Conference Glossary of Terms
What do all the the conference terms mean? Please use the Conference Glossary of Terms below to assist with some of the terminology used when organising an event.
Delegate
A person attending an event.
DDR
Day Delegate Rate - a total cost taking in the use of the meeting space. This usually includes two servings tea/coffee biscuits and buffet lunch or a set lunch in the restaurant. The DDR is usually an 8hr rate.
24DR
24 hour Delegate Rate includes the above plus a three course dinner off the set menu, overnight accommodation and a full breakfast.
TDH
Table d'hôte a set price menu with two or three choices for each course (often as part of packages such as the 24 hour rate or dinner, bed and breakfast rate).
Reservation
The venue agrees to hold your required dates for a period for you to consider it. Normally seven days, can be longer by negotiation.
Confirmation
The client agrees to sign the agreement and form a contract to hold the event at the venue/s.
Cancellation Charges
Should the event fail to happen the venue will have clearly stated in the contract a scale of costs by % they will levy. This always rises to 100% as the event dates becomes within 30 days.
Exclusive Use
Your group will be the only guests at the venue. A supplement is usually charged to allow for normal takings in say Bar, Restaurant.
Set up
A negotiated rate for the time the meeting rooms are blocked off to allow AV setups etc prior to the event taking place this is often overnight to reduce costs.
Single Occupancy Bedroom
Solo use of a bedroom irrespective of beds.
Twin Occupancy Bedroom
Normally two people sharing a room with two single beds.
Private Dining
Eating as a group in a self contained room from a pre ordered menu.
Reception
A room or area designated for your group normally to have wine and snacks served by waiters prior to going into dinner.
Gala Dinner
A private room reserved for a group to pre order from a set menu and seated in banquet or cabaret style. Quite often there will be a dance floor or room for a stage and entertainment.
AV
Audio Visual light and sound set normally erected by specialist electricians.
Tele Conferencing
Setting up a live link with an offsite individual or group. Can be web cast using the net to a very large audience. Example Concorde Auction projected audience 100,000 worldwide.
Backlit
A set that allow all the projectors etc to be hidden behind the set normally for bigger groups creates cinema effect
LCD/ data projector
Projector is compatible with PC project Power point, video players etc.
Carousel Projector
Projector used to project images from 35mm slides on to a screen.
Back / Rear Projection
The projector is positioned behind the screen, concealed from the audience. This set up requires more space in the conference room and needs generous ceiling height. Suitable for large stage sets.
Front Projection
The projector is positioned in front of the screen, in view of the audience.
OHP
Overhead projector. To show film transparencies projected onto a screen.
Flips
Flip charts.
Natural Daylight
A meeting space with windows that allow natural light through.
A/C
Air conditioning.
ISDN
Fast internet connections via wall sockets.
Outdoor Team Building
Normally use of grounds to arrange a group of activities for team building purposes.
PAX
The number of people expected to attend the conference or event.
POD
Pay on departure - A method of payment that requires all outstanding accounts to be settled before leaving the venue.
Syndicate / Breakout Room
Smaller rooms that made be used to set different tasks for approximately 5 - 100 delegates normally working in conjunction with a main meeting room. Not normally included in packages and charged at a daily rate.
Function Sheet
A document provided by venues containing the final details of the conference sent for the organiser's approval.
To book your event please contact Business Meetings Malta, the free conference venue finding company.The DMC -Destination Management Company in Malta
Email: theresa@businessmeetingsmalta.com