Term
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Definition
1) critiquing and rating the overall success of an event
2) developing an event profile from accurate event statistics
3) a systematic proess to determine teh value of an activity |
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Term
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Definition
| formalized statement of outcomes to be anticipated as a result of the educational process |
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Term
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Definition
| to subcontract a task or responsiblity to a supplier to handle some aspect of an event, instead of using in house staff |
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Term
| Return on Investment (ROI) |
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Definition
1) net profit deivided by net worth. A financial ratio indicating the degree of profitability
2) net benefits divided by the full loaded meeting costs |
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Term
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Definition
| long range plan of action for a company or organization |
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Term
| Education Program Committee |
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Definition
| commonly used to establish direction for educational programs offered at association meetings (voluntary group) |
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Term
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Definition
| method of doing research using a small group led by a facilitator |
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Term
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Definition
1) free standing pavilion or light structure, often inside a facility, where printed or electronic inofrmation is available
2) a small enclosure for ticket sales, information |
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Term
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Definition
| a structure of event program elements to acheive specific goals and objectives |
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Term
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Definition
| a research method based upon selecting a portion of a population for study |
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Term
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Definition
1) solicitation of opinions regarding services
2) questionnaire |
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Term
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Definition
| four or five participants query the main speaker from the stage with questions from the audience and follow up questions |
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Term
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Definition
| method to increase audience participation by dividing all participants in discussion groups each of which reports the groups finding and opinions during a following plenary session |
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Term
| Certified Speaking Professional |
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Definition
| A certification offered by the National Speakers Association-designation for extensive documented speaking experience adn client satisfaction |
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Term
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Definition
| an informal meeting for the purpose of discussion; usually of an academic or research nature and in order to ascertain areas of mutual interest throught exchange of ideas. Conducted as aand when convenient, but with little regularity |
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Term
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Definition
| A discussion which will take place within a meeting, a public or private sitting or in one of the various types of assembly or meeting |
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Term
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Definition
| an individual who guides discussion and/or decision making |
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Term
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Definition
| an interchange between an inner circle debating an issue and an outer circle of observers. Individual occastionally move from one circle to the other. |
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Term
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Definition
| the presenter is questioned by a moderator on behalf of the audience |
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Term
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Definition
1) lecture and dialogue allowing participants to share experiences in a particular field under the guidence of an expert discussion leader
2) a meeting or series of meetings of a small group of specialists who have different skills but have a specific common interest adn come together for training or learning purposes |
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Term
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Definition
| locate and book speakers according to your specifications and budget. Many specialize in particular types of speakers such as celebrities, athletes or authors. |
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Term
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Definition
| A meeting of a number of experts in a particular field, at which papers are presented and discussed by specialists on particular subjects with a veiw to making recommendations concerning the problems under discussion |
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Term
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Definition
| 1) meeting of several persons for intensive discussion. The workshop concept has been develped to compensate for diverging veiws in a particular discipline or on a particular event 2) informal and public session of free discussion organized to take place between formal plenary sessions or commissions of a congress or of a conference, either on a subject chosen by the participants themselves or else on a special problem suggeseted by the organizers 3) training session in which participants, often through exercises, develop skills and knowledge in a given field |
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Term
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Definition
1) critquing and rating the overall sucess of an event
2) developing an event profile from accurate event statistics
3) a systematic process to determine the value of an activity |
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Term
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Definition
| Common quesion format, which uses standardized response options |
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Term
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Definition
Soft Data
Descriptive information that is a record of what is observed, presented in narrative byt eh respondent. |
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Term
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Definition
Hard Data
Information that is represented numerically so you can assign ranks to scored, or determine averages and frequencies |
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Term
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Definition
| survey; a set of questions to gather information |
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Term
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Definition
1) solicitation of opinions regarding services
2) questionaire |
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Term
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Definition
| official authorization or approval; to provide with credentials; to recognize or vouch for as conforming with a standard; to recognize a post-secondary institution or degree-bearing program as meeting adn maintaining academic standards |
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Term
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Definition
| Accreditation Council for Continuing Medical Education |
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Term
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Definition
| structured educational and training experiences for personal or professional development |
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Term
Continuing Education Unit
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Definition
CEU
Non acaemic credit unit conferred by professional organizations for formal educational programs for members who must maintain thier level of professionalism |
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Term
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Definition
Certification in Meeting Management
A certification offered by Meeting Professional International |
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Term
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Definition
Certified Association Executive
A certification offered byt hte American society of Association Executives |
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Term
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Definition
Certified Manager of Exhibits
A certification offered by the Trade Show Exhibitors Association |
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Term
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Definition
Certified Special Events Professional
A certification offered by the International Special Evnts Society (ISES) |
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Term
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Definition
| information and instructional speech |
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Term
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Definition
| an essential step in ensuring that educational offereings are relevant to attendees |
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Term
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Definition
| The point at which revenues are equal to expenses |
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Term
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Definition
| The day to day cost of doing business that is pre-committed, such as salaries, insurance, lease expenses, utilities, etc |
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Term
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Definition
| building an event budget by analyzing both the prjected and actual figures from the previous year's budget |
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Term
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Definition
| also called overhead or administrative costs, these are expenses not directly related to the event. They can include salaries, rent and building and equipment maintenance |
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Term
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Definition
| expenses that vary baed upon various factors, such as the number of attendees |
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Term
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Definition
| the process of building a budget without benefit of a previouws year's budget |
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Term
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Definition
| 1) an accoutning method that enters income and expenses into the books at the time of contract versus when payment is received or expeses incurred (cash accounting) 2) a system in which revnue and expeses are accounted for as soon as they are committed |
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Term
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Definition
| also AV. Equipment, materials and teaching aids used in sound adn visual presentations, such as video production, monitors, sound equipment, etc |
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Term
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Definition
| a financial status at a given time (includes liabilities, assets, etc) |
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Term
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Definition
| a statment of estimated revenues and expentitures for a specified period of time; divided into subject categories and arranged by principal areas of revenue and expense |
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Term
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Definition
| a system in which reenue and expenses are counted as tehy are actually received |
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Term
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Definition
| a detailed list of the indiviudal line items that make up the revenue and expense categories in the budget. A numbering system used to identify every line item in a gudget, so income and expenses are posted to the correct accounts |
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Term
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Definition
| determined by looking at 3 components by which cash enters and leaves a company: core operations, investing and financing |
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Term
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Definition
| a record of transactions during an event where the resulting balance is paid direclty by the group. May include room, tax, incidentals, food and beverage, audiovusal equipment, decor, ect. Also called master bill. |
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Term
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Definition
| in house facility form authorizing a cash disbursement to be charged to a master account or individual guest |
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Term
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Definition
| a requirement for entering into a binding contract. If a contract proposal (offer) is made, it is accepted if the offeree signs the offer as submitted. If the offeree makes any changes to the offer before signing, it is a counter offer, not acceptance |
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Term
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Definition
| an extraordinary natural event such as extreme weather, flood, hurricanes, tornadoes, earthquake or similar natural disaster that cannot be reasonable foreseen or prevented over which a contracting party has no reasonable control, making performance of hte contract illegal, impracticable or impossible, thus the parties have no legal responsibility to continue performance of the contract. |
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Term
| Alternative Dispute Resolution |
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Definition
| methods for resolving disputes without going to court |
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Term
| American with Disabilities Act |
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Definition
| ADA. U.S. legislation passed in 1992 requiring public buildings to make adjustments meeting minimum standards to make thir facilities accessible to individuals with physical disabilities. |
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Term
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Definition
| private disbute resolution process, often referred to as alternate dispute resolution, in which the parties agree to submit their dispute to an impartial third party for a decision. Depending ont eh type of arbitration, the arbitrator's decision may or may not be binding. Several organizations, in cluding the American Arbitration Assocation and JAMS-Endispute, handle arbitration claims. courts may require some disputes be submitted to arbitration instead of or prior to the formal trial process |
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Term
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Definition
| the difference between the actual number of sleeping rooms picket up (or food and beverage covers or revenue projections) and the number or formulas agreed to in the terms of the facilities contract. Usually there is an allowable shortfall before damages are assessed |
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Term
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Definition
| a person show is authorized to leggaly bind an individual or organization to a contract, to sign checks on behalf of an organization, or charge to an organization's master account |
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Term
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Definition
| provision in a contract which outlines damages to be paid to the non-canceling party if cancellation occurs, due the canceling party's breach of the contract |
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Term
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Definition
| a document provided by an insurance company as proof that a policy has been issues and coverage is in effect |
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Term
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Definition
1) merchandise or refreshments sold on site, to individuals, in conjunction with an event
2) contractual agreement where one party provides something of value to the other party in exchange for something else, pending certain conditions |
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Term
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Definition
| the inducement to a contract. The cause, motive, price, or impelling influence which induces a contracting party to enter a contract |
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Term
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Definition
| an agreement between two or more parties taht creates in each party a duty to do or not do something adn a right to performance of the other's duty or remedy for the breach of the other's duty |
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Term
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Definition
| designated date when a hotel will release any unsold sleeping rooms in a group block and make them available to the general public. The date is typically three to four weeks before the event. |
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Term
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Definition
| any agreement which limits who may provide specific products or services under certain conditions to only one party. No other contractor is allowed to provide the same services or products in that facility |
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Term
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Definition
| a clause in an agreemtn that excuses performance in the event that a Force majeure makes the performance impracticable or impossible |
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Term
| General Liability Insurance |
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Definition
| an insurance policy that provides protection against claims involving bodily injury and property damage to third parties |
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Term
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Definition
| an indemnity clause that provides that both parties agree to defend adn or compensate the other party for asserted claims against, or liability damages incurred by, the other party due to the acts or omissions of the first party |
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Term
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Definition
1) the jobs that may be performed bya a specific labor union
2) thelocality where a contractual dispute is decided
3)in law, the ability of a court to hear adn decide a matter brought before it |
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Term
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Definition
| part of a contract outlining conditions of liability |
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Term
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Definition
| dispute resolution process in which the parties use a third party to assist them in reaching a compromise. The mediator may work with both sides together, or may act as a go between in an attempt to move the sides toward agreement. The mediator may act informally, or be appointed by a judge or by agreement of the parties through an alternative dispute resolution organization liek the American Arbitration Association or the Judicial Arbitration adn mediation Service. Unlike arbitration, a mediator is not empowered to impose a decision on the parties |
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Term
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Definition
| to neglect to carry out an agreement |
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Term
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Definition
| a promise, proposal or other expression of willingness to make and carry out a contract under proposed terms with another party which hast he ability to accept it upon receiving it. Space and rent proposal from a facility. It may be in the form of a contract or license agreement |
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Term
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Definition
| a promise, proposal or other expression of willingness to make and carry out a contract under proposed terms with another party which as teh ability to accept it upon receiving it. Space adn rent proposal from a facility. It may bein the form of a contract or license agreement |
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Term
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Definition
1) release of rights to substitute one party for antoher party
2) the release of an insurance company right to succeed to the insured's rights to sue for damages against the tortfeasor, after the insurance company pays an insured's claim of loss due to another's tort |
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Term
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Definition
| guest holding confirmed sleeping room reservation is denied accommodations at the hotel where the reservation is held upon their arrival and is relocated to another hotel |
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Term
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Definition
Convention & visitors Bureau
CVB's are not for prfit organizations represending a specific destination adn promoting the economic development of communities through travel and tourism. CVB's assist planners by providing information and services, adn encourage business travelers adn visitors alike to visit historic, cultural and recreational sites |
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Term
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Definition
| captures all the information gathered and provides the even's basic specifications. Creat this before contacting vendors |
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Term
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Definition
PER
the industry preferred term for a report of the details and activities of an event. A collection of post event reports over time will provide a comprehensive history for an event. The industry accepted practice is to use the APEX post evetn report format |
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Term
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Definition
| a permanently installed series of copper wire or fiber optic cabling that provides the main infrastructure for transmitting voice, data, and video signals within a facility |
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Term
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Definition
| usually referred to as Cat followed by a numeral between 1 and 7. Cat 5 or Cat 5e cabling, required for fast eternet, is the most commonly available |
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Term
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Definition
| the number of rooms provided at no cost based ont eh number of occupied rooms |
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Term
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Definition
| a facility that provides a dedicated environment for events, especially smalle events. May be certified by the International Association of Conference Centers |
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Term
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Definition
| facility whose purpose it is to host trade shows, public shows, conventions adn other large functions and that combines exhibitiion space wiht a substantial number of smalle meeting adn event spaces. A convetion center may be purpose built or converted and municipally or privately owned |
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Term
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Definition
Fam Trip
A progrm designed to acquaint potential buyers with specific destinations or services and to stimulate the booking of an event. Often offered in groups, but sometimes on an indivdual basis |
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Term
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Definition
| flat rate for which a hotel agrees to offer any of its available sleeping rooms (with the exception of suites) to a group. Final asignment of rooms is at the discretion of the hotel |
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Term
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Definition
| a type of hotel rate the includes the price of the rooms and all meals |
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Term
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Definition
| period when the demand for a supplier's product or service is highest. Prices generally increase in high season. Also called Peak Season |
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Term
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Definition
| period when the demand for a supplier's product or service is lowest. Prices generally decrease in low season |
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Term
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Definition
MAP
A type of room rate that inlcudes breakfast and one other meal (usually dinner) |
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Term
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Definition
| two or more computers or peripherals that are linked together for the purpose of sharing data |
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Term
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Definition
| period when the demand for a suppliers product or service is neither high nor low |
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Term
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Definition
| in person on site review and evaluation of a venue or location for an event |
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Term
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Definition
| transmitting data at speeds of up to 1.544 Mbps, operates at a much higher capacity than an ISDN line and can be split to accommodate several users at one time |
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Term
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Definition
| transmitting data at speeds of up to 44.184 Mbps, is faster than a T1 line, allowing performance of more tasks simultaneously at a great speed |
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Term
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Definition
| computer program that uses variable pricing models to maximize the return on a fixed (perishable) inventory, such as hotel rooms, based on supplyand demand theory |
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Term
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Definition
| specific exhibit desplay are assigned by show management to an exhibitor under contractual agreement. Internationally, the term stand is use |
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Term
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Definition
| a customs document permitting the holder to carry or send mercahndise temporarily into certain foreight countries (for display, demonstration or similar purposes) without paying duties or posting bonds |
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Term
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Definition
| a document, required by certain countries for tariff purposes, certifying as to the country of origin of specified goods |
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Term
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Definition
| lists the contents, including descriptions, quanitiy, value and use |
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Term
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Definition
| a doucument, required by some countries, describing a shipment of goods and showing information such as the consignor, consignee adn value of hte shipment. Certified by a consular official of the foright country, it is used by the country's customs officials to verify the value, quantity and nature of the shipment |
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Term
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Definition
| an individual or comapny which provides customs clearing services to shippers of goods to and from another country |
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Term
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Definition
Destination Management Company
a professional services company possessing extensive local knowledge, expertise and resources, specializing int eh design and implementation of events, activities, tours, transporation and program logistics |
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Term
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Definition
| required for shipemtns valued at more than $2599; used by the U.S. government to monitor the dollar volume of export shipments |
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Term
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Definition
| a government document which permits the "licensee" to engage in teh export of designated goods to certain destinations |
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Term
| Foreign Exchange Currency Risk |
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Definition
| rish that an organization takes when dealing with foreign currency due to exchange rates fluctuation over time |
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Term
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Definition
| a third party logistics provider which handles export shipments for customers using common carriers |
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Term
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Definition
1) an event that drawas a national and international audience. Typically 15% or mor of attendees reside outside of the host country
2) an event that draws an audience from 3 or more countries |
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Term
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Definition
| process of translating one language into another while the speaker is speaking. Same as simultaneous interpretation |
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Term
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Definition
| european term for booth or exhibit |
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Term
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Definition
Value Added Tax
a tax that is added to a prodcut at each stop of hte manufacturing and marketing process reflecting value which has been added to the product by processing |
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Term
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Definition
| incorporated environmental considerations throughtout alls tages of the planning process in order ot minimize the negative impact on the environnment |
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Term
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Definition
| provision in an contract which outlines damages to be paid to the on-cancelling party if cancellation occurs, due the canceling party's breach of the contract |
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Term
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Definition
| used to describe a group if indiviuals organized to picket or protest against an organization using placards, literatures, songs, shouts and sometimes marches or sit ins |
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Term
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Definition
| involves the efforts of a dissident group to actually obstruct the conduct of the event |
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Term
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Definition
| the activities that are undertake to either reduce the probability that an emergency or crisis will occur or reduce teh consequences if it does occure |
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Term
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Definition
| recognizing the possibility of injurey, damage or loss and having a means to prevent it or provide insurance |
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Term
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Definition
| cabable of being used by people with physical challenges and disabilities |
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Term
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Definition
1) any set, berth, room or service provided and/or sold to a guest, attendee or passenger
2) a step takent o allow a person with a disability, as defined under the AMericans with Disabilities Act, to participate in an event |
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Term
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Definition
| absence of obstables preventing handicapped persons from moving freely to all public area within a building |
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Term
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Definition
| seating arrangement in which rowas of tables with chairs facing the front of a room and each person has a space for writing. Also called Schoolroom Set up |
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Term
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Definition
| seating arrangement in which seats are in rows facing the stage area, no table |
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Term
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Definition
Banquet Event Order
a from most often used by hotels to prvide details to personnel concerned with a specific food and beverage function or event room set up |
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Term
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Definition
| small group session, panels, workshops or presentations, offered concurrently within an event....they occure apare from the general session |
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Term
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Definition
Convention Services Manager
professional at a hotel, convention center or convention bureau who is responsible for event operations management on all levels |
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Term
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Definition
Event Specification Guide
the preferred term for a comprehensive document that outlines the complete requirements and instructsion for an event. This document is typically authored by the event planner and is shared with all appropriate vendors as a vehicle to communciate the expectations of services for a project. |
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Term
| Group Specifications Guide |
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Definition
also called a resume
a detailed overview of the event-its history, attendee profile, event objectives, event requirements, operational details and billing arrangements |
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Term
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Definition
1) display of reports and papers, usually scientific, acompanied by authors or researchers
2) a session dedicated to the discussion of the posters shown inside the meetnig area. When this discussion is not held in a special session, it can take play direclty between teh person presenting and interested delegates |
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Term
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Definition
Post Event Report
the industry preferred term for a report of the details and activities of an event. A collection of these over time will provide a comprehensive history for an event |
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Term
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Definition
| at the primary factility at which an event occurred just after it has ended. attendees generaly include the primary event organizer, the organization, department heads and contractors. Agenda focuses on evaluation the implemtation of the event |
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Term
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Definition
| at the primary facility at which an event will take place just prior to the event beginning. The agenda focuses on reveiwing teh purpose and etails of the event and making final adjustemtns as needed |
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Term
| General Service Contractor |
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Definition
| an organization that provided event management and exhibitors with a wide range of servcies, something nlcuding, but not limited to, distributing the exhibitor manual, installation and dismantle, creating and hanging signage and banners, laying carpet, drayage and providing booth stand furniture |
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Term
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Definition
| nubmer of faciluty guest rooms actaully used out of a room block |
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Term
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Definition
| facility form to advise departments of changes in reservations or functions |
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Term
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Definition
| a payment made ot an individual or organization for bringing business to another individual or organization |
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Term
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Definition
Destination Management Company
a professional services company possessing extensive local knowledge, expertise and resources, specializing in the designg and implementation of events, activities, tours, transportation and program logistics |
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Term
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Definition
| objects, scenery or audio visual equipment mounted from above |
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Term
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Definition
| includes supporting overhead decor or equipment using lifts, scaffolding, trusses or pipes. It is critical that whoever provides this sevice has the appropriate enginerring qualifications, experience and insurance |
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Term
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Definition
| a company that offers complete turnkey organizational support for an event, including administrative and event management services |
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Term
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Definition
| a commission over and above the normal base commission perentage |
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Term
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Definition
| a company that presents special effects and theatrical acts. This eype of company may contract to put on an entire evnet or only parts of one. They sometimes hire speakers as part of their contract |
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Term
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Definition
| one per fity. Facitly complimentary room policy; one complimentary room night for every fifty room nights picke up and paid for. while 1/50 was once the stardard, the comp policies vary per hotel and/or event |
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Term
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Definition
| a term used to describe the type of reservation made on function space within a venue. an event organizer who has 24 hours hold on a space has exclusive use and access to that space for aperiod of 24 hours |
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Term
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Definition
| audiovisual guidelines by which presention slide should contactin more than six words per line of tex and no more than six lines of text |
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Term
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Definition
| additional clause in a contract stipulationg special requirements |
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Term
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Definition
request for proposal
a document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services |
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Term
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Definition
1) the process of attaching the cable on a crane to a piece of machinery or equipment
2) the process for hanging material or signs
3) the structure to swhich hanging materials are attached |
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Term
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Definition
| choosing a venue for an event |
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Term
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Definition
| educational and/or special event sor tours planned for spouses and guests of official event participants |
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Term
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Definition
1) room or suite of rooms used to entertain guests
2) an event in teh united states usually sperate from the exhibit, in which refreshemnts are served and exhibitor personnel and visitors socialize |
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Term
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Definition
| the right granted by one party to let another party use live or recorded music through special agreements and fee structures,often conducted with organizations that represent artists |
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Term
|
Definition
Application Service Provider
a company that provides software to customers throught he internet using centralized servers owned and managed by the provider |
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Term
|
Definition
B2B
allow buyers and sellers to complete all facets of a transaction online, including ordering and paying for products and services, and even participating in auctions |
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Term
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Definition
| a type of education where learners can communciate with faculty and other learners via email, electronic foums, chat, wbconferencing and other forms of online communcation. Includes correspondence courses, audio, video and internet delivery. |
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Term
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Definition
1) the opposite of real time
2) audio and/or video programming avaialable on a web site after the completion of an event, providing this content so web site visitors can listen or view at their discretion |
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Term
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Definition
| when online activities take palce at a designated time, they are referred to as real-time events. A webcast of a keynote presenter that can be watched live over the internet is an example |
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