Glossary for event management, registration, abstracts and virtual plattform

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.

AV (Audio-Visual)

The technology and equipment used for sound, lighting, and visual presentations at the event.

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AV (Audio-Visual)

Academic abstract

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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Academic abstract

Academic posters

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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Academic posters

Agenda

A detailed schedule outlining the program and activities planned for the event.

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Agenda

Breakout session

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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Breakout session

Cancellation clause

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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Cancellation clause

Crowd management

The process of ensuring the safety and comfort of attendees in large gatherings.

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Crowd management

Emergency evacuation plan

A detailed strategy outlining how to evacuate attendees safely in case of an emergency on physical events.

Event app

A mobile application designed to provide event information, schedules, reminders/information from organizers, sponsors and more.

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Event app

Event budget

The financial plan detailing projected expenses and income for an event. With a good event budget an organizer can also calculate the event ROI.

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Event budget

Event management

The process of planning, organizing, and executing events to achieve specific objectives, such as conferences, parties, or corporate gatherings.

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Event management

Event management system

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 management system

Event marketing

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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Event marketing

Event participant

Attendees to an event. Can be attending live onsite or online though a virtual platform.

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Event participant

Event stakeholder

An individual or group with an interest or influence in the event, such as sponsors, attendees, or organizers.

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Event stakeholder

Event venue

The physical location where an event takes place, such as a conference center, hotel ballroom, or outdoor space.

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Event venue

Exhibitor

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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Exhibitor

Floor plan

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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Floor plan

Green event

An environmentally conscious event that aims to minimize waste and its overall environmental impact.

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Green event

Hybrid event

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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Hybrid event

Keynote speaker

A prominent and influential speaker who addresses the audience at the main session of an event.

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Keynote speaker

Load-In/Load-Out

The process of setting up and tearing down event equipment and materials.

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Load-In/Load-Out

Logistics

The process of coordinating and managing various operational aspects of an event, such as transportation, accommodation, and equipment.

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Logistics

On-site coordinator

A person responsible for managing event operations and logistics during the event.

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On-site coordinator

PCO - Professional Conference Organiser

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.

Participant list

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 list

Participant management

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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Participant management

Post-event survey

A questionnaire sent to attendees to gather feedback and insights about the event.

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Post-event survey

RFP (Request for Proposal)

A document sent to potential event suppliers, outlining event requirements and inviting them to submit their proposals and bids.

Registration

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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Registration

Reply form

The event reply form  is used to collect responses from potential attendees.

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Reply form

Run of show

A minute-by-minute outline of the event's schedule and activities for event staff and crew.

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Run of show

Sponsorship

Financial support or provision of resources by companies or organizations in exchange for branding and exposure at the event.

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Sponsorship

Swag

Promotional items or merchandise given to attendees as souvenirs.

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Swag

Virtual platform

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.

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Virtual platform

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