Prior to 2020, virtual and hybrid events had already become a valuable part of most companies’ event strategies based on their flexible production capabilities, engagement tools and wide reach. And now, as health and safety remain top of mind, they continue to provide a safer alternative to traditional physical events. But despite their growing popularity, a learning curve still exists when hosting virtual or hybrid events, and operating the technology they require.
That’s why we enlisted the help of our expert Virtual Meeting Producers to assemble a guide of 100 essential terms, so you can be well-versed in every aspect of your next event. This glossary will immediately help streamline your planning and provide a handy cheat sheet as you continue to learn. Alongside this insight, we highlighted key features from our proprietary platform, Convene Virtual Meetings, so you can picture how they’re put into practice and get to know more about our best-in-class offering.
Whether you’re an experienced event professional or new to the industry, the info included in this ebook will enhance your skills and help make your next meeting both successful and seamless.
Scroll down for a sneak preview of the glossary.
A 1:1 is a meeting between two people that typically occurs outside a main event or other official keynote stage. In virtual events, it pays to have a platform that allows attendees to browse opted-in audience members—including your company’s salespeople and your sponsor’s representatives—to book individual conversations. Whether virtual or in-person, they’re a fruitful networking tool for all involved.
An agenda describes the events of the day and outlines the details of the presentation, including its synopsis, speaker lineup, and schedule. Agendas can be integrated in virtual event platforms as an interactive model that allows attendees see the schedule and navigate available programming.
Convene Virtual Meetings includes an agenda feature which allows attendees to filter the event’s programming schedule to easily visualize which sessions and breakout rooms they would like to attend.
API (Application Programming Interface) facilitates the sharing of data and information for software made by different developers. This includes controlling and commanding functions, as well as pure data exchanges.
Application sharing is a remote collaboration tool that allows presenters to share a program or platform with others for viewing. In the virtual environment, it’s used to provide live demonstrations and walk audiences through the ins and outs of particular tools.
An attendee profile is created for all participants of a virtual event and features any information about themselves they’d like to share with other attendees. It’s a valuable tool to connect attendees for virtual networking and can include elements like their name, company, title, and photo.
Attrition rate measures how many event registrants actually attended a specific event.
It’s calculated by dividing the number of guests that attended your event by the total number of guests that registered to attend the event. For example, if 100 people register for an event and only 70 are in attendance, this event’s attrition rate would be 30%. When planning your next event, the attrition rate will help you determine how many people to invite to reach your target attendance.
Audience view accounts of anything you see on your screen when you’re tuning in for a virtual event. It includes the video feed of the speaker as well as any content shown during the presentation.
It’s Murphy’s Law: whatever can go wrong, will go wrong. This adage rings true for technology, too. That’s why it’s critical for remote presenters to secure backups, such as a second device or cell phone, to easily reconnect to the virtual meeting platform or connect their audio/video in the event of a glitch. Microphones, audio, and various kinds of video equipment can experience errors during in-person events as well, so it’s always a good idea to have backup equipment on hand.
Back of House
Areas of service and support that aren’t seen by guests are referred to as the back of house. This includes, but isn’t limited to, the video and audio control rooms, and other rooms reserved for production.
Also referred to as a “pod” or “round set,” this seating arrangement utilizes round tables with chairs around them. It’s the best arrangement for galas or award ceremonies where dinner service is included and conversation is expected.
In computing, bandwidth speaks to the maximum rate of data transfer across a given path. It can be characterized as network bandwidth, data bandwidth, or digital bandwidth. You can think of bandwidth like a water pipe: the larger the pipe, the more water it can carry from point A to Point B. But if the pipe is too small for the water passing through it, it could run slowly or even burst. In virtual events, bandwidth is most commonly used to reference the Internet which ultimately defines the network’s ability to deliver high quality audio and video feed from a presenter to a remote audience.
Often referred to as a “blackout,” this term refers to a period of time when a venue or virtual platform is unavailable for use. It could be caused by high demand or limited availability, a major holiday, or a previously scheduled event.
In this setup, attendees are seated facing one another around a square, rectangle, oval, or round table. Designed to facilitate conversation, it’s particularly useful for trainings and committee meetings.
In virtual events, brandability refers to a platform’s design customization, including the overall layout of the page, as well as the use of specific colors, images, and videos in both the event and registration pages. These designs use HEX codes, photos, and external links to illustrate the client’s brand persona and give virtual presentations a personalized feel.
Convene Virtual Meetings partners hosts with a Virtual Event Manager who collects all logos, bios, agendas and other collateral to create a curated digital environment that accurately represents their brand.
Breakout rooms are a shared space where smaller groups of attendees can meet separately from the entire audience. They’re often used to deliver more specified content and allow attendees to curate their event experience by viewing content that best suits their interests. This intimate meeting experience can be achieved in person or virtually.
The Breakout Rooms on Convene Virtual Meetings support more personal interaction and deeper discussion among attendees with video presentation, 2-way audio, host controls, and basic analytics tracking.