The Ultimate Conference Industry Terms Guide

This guide from Cavendish Venues, London conference venues, explains essential terminology for conference organisers. Using consistent language prevents misunderstandings and costly errors.
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This guide categorises key terms by theme for easy reference:
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Event Organiser Terms:

  • Agenda: A meeting's topic list, often distributed in advance.
  • Approved Caterers: Caterers authorised by a specific venue.
  • Attrition Rate: The percentage of registered attendees who do not attend (calculated as no-shows divided by total registrations). Contracts may include attrition clauses.
  • AV (Audio Visual): Lighting and sound equipment.
  • B2B (Business to Business): Events for corporate or trade audiences.
  • B2C (Business to Consumer/Customer): Events like consumer shows or public conventions.
  • Back of the House: Private venue areas not accessible to guests (e.g., kitchens, staff areas). See also: Back of house teams.
  • Banquet Event Order (BEO): A document detailing all event requirements (also known as a function sheet or event order), requiring client approval.
  • Break-out Sessions: Smaller group meetings held separately from the main event. See also: Break-out rooms.
  • CAD Drawings (Computer-Aided Design): 2D or 3D drawings used for event layout planning.
  • Cancellation Clause: Contractual terms outlining obligations and penalties in case of cancellation.
  • Central Reservation Service (CRS): A hotel system for real-time inventory and reservation management.
  • Concurrent Sessions: Meetings on different topics held simultaneously, allowing attendees to choose.
  • Confirmation: Verbal or written agreement that an event will take place.
  • ‍Covers: The number of meals required.
  • Early Bird Registration: Discounts or incentives for early registration.
  • F&B (Food & Beverage): All aspects of food and drink service, from purchasing and preparation to serving and inventory.
  • Familiarisation Trip (Fam Trip): A venue visit for organisers.
  • Finishing Kitchen: A kitchen for reheating, portioning, plating, and serving pre-prepared food at large events.‍
  • In-house Production: AV and production equipment provided by the venue.‍
  • Itinerary: The event schedule, including individual attendee schedules.
  • Keynote Address: An opening speech or presentation that sets the event's tone. See also: Keynote speaker.
  • Lead Time: The time between planning commencement and event execution.
  • Load In/Out: Time for equipment setup (load in) and dismantling (load out).
  • MICE (Meetings, Incentives, Conferences, and Exhibitions): The business events industry.
  • Multimedia: Using multiple AV formats (e.g., sound, lighting, presentations).
  • PA System (Public Address): A system for announcements and information sharing using microphones, speakers, etc.
  • Plenary: The main conference session.
  • Poster Session: A session for researchers to present findings, often at scientific or medical conferences.
  • Press Kit: Materials provided to media attendees, including contact information, guidelines, and press releases.
  • Shell Scheme: Framing for modular booth setups.
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Payment Terms:

  • Corkage: A fee charged by venues for allowing outside beverages.
  • Daily Delegate Rate (DDR): A  per-delegate daily rate including room hire, lunch, and breaks.
  • Incidentals: Miscellaneous, unassigned costs.
  • Master Account: The main account for event finances.
  • Prix Fixe: A set price for a menu or product with no substitutions.
  • Pro Forma Invoice: A preliminary invoice sent before event delivery.
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People-Related Terms:

  • Back of House Teams: Staff working behind the scenes (e.g., chefs, kitchen staff, housekeeping).
  • Delegate: An event attendee (alsoknown as an attendee or guest).
  • Facilitator: Someone who leads smaller sessions or panels (also known as a moderator).
  • Keynote Speaker: The person delivering the keynote address.
  • Professional Conference Organiser (PCO): A company specialising in event organisation.
     

Venue Terms:

  • Auditorium: A room with raked seating.
  • Back Projection: Projecting images from behind the stage.
  • Boardroom Layout: A table arrangement for small group discussions.
  • Break-out Room: A smaller meeting room.
  • Cabaret Layout: Round tables facing the front of the room.
  • Classroom Layout: Rows of tables and chairs facing the front.
  • Front Projection: Projecting images from the front of the screen.
  • Green Room: A private space for speakers and performers.
  • Theatre Layout: Rows of chairs facing the stage without tables.
     

Why Use Standard Conference Terminology?

Consistent use of industry jargon ensuresclear communication, prevents misunderstandings, and promotes efficient collaboration. It also facilitates consistent reporting and data collection for future event planning.
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If you are looking to book a conferencemeeting or exhibition in London there are lots of reasons to use Cavendish Venues:

Get in touch now on 0207 706 7700 or enquiries@cavendishvenues.com

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