Event planning terms are nothing new. But throw in event tech
terms like ‘breakout rooms’, ‘RTMP’, and ‘VOD’ that are crucial to know
for hybrid and virtual event planning. And suddenly, it can all become a
bit confusing.
Hybrid events are here to stay, with more than a third of event
organizers saying they plan to put more money into these types of
experiences over the next few years.
Since virtual and hybrid events are quickly becoming the new normal,
it’s important to know the key event planning terminology behind each –
especially if you’re the one organizing the event.
If you’re feeling unsure about common hybrid and virtual event terms,
check out our event glossary for 150+ event planner words you need to
know.
Accessibility is the process of ensuring your event is available to as
many people as possible. Its main focus is on enabling access to people
with disabilities. Examples of event accessibility are providing
wheelchair access at in-person events, and live captioning at hybrid or
virtual events.
Activity challenge is an engagement tool used to create challenges and
generate points during virtual and hybrid events, usually through an
event app. This encourages healthy competition between attendees and
keeps them engaged.
The agenda is your event itinerary. It outlines each day of the event,
including the location and time of all keynotes, breakout sessions, and
any other event-related activities. Within a virtual event platform,
participants can use the agenda to browse and sign up for event
sessions.
Artificial Intelligence (AI) refers to computer systems that simulate
human intelligence. An example of using AI at in-person events is facial
recognition software for check-in. A hybrid or virtual event example is
data insights created during polls.
An amplifier is a technical device that increases the volume of sound.
This equipment is important at in-person and hybrid events to ensure all
participants can hear clearly.
API stands for ‘Application Programming Interface’. An API allows
different software to communicate with each other and share data
securely. It, therefore, allows your CRM software and event management
software to link with your virtual event platform.
App is short for ‘application’, which refers to a software program
developed for a specific purpose. Many event software companies have
event mobile apps (IOS and Android) and web apps, so that audiences can
participate in events via mobile or desktop.
An app menu is the main menu you can find in an application. An event
app menu usually contains icons to access different functions and
content.
An aspect ratio is how wide a screen display is compared to its height.
It’s important to have the right aspect ratio so that presenters can
ensure the content they share looks as clean as possible. The most
common standard nowadays is 16:9 (widescreen).
Attendance tracking refers to the process of monitoring the journey
attendees take before, during, and after events. For example, how and
when they sign up for an event and which sessions they participate in.
This tracking helps you measure your event ROI (return on investment),
analyze marketing effectiveness, and follow up after your event.
Attendee relationship management is most easily carried out using
specific software. It allows you to build a central database of your
attendee’s contact information. That way, you can better track, manage,
and maintain relationships with event participants.
The attrition rate measures how many of those who signed up for your
event actually attend. To get your event attrition rate, simply divide
the number of no-shows by the total number of people who signed up. For
example, if 1,000 people sign up for an event and 700 end up attending,
the rate will be 30%.
Abbreviated as A/V, audiovisual refers to the recording and video
equipment, such as microphones, cameras, projectors, and other items
used to record and live stream the event and its sessions.
Augmented reality (AR) is a technology that makes a real-world
environment interactive using virtual elements. This way, the event
experience is enhanced for participants. An example of augmented reality
at events is creating an interactive venue map that attendees can use
to explore a venue.
You hold a B2B (business to business) event when you’re putting on an
event with the aim of marketing to other businesses. For example, a
trade show is a B2B event.
You hold a B2C (business to consumer) event when your event caters to
your business’ customers. For example, a conference or a networking
event are B2C events.
Backstage refers to the place you’ll manage your event if you use a
virtual event platform. Here, you can add workspaces for different
users, control your app, access event data, and more.
Some virtual event platforms allow you to generate badges, certificates,
and PDFs for attendees. This is a great way to boost event engagement.
Bandwidth concerns the amount of data that you can send over an internet
connection. It’s key to have top-quality bandwidth when live streaming
to virtual or hybrid audiences.
An event manager submits an invitation to tender (ITT) to a potential
event supplier. This describes in detail what the event manager needs
support with. The supplier then submits a bid document to explain what
services they can offer.
A blackout date is a specific period when you make your tickets or
prices unavailable. This might be because you’ve had a lot of interest
in your event and only have limited tickets.
Braindate is a third-party web-based platform that encourages
conversations among event participants. It can be integrated with
virtual event platforms.
If an app is branded, it means it’s customized to your brand with logos,
colors, banners, designs, etc. This helps remind event attendees that
your company is running the event and ensures your brand sticks in their
minds.
A breakdown, load out, or strike are words used to describe the process of taking down equipment after an event.
Breakout rooms are small meeting rooms created for a virtual audience in
which attendees can divide into small groups to discuss the topic at
hand. Speakers can break up a larger audience into breakout rooms and
then call everyone back together at the end of the session.
A Certified Meeting Professional (CMP) is an event professional who has a
certification from the Convention Industry Council program. This means
they’ve shown they can successfully run an event.
Chat is one of the most common features in hybrid and virtual event
platforms and apps. It allows participants to engage in written
one-to-one and group communication.
A chatbot is an automated program that simulates human conversation
using a computer. You can set up a chatbot in virtual event apps to
provide a kind of personalized concierge service. For example, if
attendees need the WiFi password or want to know what time a session
will start.
Check-in apps are applications you can download on mobile devices or
computers to check attendees in when they arrive at your event. Many
check-in apps now use QR codes to make checking participants in quick
and easy.
Closed captions (aka live event captioning) refer to text that is
simultaneously created from speech. Closed captions appear on screen in
written form at the same time as an event presenter or host is speaking.
They were originally developed for the hearing impaired and are now a
way to create a more inclusive experience for virtual and hybrid event
attendees.
Concurrent sessions happen when more than one session is running at the
same time. You’ll need to let your hybrid event software team know how
many concurrent sessions you plan to have so they can plan the live
streaming details.
Conferences (also known as conventions) are formal events people attend
to discuss a common interest, such as an industry or profession. They
can be in-person, hybrid, or virtual.
A conference pack is a bundle of important information about your
conference. It could be printed for in-person events or digitalized and
shared on the event platform or app for hybrid and virtual events. It
may include the event agenda and information about the speakers and
sponsors, for example.
Configuration refers to how something will be set up and work within a hybrid or virtual event platform.
You may organize a consumer show when you want to present a new product
or service to potential buyers. It’s a B2C event that can be in-person,
hybrid, or virtual.
A content management system (CMS) is software that allows event
planners, marketers, and anybody else in the event team, to create,
edit, collaborate on, save, and publish digital content. Some hybrid and
virtual event platforms have an in-built CMS.
‘Contingency plan’ is a professional way of saying ‘backup plan’. You
should create a contingency plan before your event so that all those
involved know what to do if there’s an emergency or if there are any
last-minute changes.
Copyright issues can occur if you share or post something, for example, a
research paper, without the copyright holder’s (usually the author’s)
permission to do so. Ensure you don’t create any issues for your events
by accidentally sharing copyrighted content on your event platform or
app.
Cross-device check-in is a process that allows event managers to use
different devices to check attendees in at the same time. One member of
staff at the main door may use his/her mobile phone while another at a
different entrance uses a tablet. Check-in is synced on the app across
all devices.
Customer Relationship Management (CRM) refers to a central database in
which you can store customer and attendee details. It contains
information such as contact and communication history. Event marketers
use it to communicate with and track communication with event
participants.
A dashboard is the main screen users first see when they enter a hybrid
or virtual event platform. It provides an overview of data and functions
that users can access easily.
Data residency is the physical or geographical location of a company’s information.
Day Delegate Rate (DDR) is the amount a venue charges per attendee per
full-day event. The cost usually includes equipment, room hire, and
catering.
You and your attendees can download this kind of app to your desktop and
use it on your laptop. Hybrid and virtual event platform companies
provide a desktop app.
Early bird registration is when you offer people the chance to buy a
ticket for your event at a discounted price for a limited time when you
first start promoting it. This is a great marketing technique for any
type of event.
Email marketing automation is the ability to set up automatic emails
that are sent to your event attendees. Some hybrid and virtual event
platforms have this tool built into their software, so you can send
customized emails directly from your event platform.
Event engagement is all about keeping your attendees captivated by
getting them to interact with your event content. Hybrid and virtual
event platforms have various engagement tools you can use. From polls,
Q&A, and chats to quizzes, challenges, and applause.
An event is the gathering of people for a specific purpose. Event
examples include conferences, trade shows, seminars, workshops, master
classes, product launches, event sponsorships, expos, festivals,
webinars, and networking sessions. Events can be in-person, hybrid, or
virtual.
Event Management Software (EMS) is a collective term that refers to the
hybrid and virtual event platforms you use to manage and run events.
Event marketing is the technique of organizing an event to promote a
product or service. Other methods that go hand in hand with event
marketing are content marketing, email marketing, and social media
marketing.
Event tech is a collective term to talk about software, apps, platforms,
and integrations developed to help event managers plan, run, and follow
up after events. Hybrid and virtual event platforms and technical event
equipment fall under the event tech category.
A feed is a hybrid or virtual event platform feature that event
organizers (and sometimes attendees) can post on to share news or
exchange information. It works in a similar way to a social media feed.
Floor plans clearly show the layout of a room or venue, so they are key
when preparing contingency plans at in-person events. They contain
specific details such as emergency exits, windows, and electrical
outlets.
A force majeure clause is a clause included in most venue contracts. It
basically states that the event venue is not responsible for events such
as war, labor disputes, or “acts of God” like hurricanes, floods, or
fires that could result in your event being canceled.
Gamification is an event engagement technique. It’s the process of
turning elements of your event into a game to incite your attendees to
actively participate and enjoy themselves.
GDPR stands for General Data Protection Regulations and sets forth
guidelines for data collection from individuals residing in the European
Union. If you’re collecting data from anyone in the EU for your event,
you need to make sure you’re adhering to GDPR requirements.
GDPR compliance tools ensure that you meet all the GDPR requirements.
This is essential for events that need to meet privacy and security
obligations.
The go-live is the moment a virtual event, live session, or live streaming broadcast starts.
The green room is where you’ll have your speakers wait before their
virtual event begins. In this space, you can run through technical
preparations, so they know what to expect.
You can allow for group registration on your event landing page if you
want to allow people to buy several tickets at once. This option is
common for B2B events that are aimed at large audiences and enterprises.
An honorarium refers to the payment a guest speaker receives for his/her services.
The event host is the person in charge of running the event or live
session. At a virtual or hybrid event, he/she is responsible for
starting and ending the live stream broadcast, presenting and guiding
the speakers, and introducing and handling live polls and Q&A.
A hybrid event involves two audiences: one that attends virtually
through a digital event platform and one that attends your event in
person at the venue.
A hybrid event platform is a software you use to facilitate your hybrid
event and help make sure both audiences are as engaged as possible
throughout the entire experience.
An in-person event is when your audience physically attends the event venue.
Installation & Dismantle (I&D) (or ‘Setup and Take Down’) is the
method of setting up equipment before an event and taking it down
after.
Integrations or API integrations are digital connections between
platforms. A hybrid or virtual event platform has integrations with
third-party providers so that data, for example, marketing information,
can be synced between both types of software.
Interactivity refers to a set of tools that are added to a hybrid or virtual event app to boost attendee engagement.
An itinerary is also known as a schedule or program. You can provide
your event team and attendees with an event itinerary, so they know
what’s happening and when.
A keynote is a presentation that introduces the main topic of your
event. It’s the opening speech and is usually carried out by your main
speaker.
The keynote speaker is your main speaker, the person who opens your
event. He/she literally sets the key or the tone of your event from the
very beginning. He/she is often a public or famous icon who grabs the
audience’s attention from the get-go.
Lead generation concerns getting potential customers’ interest in your
product or service. A lead is someone who shows interest in a product or
service but who perhaps isn’t ready to buy. Events can be a great
technique for lead generation.
Live applause is an engagement tool that many hybrid and virtual event
platforms have. It allows virtual attendees to click on the symbol of a
hand on their desktop or mobile app during a live session to show their
appreciation and interact with speakers directly.
A live broadcast refers to when the live stream is live and the audience can see and hear the speakers.
Live event captioning is the process of transforming speech into text on
the screen while presenters are speaking. It boosts your event
inclusivity and reach by making it accessible to those who are hard of
hearing, but also to those who can’t have the volume turned on. Some
virtual event platforms offer live event captioning in different
languages to help you reach a worldwide audience.
Live previews (or stream previews) are a way to see the stream in the virtual event platform studio before your event goes live.
Live stream overlays are logos, graphics, and designs that you can place within your live streams to brand your event even more.
Live streaming is when a live event, discussion, or session is shown in
real time over the internet via software to virtual event attendees, so
they can participate along with the in-person attendees.
Load in is the time in which an event organizer can set up event
equipment. Load out is the time in which he/she must dismantle the
equipment and remove it from the venue.
The event MC (Emcee) is the host who provides entertainment at your
event. This role is also known as the ‘Master of Ceremonies’.
MEEC is short for ‘Meetings, Expositions, Events, and Conventions’. It refers to these event industry sectors.
MICE is short for “Meetings, Incentives, Conventions, and Exhibitions”. It refers to these event industry sectors.
A mobile event app usually links to your hybrid/virtual event platform.
Event participants access it on their smartphones and can engage with
the sessions, network with other attendees, and more.
A moderator controls the flow of panel discussions, asking the panelists
questions and helping them move on to other topics. They may also ask
questions from the audience, including virtual attendees.
Multimedia is the term used to describe content that contains different formats, such as text, images, video, and audio.
A native application refers to specific application software that is developed for use on a particular device.
Net Promoter Score (NPS) is a measurement you can use to understand how
your attendees felt about the event experience. You simply send them a
survey asking them to give a rating on specific topics to determine the
score.
Networking involves interacting with other people and exchanging
information with the aim of developing professional relationships. Some
virtual event platforms have networking features to help attendees
connect.
A no-show occurs when someone signs up for your event but doesn’t attend.
A notification is an event update attendees can receive in the mobile
event app. It often contains information about session time changes or
updates about what’s going on with exhibitors.
On-demand content is recorded content from your event that is placed in
an online resource library, so attendees can watch it whenever and
wherever they please.
An onsite event is an event that takes place in a physical venue.
Open broadcaster software (OBS) is third-party open source software used for video recording and live streaming.
Open rates are measurements event marketers use to see how many people
have opened an email they sent. Some event platform providers allow you
to track this statistic.
An overhead projector is a piece of equipment you can use at your
in-person or hybrid event to project enlarged images onto a screen or
wall.
A PA system is short for ‘Public Address System’. It’s equipment that
amplifies the sound from one room to another. That means participants
can hear the same thing from different areas of the venue.
Participants are the people attending your event, whether they’re attending virtually or in person.
Participant matching is the name of a virtual platform feature that
collects participants’ common interests, fields, and skills. It uses
this information to help with networking and knowledge sharing during
events.
A poll is a question, or multiple questions, that are sent out by you or
your staff members via the mobile event app to your attendees
throughout the event. Sometimes it’s during a live session to encourage
engagement, and other times it could be a way to get real-time feedback.
Post-event feedback involves asking your attendees for their comments
after your event. You could do this using surveys or interviews. It’s a
way for you to understand the success of your event and how you can
improve in the future.
A post-event report describes brings all the details of the event in one
place. For example, the number of attendees and no-shows, the total
cost, and the ROI. This helps determine your event’s success.
Pre-event feedback involves asking attendees for information about
themselves, usually via a questionnaire. This is a way to understand who
will be attending your event and who your leads are.
You can offer pre-registration to your attendees if you want to give
them the chance to sign up for a session before the day of the event.
A prize store is a place where attendees can redeem the points they
earned throughout your event in exchange for a prize. This is a great
way to keep your audience engaged and leave a lasting impression.
A pro forma invoice is a bill that a supplier provides before they deliver a service, so you know how much it will cost.
A proposal is an offer document a vendor writes and sends to a
prospective buyer when they have inquired about their product or
services. In the proposal, vendors aim to meet the buyer’s requirements
and give details about costs and availabilities.
Push notifications are the types of notifications that show up on
someone’s smartphone screen even when they aren’t using the event app.
Encourage participants to enable these notifications so they receive
important event updates.
Push to screen refers to the action of displaying a Q&A question on
screen during a live stream. This is so that the host and speakers can
answer the question and the audience can see what question they are
responding to.
Q&A (questions & answers) is a feature that many hybrid and
virtual event platforms have. It’s a tool that allows participants to
send questions to the host and speakers during a live event. You can
moderate questions and choose which questions to show to the audience on
screen by using the ‘push to screen’ function. This is a fantastic way
to keep your audience engaged.
A QR code is a black and white square made up of customized pixels.
Smartphone users can scan these and be taken to the event’s website,
where they can purchase tickets or find relevant information about
speakers, dates, locations, agendas, and more. Event organizers can also
use them for event check-in at in-person events.
A QR scanner is a device used to scan QR codes quickly and easily.
Release notes refer to the technical documentation that event software
companies produce and distribute when there are product updates. They
very briefly describe a new product or specific changes that have been
made to the current product. It’s key to keep up to date with this
information to make the most of your hybrid or virtual event platform.
A Request for Information (RFI) is the step before a Request for
Proposal. It’s a document in which you enter all your research about
potential vendors to gather information about their products and
services.
A Request for Proposal (RFP) is a document where you enter all the
information about your virtual or hybrid event and then present it to
vendors (venues, caterers, AV companies) to get bids. You may need one
for hybrid event platforms, event management systems, and other
businesses you’ll work with for your event.
Return on Event (ROE) is about the impact an event has on a business
overall. Event marketers calculate this figure by asking questions such
as “How many product signups did we get after our event?” ROE helps you
drive your event strategy.
Return on Investment (ROI) measures the ratio between the net profit
made after your event and the amount you spent on producing your event.
This helps you understand your event’s financial performance.
RTMP stands for real-time messaging protocol. This technology helps make
it possible to live stream your event and cut down on latency or
buffering issues.
RTMPS streaming is a streaming partner that works through RTMPS
capturing and allows you to stream to your participants via your event
app from a separate broadcasting tool.
A Run of Show (ROS) is a short manual that keeps your event team on the
same page. It briefly lists timing, deadlines, and other key
information.
Sessions are smaller meetings or workshops that can occur in a breakout room during a large hybrid or virtual event.
Participants’ sightline is their ability to see everything on stage from
where they are. It’s particularly crucial for hybrid and virtual events
because you want your virtual audience to be able to see everything
that’s going on, so they feel like they’re physically there.
Simulive is a merge of the words ‘simulated live’. It describes
pre-recorded content that you schedule to play on the day of the event.
You can combine the pre-recorded video with live polls to boost virtual
engagement.
Simultaneous interpretation is when a qualified interpreter interprets what’s being said orally while the presenter is speaking.
Single sign-on (SSO) is an authentication method used on many hybrid and
virtual event platforms. It allows users to securely log in on multiple
applications and websites using the same credentials.
Event organizers conduct site visits when they go to see what a venue is like and whether it’s suitable for their event.
Speakers are the people who are talking at your event, whether they are in person or contributing virtually.
Sponsors are companies or organizations that support and attend your
event in return for brand exposure, leads, participant data, etc.
Hybrid and virtual event platforms have studios that are the virtual
equivalent of live production studios. This tool allows you to live
stream your events.
A tech stack is a collective term to refer to all the digital tools and
platforms you use for your events. Examples of software that could be in
your event stack are event management software, CRM platforms, event
apps, and video conferencing tools.
Technical rehearsals are must-haves for any type of event, but
especially for hybrid and virtual ones. You should rehearse all the
technicalities to make sure everything will run smoothly on the day of
the event.
Some hybrid and virtual event software include templates you can use to
help you build your events. That means you don’t have to start
completely from scratch and can save valuable time in the event planning
stage.
Theme editors are a feature that customizable event platforms have. They
allow you to personalize the colors, logo, and graphics of your event
app to match your brand.
Ticketing analytics allow you to analyze all the information about
ticket purchases, including the profit, revenue, average price, and the
number of tickets sold, for example. Event registration software usually
provides this tool.
Trade shows are B2B exhibitions where companies promote their products
or services. They are usually for companies from the same industry but
don’t have to be.
Transcriptions are documents that contain a speech, presentation, or
discussion from an event. These can be used for on-demand content or
content repurposing after an event.
Video calls are a way for people to communicate face to face using
technology. During virtual events, you can use video breakouts, so that
attendees can communicate in groups as if they were attending an
in-person event.
Video chats are a feature of some virtual event platforms that allow
participants to chat with one another during one-to-one or group video
calls at events.
Video conferencing is the real-time, two-way communication of video and
audio between two different locations or time zones. You’ll use this for
breakout sessions and other events where virtual attendees interact
with each other or with in-person audience members.
Video on-demand is a recorded session or video from an event that people
can view whenever and wherever it suits them. This is a great way to
make event content available to those who couldn’t attend.
Virtual booths are spaces within large virtual and hybrid events where
sponsors and exhibitors can market their products and services to
attendees. They can upload resources about what they offer and also set
up breakout rooms to interact with attendees directly.
Instead of an event at a physical location, a virtual event is held
entirely online and provides a place for attendees to network and
interact virtually.
A virtual event platform is a technology that hosts all aspects of your
virtual event, from the virtual exhibition hall to the event
registration information.
A virtual private network (VPN) protects people’s internet connection
and privacy online by encrypting the connection. This is key when
establishing a protected network connection at your hybrid and virtual
events.
Virtual reality (VR) is an artificial, immersive experience that can be
similar to or entirely different from real life. It is an interactive
environment created by computer-generated simulation. It’s a great way
to engage attendees at your events.
You create a waitlist for people who sign up for an event or a session
that has no spaces left. If a place becomes available, you can offer
people from your waitlist the chance to attend your event.
You and your attendees can use this kind of app on your desktop browser.
Hybrid and virtual event platform providers have a desktop app.
Webcasts are presentations or videos broadcasted on the internet using live streaming technology.
A webinar is a smaller virtual event, usually focused on one specific
topic a presenter or panel will discuss. It can also be hosted on a
virtual event platform.
WebRTC is an HTML5 technology that allows video communication and audio
to work on web pages without installing any kind of plug-in. This
technology helps power webinars and other virtual events.
A wrap-up refers to the meeting or debrief you hold straight after an
event. It’s a way to bring together event data, celebrate your event’s
success, and find ways to improve for future events.
When it comes to virtual and hybrid events, there’s a lot to learn – and
a lot to do to make sure your event provides a strong ROI.
Now that you’re familiar with these essential event terms, you might
feel ready to book a demo with our hybrid and virtual event experts who
can show you how SpotMe’s event platform works.
And remember, if you hear any event planner terms and forget what they mean, come back to this glossary to jog your memory.
