25 Must-Know Meeting Planning Terms

The meetings industry has its own vocabulary, as do its many segments, from trade shows to medical meetings. The most comprehensive glossary in the industry, published by the Events Industry Council, lists approximately 1,400 terms and acronyms.

Skift Meetings has narrowed this down to 25 must-know terms.

1. Attrition

Used in hotel contracting, attrition is the number of rooms that are not used by registrants. The attrition rate is the percentage of the whole; if 100 rooms are set aside and 90 are booked, the attrition rate is 10%. 

2. Banquet Event Order (BEO)

A document outlining all the specific event logistics and instructions a venue needs to successfully execute an event, from dates and times to room setup to F&B and AV details.

3. Breakout Rooms

These are small meeting rooms used for specific sessions held as part of a larger conference or event.

4. CMP

The most widely recognized certification for meeting professionals, the Certified Meeting Professional (CMP) program is administered by the Events Industry Council (EIC) and was launched in 1985. 

5. Comp Rooms

Depending on the number of rooms your group uses, the hotel may provide complimentary room nights. Typically, comp rooms are allocated for every 30 (1:30) or 40 (1:40) attendees, and are agreed upon at the contracting stage.

6. Convention & Visitors Bureau (CVB)

Local organizations that meeting planners can contact for free assistance with everything from hotel and supplier selection, to destination information, to event marketing help. 

7. Convention Services Manager (CSM)

A hotel’s main representative for meeting groups, who acts as the liaison between the planner and sales, catering, AV, and other departments. 

8. Cut-Off Date

The date by which a contracted room block is finalized. For example, if the contracted rooms have not been reserved by the October 30 cut-off date, they will be released to the general public.

9. Destination Management Company (DMC)

DMCs are companies with extensive knowledge about a specific destination that planners can hire to manage logistics — everything from transportation to entertainment.

10. Dinearounds

Dinearounds are dinners where attendees can either choose from a list of local restaurants, or are assigned to one, and dine with an intimate group of attendees. Some dinerarounds are progressive, where the small groups move among restaurants for different courses: appetizers, the main course, and dessert.  

11. FAM Trip

A FAM is an organized event to showcase a destination or a single hotel to interested planners. It is hosted by either the CVB/ tourist board or the hotel itself, and often includes time exploring the destination and activities that planners might incorporate into their events.

12. Force Majeure Clause

This clause is included in most venue contracts. It prevents the facility from being held liable if it is unable to meet its end of the agreement due to circumstances beyond the venue’s control. These circumstances include events such as war, natural disasters, or other “Acts of God.” 

13. Guarantee

The confirmed number of meals the planner commits to, regardless of attrition. Hotels typically require a 72-hour guarantee prior to the event.

14. Keynote

This term refers to a speaker who is the highlight of the meeting or event. His or her presentation or speech often sets the tone or displays the theme of the event and is intended to motivate or inspire attendees.

15. Load-In

A specific period of time for loading in equipment/items to install at an event. The term is often used in relation to trade shows held at convention centers.

16. Master Account

The main billing account set up by the planner with the venue, to which all charges should be applied.

17. MICE

MICE is an acronym for Meetings, Incentives, Conventions, and Exhibitions.

18. Pick Up

The number of hotel rooms actually used by the group, as opposed to the number of rooms initially blocked off for the event.

19. Plus Plus (++)

Taxes and gratuities charged by a venue above and beyond the basic room rate. These can include everything from resort fees to city tax.

20. Rack Rate

The standard or published rate for a hotel room. This is often the highest rate vs. the negotiated rate.

21. Request for Proposal (RFP)

A request completed by the meeting planner that lists all the specifications required for an event. This is used by hotels and other suppliers to price out and bid for the business.

22. Room Block

The total number of sleeping rooms booked in a meeting contract.

23. Run of Show

A run of show is a minute-by-minute guide that outlines the timing, cues, and other important details for the team.

24. Site Inspection

A visit by the planner, either hosted by a CVB or hotel or paid for by his or her company, to assess everything from the destination itself, to the guest and meeting rooms, to the F&B and service.

25. SMERF

Referring to social, military, educational, religious, and fraternal meetings, this is a segment of the broader meetings industry.