Glossary with descriptions of commonly used event management words and concepts when dealing with participant management, registration, virtual platforms and abstract system.
The purpose of the index is to clarify confusing jargon and concepts as the event industry is constantly evolving. Hopefully it will make you make the most of our systems.
The technology and equipment used for sound, lighting, and visual presentations at the event.
Read more aboutAV (Audio-Visual)
An academic abstract is a concise summary of a research study, paper, or presentation, providing an overview of the key aspects and findings of the work. It serves as a preview, helping readers or event organizers quickly grasp the content and significance of the research without having to read the entire paper or presentation. Academic abstracts are commonly used in conferences, journals, and academic publications.
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In the context of academic conferences, an abstract for a poster presentation summarizes the content that will be displayed on a poster board during the event. Poster abstracts typically include the research objective, methodology, key results, and conclusions. Posters allow researchers to visually present their work and interact with attendees through informal discussions and Q&A sessions.
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A detailed schedule outlining the program and activities planned for the event.
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A breakout session is a smaller, focused session or workshop that takes place during a larger event. These sessions allow attendees to delve deeper into specific topics, exchange ideas, and engage in more interactive discussions.
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A contractual provision specifying the conditions under which an event can be canceled and any associated penalties. Great to specify in the booking page.
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The process of ensuring the safety and comfort of attendees in large gatherings.
Read more aboutCrowd management
A detailed strategy outlining how to evacuate attendees safely in case of an emergency on physical events.
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A mobile application designed to provide event information, schedules, reminders/information from organizers, sponsors and more.
Read more aboutEvent app
The financial plan detailing projected expenses and income for an event. With a good event budget an organizer can also calculate the event ROI.
Read more aboutEvent budget
The process of planning, organizing, and executing events to achieve specific objectives, such as conferences, parties, or corporate gatherings.
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An event management system is a software or digital platform designed to streamline and automate various aspects of event planning and execution. It helps event organizers manage registrations, attendee data, tickets and communication, enhancing overall efficiency and organization for successful events.
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Event marketing refers to the promotion and advertising activities used to attract attendees and generate interest in the event. This may involve email campaigns, social media promotions, traditional advertising, and influencer partnerships.
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Attendees to an event. Can be attending live onsite or online though a virtual platform.
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An individual or group with an interest or influence in the event, such as sponsors, attendees, or organizers.
Read more aboutEvent stakeholder
The physical location where an event takes place, such as a conference center, hotel ballroom, or outdoor space.
Read more aboutEvent venue
A company or organization showcasing its products or services at an event's exhibition area. Can be done physical in live events or digitally in virtual events if the platform has theese features. Invajos Beyond platform has of course support for this. =)
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A visual representation of the event space, detailing the placement of booths, stages, and other elements. This can be included in the event app.
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An environmentally conscious event that aims to minimize waste and its overall environmental impact.
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A hybrid event is an event which combines physical and online (virtual) attendance. Requires some sort of virtual platform for video streams and other tools to make the event great.
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A prominent and influential speaker who addresses the audience at the main session of an event.
Read more aboutKeynote speaker
The process of setting up and tearing down event equipment and materials.
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The process of coordinating and managing various operational aspects of an event, such as transportation, accommodation, and equipment.
Read more aboutLogistics
A person responsible for managing event operations and logistics during the event.
Read more aboutOn-site coordinator
An Event PCO (Professional Conference Organizer) company is a specialized organization that offers comprehensive services for planning and executing various events, particularly conferences and meetings. They can handle event logistics, venue selection, registration, content management, marketing, on-site management, and financial aspects. By taking on these responsibilities, Event PCOs allow event organizers to focus on the event's content and objectives while ensuring smooth and successful gatherings that leave a lasting impression on attendees.
Read more aboutPCO - Professional Conference Organiser
A list of participants with relevant information. In an event management system the participant list can be a extremely useful resource where the organiser can check all participant information, logs, tickets and replies. Its also a place where organisers can send messages to the participants and update their information.
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Participant management is the process of managing event participants to make sure all their data is correct and updated, they have the correct information, resend tickets and manage their payments.
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A questionnaire sent to attendees to gather feedback and insights about the event.
Read more aboutPost-event survey
A document sent to potential event suppliers, outlining event requirements and inviting them to submit their proposals and bids.
Read more aboutRFP (Request for Proposal)
The process through which attendees sign up for an event, providing necessary details and often making payments. Preferably using an event management system which can make the process simple and reliable.
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The event reply form is used to collect responses from potential attendees.
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A minute-by-minute outline of the event's schedule and activities for event staff and crew.
Read more aboutRun of show
Financial support or provision of resources by companies or organizations in exchange for branding and exposure at the event.
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Promotional items or merchandise given to attendees as souvenirs.
Read more aboutSwag
A virtual plattform is used for hosting events online, or as a hybrid event with both online and physical. Functionality for streaming, break out sessions, chat, forums, sponsors, schedule and more.
Read more aboutVirtual platform