through security and/or customs.
the changing of written material from one language into another.
a person in charge of planning and managing transportation arrangements.
Bed made with a third sheet (crinkle) on top of the blanket; same as: "Three sheet".
Series of tables set up in the shape of the block letter "T" with chairs placed around theperimeter of the tables.
Early evening service in which beds are prepared for sleeping.. Usually includes replacement ofbathroom supplies and "good-night chocolate" on pillow.
the time it takes to break down and reset a room.
Guestroom containing two twin beds
Union des Associations Internationales
Same as: "Schoolroom perpendicular setup"Part of the stage farthest from the audience or camera, as opposed to downstage.
conference table arrangement consisting of a head table, usually intended for the key speakers,
management etc. and two longer table arrangements (which form the U) for the participants
the locale of a gathering or a public event (i.e. meeting site or destination)
A full and exact transcript, in writing of all speeches.

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Glossary and thesaurus of ACB M.I.C.E. Terminology
Expression
Explanation
Vice Chairman/person Person selected to deputize for, or assist, the chairman in controlling and managing either acommittee or a conference session.
video conference
teleconference allowing two or more groups of participants, situated in different locations, toconverse while seeing each other and showing, if needed, images, graphics and documents.
video projection

Projection of video productions whether by monitor or on large screen.

video tape
VIP

Magnetic taper which is used in video equipment.
"Very important person" Those designated for special treatment. May include speakers, visiting
dignitaries, officials, sponsors.
visa
Permit, recorded in a passport, to enter a country for a specific purpose or period of time.
voluntary upgrade
Customer moves to higher priced class or hotel accommodation for additional fare.
voucherTicket which travelers exchange for prepaid services such as accommodations, meals andtours.
Rows of chairs or tables slanted in a V-shape facing a head table, stage or speaker. Sometimes
V-shape setup
referred to as "chevron", same as "Herringbone setup"
walk
Guest holding confirmed sleeping room reservation sent to another hotel or facility because ofoverbooking; the act of relocating an overbooked guest.
walk-in
Guest requesting accommodation without a reservation.
wash light
Colored light that softly illuminates an area.
welcome cocktail
A drink served as an introductory gesture of welcome . Can refer to a single drink, or a
reception where such drinks are offered.
welcome reception
An opening event where welcome drinks and often food are served.
whispered interpretationInterpretation in allow voice to the participants, usually sitting next to the interpreter.
white tie
Formal dress requiring white tie and tails for men and formal evening dress for women. See
Black tie, Formal dress.
wholesaler, tour
Company which packages various components of tours and travel programs for sale throughtravel agencies.
wired system
A system to communicate interpretation by electric cables or wires.
interpretation
wireless microphone
Same as: "Cordless microphone".
working group
1) A meeting at which participants learn about a specific subject by means of practical "handson" application on the subject. 2) A meeting at which the participants discuss a particularsubject, usually with the expectation of arriving at a common position within the group for
proposing a solution to the problem.
working lunch
Light meal for small discussion groups, without a break from working session.
working program
Timetable of conference content.
working session
Every pre-arranged session of a formal meeting such as a congress or convention
workshopSeminar emphasizing free discussion, exchange of ideas, demonstration of methods andpractical application of skills and principles. Also meeting of several persons for intensive
discussion(s). The workshop concept has been developed to compensate for diverging views in
a particular discipline or on a particular subject.
World Meeting
Membership or meeting participation available to organizations or individuals from all nations
that meet worldwide. The term most commonly applied to this definition is "International".
writing chairsSame as: "Tablet chairs". Chairs with attached writing surfaces.
Zulu time
Same as: "Greenwich Mean Time"(GMT).

by TCI/jfe for ACB - Sources: ICCA MPI glossariesACB-MICEFachausdruckThesaurus.xls version 30.09.2002