| A | B | C | D | E | F | G | H | I | K | L | M | O | P | Q | R | S | T | U | V | W
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A
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| Account:
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Formal record of transactions of a particular type expressed in money or other unit of measurement and maintained in a ledger.
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| Actual Cost:
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Costs determined on the basis of historical data and not upon estimated increases in costs or averages.
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| Advertising:
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Any paid form of non-personal presentation of ideas, goods or services by an identified sponsor.
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| Amenities:
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Items or services conducive to material comfort or convenience.
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| Arrival Pattern:
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Specific days and times in which attendees are expected to arrive.
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| Audiovisual (AV):
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Of or related to both hearing and sight. Items and equipment used to transmit messages for hearing or sight.
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| Auxilary Services:
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Contracted services that provide support for a meeting.
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B
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| Badge:
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Adhesive, pin or clip-on tag with identifying information that is given to each registrant.
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| Banquet:
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An elaborate and often ceremonious meal for numerous people, often including speakers or presentations.
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| Book:
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To reserve a particular room, space or service for a particular time with payment agreed upon.
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| Booking Policy:
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Guidelines by which a convention center prioritizes reservations; may correspond to hotel rooms the event will use in the area.
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| Booth:
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A stall or stand partitioned off for the sale or exhibition of goods or services.
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| Buffet:
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A meal set out on a table for ready access and informal service.
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| Butlered Service:
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Hors d'oeuvres are passed on trays by servers.
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C
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| Camera Ready:
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Artwork or advertising copy ready for the camera, that is, ready for the printer to prepare printing plates directly from the artwork.
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| Cancellation Policy:
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Written statement of actions that can or will be taken in the event of a cancellation due to a specific circumstance.
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| Charter:
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To hire, rent or lease for exclusive and temporary use.
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| Chevron:
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Room set in which tables and/or chairs are set in a V.
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| Classroom Style:
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Seating arrangement in which rows are facing the presenter and each person has a table for writing.
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| Complimentary:
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Something given at no charge.
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| Concierge:
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Staff member who handles luggage, mail and makes reservations and arrangements on other matters for guests or visitors.
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| Concurrent Sessions:
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Sessions occurring at the same time.
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| Conference:
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A meeting of two or more people to discuss a common concern.
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| Conference Center:
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A facility that is constructed for and devoted to meetings and meeting space.
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| Conference Style:
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Seating arrangement where chairs are placed around all sides of a table.
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| Confirmation:
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Verification of the existence of a reservation; informal letter outlining the preliminary plans for the use of a facility or service that may serve as the contract for small suppliers.
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| Convention Center:
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Facility designed to accommodate multiple groups or extremely large groups; exhibit halls, meeting rooms, ballrooms or banquet space; no sleeping rooms.
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| Convention Liability Insurance:
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Insurance policy that covers the meeting sponsor for any unexpected expenses from legal action due to bodily injury or property damage.
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D
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| Dais:
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A raised platform in a hall or large room, usually where guest speakers, honored guests or expert panels are seated.
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| Directional Signs:
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Meeting signs placed to assist attendees in finding event locations.
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| Dolly:
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A platform on wheels for moving heavy objects
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E
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| E:
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| Easel:
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A frame for supporting something, such as chart paper.
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| Estimate:
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General idea of your costs before start of the event.
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| Exhibit:
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An organization's booth at a public show for competition, demonstration or sale.
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| Exhibit Service Kit:
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A packet of information regarding exhibit service providers and other information that exhibitors will need to participate fully in an exposition.
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| Exposition:
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Public trade show.
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| Event Resume:
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An in-house document distributed to each department addressing issues, needs, and important information pertinent to a show. Includes time of events, set-up information, public access, etc.
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F
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| Facility:
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Something that is built, installed or established to serve a particular purpose.
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| Flat Room Rate:
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Basic rate with no discount or special offer.
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| Floor Plan:
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A scaled drawing showing the arrangement of rooms, halls etc.
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| Function:
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An event that is part of a planned meeting; an area of meeting planning that involves income or expenses (printing, registration, etc.)
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| Function Space:
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Physical space occupied by an event.
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G
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| General Session:
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Sessions that all participants in a convention or meeting attend.
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H
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| Half Round:
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A semi-circular table.
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| Head Count:
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Number of people attending at an event.
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| Head Table:
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Table reserved for speakers and VIPs at front of the room, usually facing the audience
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| Hollow Circle:
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Seating arrangement of tables and/or chairs all facing each other in a single circle.
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| Hollow Square:
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Seating arrangement with tables arranged in a square with an open middle. Chairs are only on the outside.
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| Hors D'oeuvres:
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Hot and/or cold finger foods served at a reception.
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| Hospitality Room:
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Suite or room arranged for the convenience, comfort and socialization of guests, often with drinks and snacks available.
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| Housing:
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Lodging.
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I
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| Itinerary:
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The actual or proposed route and schedule or travel.
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K
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| Keynote:
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Opening remarks of a meeting that set tone of the event and motivate attendees.
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| Keynote Speaker:
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One who presents the issues of primary interest to a group of people.
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L
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| Lavaliere Microphone:
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A small microphone that is clipped onto clothing to allow the speaker to move.
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| Lecture:
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A discourse given before an audience or class intended to teach something.
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M
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| Marketing:
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Process of planning and executing conception, pricing, promotion and distribution of ideas, goods and services in order to create exchanges that satisfy individual and organizational objectives.
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| Media Kit or Press Kit:
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Packet of information that is supplied in the media; contains all the details of a meeting that are required to attract media attention and attendees.
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| Media Release or Press Release:
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Description of a newsworthy occurrence written in journalistic style and mailed to news media. A press release is usually intended to promote and event or further the reputation of a facility.
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| Moderator:
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One who presides over an assembly, meeting or discussion.
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O
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| On-Site Office:
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Organization's temporary headquarters office that is set up on site to handle business during the event.
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| On-site registration:
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Registration that occurs directly before the meeting at the meeting location.
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| Open Seating:
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Extra tables are placed, but not fully set; these can be prepared quickly if more guests show up than expected.
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| Outside Vendor:
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Suppliers who are not directly associated with the facility.
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| Overhead Transparency Projector:
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A/V equipment designed to project and magnify and image on a transparent sheet of acetate.
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P
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| Panel Discussion:
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Instructional Technique using a group of people chosen to discuss a topic in the presence of an audience.
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| Pipe and Drape:
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Materials used to physically construct booths at an exposition.
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| Platform:
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Raised, flat surface; statement of principles of policies of an organization.
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| Podium:
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A small raised platform on which a presenter may stand.
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| Post-Conference Meeting(post-con):
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Meeting between meeting manager and staff to discuss and evaluate an event as soon as it is over.
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| Pre- and Post Meeting Tours:
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Recreational tours scheduled right before or after the meeting to encourage socialization of attendees.
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| Pre-Conference Meeting:
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Meeting between the meeting manager, facility department heads, and major contractors prior to the start of a meeting.
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| Presenter:
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Person who delivers a speech or program.
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| Press Kit or Media Kit:
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Materials, usually contained in a folder, in which news releases, product announcements and other materials intended for the media are distributed.
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| Press Release or Media Release:
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Description of a newsworthy occurrence written in journalistic style and mailed to news media. A press release is usually intended to promote and event or further the reputation of a facility.
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| Professional Speaker:
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Speaker who makes his/her living from presenting information to various organizations.
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Q
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| Quartered-Round:
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Wedge-shaped with table with one round edge.
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R
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| Reception:
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Social gathering usually before an event.
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| Registration:
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Process of signing up to attend a meeting or event.
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| Registration Data:
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Information about an attendee that is gathered as part of the registration process.
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| Rolling Carts:
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Portable cart on which audiovisual equipment can be placed.
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| Rounds:
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Circular tables, size may vary.
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S
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| Settlement:
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Detailed itemization of ticket sales, production expenses, building rent, box office costs and all other event-related expenses.
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| Shipping Agent:
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Third-party company that handles shipping goods to and from a meeting.
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| Signage:
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All information and directional signs required for an event.
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| Site Inspection:
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Process by which the details of a potential location are evaluated.
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| Skirting:
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Attractive fabric placed around a table to conceal the area.
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| Slide Projector:
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Equipment designed to project the image of slides onto a viewing screen.
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| Square:
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Conference-style table arrangement of double or triple- wide tables.
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| Staging:
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Laying out the physical elements in a given space to fulfill a given purpose.
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| Stationary Microphone:
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Microphone mounted on floor stand to remain in the same location throughout a presentation.
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T
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| Table Microphone:
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Microphone placed on a table for panel members or head table.
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| Tabletop Display:
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Exhibit in which materials are arranged on a table top using no booth.
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| Teleconferencing:
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Technology that permits individuals to participate in regional, national or worldwide meetings without actually leaving their local area; the live transmission of video or audio signals.
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| Theater Style or Auditorium Style:
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Seating arrangement in which seats are in rows facing the stage area, no tables.
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| Trade Publications:
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Specialized magazines
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| Trade Show:
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Exposition held for members of a common or related industry. Not open to the general public.
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| Traffic Flow:
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Pattern of the way people move through an area.
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| T-shape:
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Shape of tables arranged for a conference; presenter(s) sit(s) at the top of the T.
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U
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| U Shape:
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Horseshoe-shaped conference seating arrangement.
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V
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| Venue:
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Location of a function.
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| Very Important Person (VIP):
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Person who has a special function at the meeting (speaker, dignitary, etc.) and should be treated with special amenities.
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| Video Conference:
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Video monitors connected by telephone wires, satellite technology, or ground wires which allow individuals to meet "face-to-face" from almost anywhere in the world. A videoconference can also include graphics, video clips, and transmission of data or documents.
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| Video Projector:
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Device used to project video images onto a screen.
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| V-Shape:
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Room set in which tables are set in a V with chairs on the outside only.
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W
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| Workshops:
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Academic instruction for a small group, which employs such techniques as role-playing simulation encounters give and take sessions and problem-solving laboratories.
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