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Attrition
The gap between the number of reserved items (like hotel rooms or meals) and whats actually used. For example, if you reserve 100 hotel rooms but only 80 are booked, you might face fees for the unused 20 rooms, depending on your contract.
AV (Audio-Visual)
Equipment and services for sound, video, lighting, and projections at your event. For hybrid events, AV doesnt typically include streaming or filming, which require extra gear and crew for virtual attendees.
Banquet Event Order (BEO)
A detailed plan shared with the venue, covering your events menu, room setup, AV needs, and schedule. Think of it as the blueprint ensuring everyones on the same page.
Breakout Room Streaming
Live-streaming smaller conference sessions to virtual attendees, often requiring dedicated AV setups and technicians to ensure smooth delivery alongside the main event.
Breakout Session
Smaller, focused meetings or workshops held during a conference, often in separate rooms. These allow attendees to dive into specific topics tailored to their interests.
Concurrent Sessions
Multiple sessions running at the same time during a conference, where attendees pick which one to join based on their preferences.
Countdown Timers
Digital displays used in virtual meetings or conferences to show attendees theyre in the right place and how much time remains until the event starts. This helps reduce confusion, calms participants, and ensures theyre ready when the session begins.
Day Delegate Rate (DDR)
A per-person, per-day fee charged by venues, typically covering the meeting room, lunch, coffee breaks, and basic equipment. Its priced per attendee to simplify budgeting.
Force Majeure
A contract clause that frees both parties from obligations if unexpected events, like natural disasters, prevent the event from happening, protecting you from certain liabilities.
Gooseneck/Lapel/Boundary Mics
Different microphone types used for specific purposes: gooseneck for podiums, lapel for mobile presenters, and boundary for group discussions. They ensure clear audio for both in-person and virtual audiences.
Hybrid Event
An event blending in-person and virtual attendance, allowing both groups to engage seamlessly. It requires advanced tech like streaming platforms, cameras, and stable internet to connect everyone.
Presentation Management Portal
A digital tool to organize and display event content, like slides or videos, ensuring smooth delivery for both in-person and virtual attendees.
Production Crew
Specialized technicians, such as sound engineers or camera operators, who manage AV and streaming. Hybrid events often need extra crew to handle virtual components.
RFP (Request for Proposal)
A document you send to venues or suppliers outlining your event needs, inviting them to bid for your business. Its a key step in securing the right services.
Rigging
The process of safely installing overhead equipment like lights or speakers. It requires skilled technicians and can impact setup time and costs.
Room Block
A set of hotel rooms reserved at a negotiated rate for your event attendees, often with a deadline. Not filling the block may lead to penalties.
Shell Scheme
A pre-built booth structure provided for exhibitors to showcase products. Unlike a space only option, it includes basic walls and setup for convenience.
SMERF
Stands for Social, Military, Educational, Religious, and Fraternal groups. This category helps planners tailor events to these specific audiences.
Speaker Ready Room / Green Room
A dedicated space at in-person or hybrid events where presenters can prepare, review slides, test AV equipment, or relax before their session. It ensures speakers are confident and ready to deliver their content.
Streaming/Broadcasting
Delivering live event content to virtual attendees via platforms like Zoom or Webex. It requires professional cameras, encoders, and strong internet for high-quality viewing.
Video Switcher/Encoder
Equipment that manages multiple camera feeds and prepares video for streaming, ensuring a polished experience for virtual attendees in hybrid events.
Virtual Platform
Software like Zoom, Hopin, or vFairs that hosts virtual attendees, manages registration, and offers interactive features like Q&A or polls to keep remote participants engaged.
Zoom Video Conferencing
A reliable virtual platform preferred by Jumpwire Media for its stability, used to host virtual and hybrid events. It supports video, audio, and interactive features like chat and polls, ensuring seamless engagement for remote attendees.