Conference Meeting Facilities Terminology

Attrition Costs: expense determined by the difference between the number of rooms required in the contract and the actual number of rooms occupied.

Breakout Rooms: small meeting rooms suitable for training sessions and discussions.

Cancellation Policy: in case the meeting is cancelled by the client after a designated date, the service provider has the right to request compensation.

Day Rate: daily rate charged by Conference Meeting Facilities for guests who attend the meeting a full day, yet do not use the sleeping rooms.

Event Order: an outline of the meeting plan including all significant details, such as time, location, number of participants and technical requirements.

Fam Trip (Familiarization Trip): program designed to acquaint potential clients with the facilities and services.

Guarantee: in order to ensure that the facility has enough food to serve for the meals, the client is required to submit the final number of attendees 72 hours prior to the event.

Indirect Costs: expenses that are not directly related to the event.

Janitorial Service: service carrying out the cleaning of a meeting facility.

Labor: contracted workers who perform services, e.g. catering personnel.

Main Tent: room where business sessions or presentations are held.

No-Show Charge: the (partial) costs associated with an attendee that did not show up.

Pre-Con: meeting held between the organizers and service providers, prior to the event.

Transfers: transportation pre-arranged between the Conference Meeting Facilities and target destinations.

Use Day: term refers to the base unit when calculating the occupancy of a facility.

Utilities: specific energy needs of the event organizer