Devil is in the details’ is a variant of a
proverb, referring to a catch hidden in the details. It means that whatever one does should
be done thoroughly; details are important. This is never more true than it is in the
art and science of strategic event planning. This is video number 41 is this series on
strategic event planning, and we’ve truly discussed a huge percentage of what there
is to learn. Now we’ll make sure you have an A to Z checklists of things that will come
up at most, if not all of the events you plan. If you add the following knowledge base to
your vocabulary and your detail checklists, you’ll be pretty close to making sure nothing
falls through the cracks! The As
Actual Cost: Costs that have been derived from historical data or actual quotes and
those not solely reliant upon averages or estimated increases in costs.
Advance Order: When you place an order for services with a contractor prior to the installation
date. Advance Rates: The associated fees for orders
placed in advance, quite often there are discounts included when paying in advance.
Advance Receiving: When items or freight need to be sent prior to a show, the show management
sets up a location to receive the freight where it is stored and later shipped to the
show at the appropriate time. Aisle Carpet: The carpeting that is installed
along the walkway, generally in trade show aisles.
Aisle Signs: Identifying signs that designate numbers or letters to exposition aisles. These
signs are usually suspended. Arrival Pattern: The expected arrival days
and times for attendees. Assembly: The process in which an exhibit
is created and installed from its components. This process is also referred to as Installation
or Set Up. The Bs
Baffle: A partition specifically constructed to control traffic, light, air, or sound.
Bill of Lading (B/L): The official document that establishes the terms for transport of
goods between specific points for a pre-determined charge between a shipper and a transportation
company. Boneyard: The area where empty crates or contractor
materials are stored. Booking Policy: The guidelines used by a convention
center to prioritize reservations; often correspond to hotel rooms used by the event in the area.
Booth Number: Show management assigns numbers to identify an exhibitor’s floor space.
Breakpoint: The amount level that receives a discount due to volume.
Build and Burn: A one-time use booth specifically designed for easy installation and deconstruction.
Butlered Service: Service where servers pass around hors d’oeuvres on trays.
The Cs CAD/CAM: Computer-Aided Design/Computer-Aided
Manufacturing. It refers to the use of computer technology to assist in the design and drafting
of a product or structure. C.I.F.: Stands for Cost, Insurance, Freight
and is a pricing term that indicates that the stated price includes these charges.
Carpenter: A skilled professional who installs and dismantles exhibit properties. Also uncrates
and recrates exhibit. Carpet Tape: Adhesive that is double-sided
tape used between the edge of a carpet and the floor.
Cartage: Moving of exhibit properties over a short distance or the fee for transporting
freight. Certificate of Inspection: A certifying document
that states that, immediately prior to its shipment, the merchandise was in good condition.
Cherry Picker: Large equipment used to lift people to a given height.
Consignee: The person or agent to whom goods are shipped.
Consignor: A person or agent who sends goods to the consignee.
The Ds DIM Weight: A billing technique used in shipping
freight that measures the volume of a package. The formula is length x width x height divided
by 194 for domestic shipments, or divided by 166 for international shipments.
D.T. Labor: Refers to Double Time Labor or any work performed on overtime that is charged
at twice the published rate. Dead Man: A temporary post that helps support
the weight of an overhead structure during installation.
Dead Time: Also known as down time, a period of time when, due to factors beyond their
control, workers are unable to perform their duties.
Dock: The location, usually a platform, where freight is loaded onto or removed from vehicles
for transport. Draper: A skilled craftsperson who installs
special décor, fabric and/or drapes for an exhibit or event.
Drayage: The transportation of show materials from shipping dock to booth for show set up
and later back to the shipping dock for return shipment at the end of the show.
Duplex Outlet: An electrical outlet that has twice as many plugs.
The Es Elevations: Scaled drawings of an exhibit
that depict front and side views. End Cap: An exhibit space that has aisles
on at least three sides. Event Resume: A document distributed to each
department in-house that addresses the issues, needs, and important information that are
pertinent to a show and includes the time of events, set-up information, and public
access. The Fs
FHC: Acronym for fire hose cabinets that usually appear as a notation on floor plans indicating
their locations. Fire Lane: An aisle that allows emergency
egress as well as entrance for emergency personnel that must be kept clear of obstructions.
Flat Room Rate: The basic rate of a room without any discount or special offer.
Floor Manager: An individual who is responsible for the exhibition area and is representing
show management. Floor Port: A utility box that contains electrical,
telephone or plumbing connections and that is recessed in the floor.
Foam Core: Heavy paper stock covers a rigid foam center, often used for mounting signs
or displaying art. Four Hour Call: Union labor must be paid for
a minimum work period of four hours. The Gs
Gangway: International term referring to the “aisle”.
Grid System: A network of structural members, electrical conduits, and other support systems
on a pattern of centers. The Hs Hard Card: Work order for labor or services
or drayage contractor’s record of materials received or shipped.
High Jacker: Equipment used to lift people to a given height.
The Is I&D: Initials that stand for Installation
& Dismantle (of an exhibit). The set up and take-down of exhibits.
Infringement: An exhibitor’s unauthorized use of floor space outside the leased booth
area. In-line: An exhibit that is constructed in
a continuous line along an aisle. Island Exhibit: A display with aisles on four
sides. The Ks
K.D.(Knockdown): An exhibit with separate components that must be assembled on-site.
Keynote: Opening remarks of a meeting that set tone of the event and motivate attendees.
The Ls Labor Call: The method of securing union employees,
the time specified for labor to report, or the minimum amount for which labor must be
paid. Labor Desk: Exhibit hall location where exhibitors
may place orders for labor. Lock-Up: A secure storage area within an exposition
facility. The Ms
Marshaling Yard: A lot where trucks gather for orderly dispatch to show site.
Masking Drape: A cloth used to cover storage or other unsightly areas.
Meter: The most common width for a backwall panel. (1 Meter=39.37 inches)
The Ns N.O.H.M.: Acronym for Not Otherwise Herein
Provided. The Os
Open Seating: There is no assigned seating. Extra tables are placed, but not fully set;
these can be prepared quickly if more guests show up than expected.
The Ps P.D.: Initials stand for Per Diem or per day.
P.W.: Initials stand for Packed Weight or the weight of the freight that includes the
packing materials. Pad Wrap: Protective padding used to cover
uncrated goods when shipped via van line; also known as blanket wrap.
Pallet: A low wooden frame used to support heavy objects or groups of materials for easier
handling and is usually used as a platform for objects that are moved by forklift.
Peninsula Display: An exhibit with aisles on three sides.
Perimeter Booth: A booth space on an outside wall.
Pro-number: A carrier-assigned number used to designate a specific shipment.
The Qs Quad Box: Four electrical outlets in one box.
Quartered-round: Wedge-shaped table with one round edge.
The Rs Raceway: Metal or insulated rubber tubing
used to channel electrical wires. Rail: A low wall used to divide exhibits.
Return Panels: Side panels joined perpendicular to the backwall.
Rigger: A skilled worker responsible for handling and assembly of machinery.
Right To Work State: A state where no person can be denied the right to work because of
membership or non-membership in a labor union. Riser: A platform for people or materials.
The Ss S.T. Labor: Refers to Straight Time Labor
which is work performed during normal work hours at the standard rate.
Scissors Lift: A platform that is motorized and used to lift people to a given height.
Scooter: An electric or gas cart often used to transport materials and people.
Scrim: A specific type of fabric that is transparent when lighted from the rear but is opaque when
lighted from the front. Security Cages: Secure cages that are provided
to exhibitors for locking up materials. Sign Standard: A frame on a stand into which
a sign can be inserted for display. Skid: A low wooden frame used to support heavy
objects or groups of materials for easier handling and is usually used as a platform
for objects that are moved by forklift. Stanchions: Posts used to support signage
or other elevated objects. The Ts
TCO: Acronym for Total Cost which refers to the total money, time and resources associated
with a purchase or activity. Target Date: A date for the arrival of freight
at a trade show that is set by show management and usually there is a penalty charge for
shipments received before or after this date. Transient Space: Rental space for a short-term.
The Us Union: A workers’ organization that is formed
with the purpose of protecting workers’ rights and increasing the bargaining power with an
employer on such issues as wages, hours, and benefits.
The Vs V.A.T.: Acronym that stands for Value Added
Tax, which is a tax that has been added to the overall price of a product, because of
the value added to the product by processing. Visqueen: A clear plastic sheeting that is
used to protect exhibit carpeting until the show opens. It also helps with the installation
of exhibits as the components can slide on top of it during setup, allowing you to align
and put together simply by pushing them into position.
The Ws Wharfage: A fee assessed for handling cargo
at a pier. Work Rules: Regulations that specify the work
hours, pay structure and other conditions of a craftsperson’s labor.
Work Time: The period of time that a craftsperson is paid which begins when he or she is turned
over to an exhibitor and ends upon release by the exhibitor.
Usually, we would apologize to you for reading a list of vocabulary in a training video,
but not this time. We refer to this glossary of terms—not already used or explained in
previous videos—as the details. These terms will be thrown about, seemingly casually,
throughout your event management career. The thing is, they mean something and what each
one means comes with benefits or consequences. They represent details that aren’t in the
forefront of your planning process, but come to it during implementation. They can bedevil
you if you don’t know them. We thank corporateeventplanningco.com for
compiling one of the industry’s best glossaries.