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Event planning terminology; Terms you need to know

None of the following terms are new, but in today’s context, you should know them, especially if you’re an event organizer or marketer.
These terms apply to hybrid and virtual events.
There are many more terms in this regard that we have listed only the most important and most commonly used ones.

 

 

Accessibility

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.

 

 

Agenda

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.

 

 

API

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.

 

Aspect ratio

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

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.

 

Attrition rate

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%.

 

B2B event

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.

 

Backstage

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.

 

Bandwidth

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.

 

Breakout rooms

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.

 

Check-in apps

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 quick and easy.

 

Closed captions

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

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.

 

Day Delegate Rate (DDR)

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.

 

Early Bird Registration

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.

 

Engagement

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.

 

Event Management Software (EMS)

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

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.

 

Gamification

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

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.

 

Group registration

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.

 

Host

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.

 

Installation & Dismantle (I&D)

Installation & Dismantle (I&D) (or ‘Setup and Take Down’) is the method of setting up equipment before an event and taking it down after.

 

Integration

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.

 

Lead generation

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 event captioning

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.

 

Moderator

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.