Glossary
Jon Finch
Glossary
When asynchronous participation occurs, attendees participate in a virtual event at different times by accessing pre-recorded content like videos or presentations on their own schedule.
An avatar is a graphical representation of an individual used within an online virtual event platform, usually taking the form of a 2D or 3D modeled human.
A bachelorette party, or "hen night," is a celebration for the bride-to-be that's usually organized by her bridesmaids or close friends. The bachelorette party is a chance for the bride to enjoy a fun outing with her friends before the wedding.
"Booth babe" is a term used to refer to attractive promotional models hired to draw attention to a company's booth at a trade show. Some regard this term as outdated.
A brand ambassador is a person hired to represent a brand in a positive light and by doing so help to increase brand awareness and sales. At a trade show, a brand ambassador might demonstrate a product, interact with attendees, or perform other activities to promote the brand.
A breakout session is a smaller session, workshop, or meeting that takes place within the larger trade show. These sessions allow for more focused discussion or interactive learning on topics.
A bridal shower is a gift-giving party held for the bride-to-be in anticipation of her wedding. It's a chance for the bride's close female relatives and friends to spend time with her before the big day.
The ceremony is the formal part of the wedding where the bride and groom exchange vows and are officially married.
A chat feature is an option within a virtual event platform that allows attendees to communicate with each other and event hosts in real time through text messages.
Conjuring (to conjure) can have the two related meanings listed below.
To summon or evoke (something, especially a spirit) by the use of magic spells, incantations, or rituals. Used especially when referring to witches, sorcerers, magicians, etc. For example, "The wizard conjured a spirit to assist him."
To devise, fabricate, or contrive, especially with deceitful intent. For example, "The magician conjured up doves and illusions to fool the audience."
To "conjure" means to summon, evoke, produce, or fabricate something (often in an imaginative, deceitful, or magical way), especially with the use of spells, incantations, rituals, or ingenuity. The key aspects are: summoning, producing, inventing, and often with magical, imaginative, or deceitful overtones.
A convention center is a large venue that hosts conventions, conferences, trade shows, and other large events. Eight key features of a convention center are listed below.
- Large, open spaces that can be configured into rooms of various sizes using movable walls/partitions. This allows hosting multiple events simultaneously.
- May contain one or more auditoriums for keynote speeches and presentations. Auditoriums can seat hundreds or thousands of attendees.
- Exhibit halls for trade shows and expos. These large, open halls allow companies to set up booths/displays.
- Meeting rooms for breakout sessions and smaller meetings. Rooms can host anywhere from a dozen to hundreds of people.
- Catering facilities like kitchens and banquet halls to serve food and refreshments to event attendees.
- Additional facilities like lobbies, registration areas, press rooms, etc. to support events.
- Designed to host thousands of attendees simultaneously across multiple events. Location is usually in or near major cities.
- Managed by professional event staff who handle booking, logistics, room setups, catering, audio/visual, security, etc.
A convention center is a versatile, large-scale facility purpose-built for hosting conventions, conferences, trade shows, and other major events in a metropolitan area. The configurable space and support facilities allow serving many events and attendees simultaneously.
The COVID-19 pandemic significantly impacted virtual events and accelerated adoption of virtual technology platforms. Seven key effects are listed below.
- Mass cancellation of in-person events due to lockdowns, social distancing, travel restrictions, and health concerns. This included conferences, trade shows, networking events, training workshops, etc.
- Rapid pivot by event organizers to adopt virtual event platforms as an alternative. Tools like Hopin, vFairs, Run The World, etc. saw huge growth.
- Learning curve for organizers and attendees in using virtual platforms effectively. Issues like video conferencing fatigue arose.
- Experimentation with innovating virtual event formats, engagement tactics, monetization models. Examples like virtual happy hours, 3D virtual worlds, gamification.
- Challenges in fully replicating the spontaneity and serendipity of in-person events online. Networking and informal interactions were harder.
- Benefits like wider audience reach, lower costs, saved travel time led many organizers to consider permanent hybrid virtual/in-person models.
- Uneven adoption across industries and geographies based on digital maturity, demographics, tech constraints.
The COVID-19 pandemic disrupted the events industry and accelerated adoption of virtual events. While challenges remain, virtual events are now seen as a core part of the modern events toolkit.
An exhibitor is a company or individual who displays their products or services at a trade show.
A floor plan is a diagram showing the arrangement of booths and other features at a trade show.
Hopin is an all-in-one virtual events platform used to host large-scale online events with networking, session streaming and engagement tools.
- In-person component at a physical venue for local attendees with space/safety precautions.
- Virtual component streamed online for remote attendees via a virtual event platform.
- Options for attendees to join either in-person or virtually based on location and preference.
- Shared content and unified schedule across in-person and virtual experiences.
- Presenters delivering sessions to a combined physical and remote audience.
- Opportunities for both in-person and virtual attendees to interact and network.
- Potential for simulcasting or alternating content streams for in-person and virtual audiences.
- Integrated technologies like live-streaming, video conferencing, virtual chat, mobile apps, etc. to bridge the physical and digital components.
- Dual staffing model of onsite event managers and remote event moderators.
- Robust internet connectivity and AV setup required in the physical venue.
Live polling is a method within a virtual event of gathering response data from attendees in real time via multiple choice surveys or yes/no questions, often displayed as charts or graphs immediately.
Live Q&A is a feature within a virtual event, allowing attendees to ask questions and receive answers from speakers in real time, usually via text boxes or chat.
Live video streaming is the broadcasting of a virtual event's video content in real time over the internet.
The maid of honor is the bride's chief assistant before and during the wedding. She often helps with planning, provides emotional support, and the maid of honor helps the bride get ready on the wedding day.
Microsoft Teams is a communications tool within the Microsoft 365 suite that can be used to set up virtual events with video calling, chat and content sharing capabilities.
Name badges are labels worn by attendees at a trade show, often including the person's name, their company name, and other relevant information. These badges help facilitate networking and professional interactions. Name badges are commonly used at trade shows to identify attendees, exhibitors, and staff members. The name tags can be custom-designed, and can be made of paper, plastic, metal, or other materials. Name tags can be worn on a lanyard, clip, or magnetic fastener. Name badges are an important tool for networking and making connections at trade shows.
A networking break is an informal period of time scheduled during a virtual event to allow attendees to socialize and form connections via features like breakout rooms, video calls and chat.
Podcasting is the distribution of audio recordings related to a virtual event, often as a series allowing attendees to listen on-demand whenever convenient.
A presenter is a person who speaks publicly to the attendees at a trade show, often to introduce a new product, discuss a topic, or conduct a demonstration.
A product demonstration at a trade show is a promotional presentation of a product or service, often involving a practical demonstration of its use or operation.
A product demonstrator is a person who demonstrates a product's use or features to potential customers at a trade show. This can involve practical demonstrations, explanations of features, and answering questions from attendees.
Registration is the process by which trade show attendees provide their information, often including payment, to secure their participation in a trade show.
When synchronous participation occurs, attendees participate in a virtual event at the same time while separated by distance, using technologies like video-conferencing.
A trade show is an exhibit-based corporate event where companies showcase and demonstrate their products and services. Trade shows provide an opportunity for sales teams to connect with prospects and customers. Trade shows often take place at convention centers and last multiple days. Exhibitors rent booth space to display products, capture leads, and network. Trade show exhibitors may rent trade show presenters or trade show entertainers, including trade show magicians, to draw traffic to their trade show booths.
A trade show display is a type of exhibit used by companies at trade shows to showcase their products or services. These displays can range from simple tabletop displays to elaborate multi-story exhibits.
A vendor is a professional or company providing a specific service or product at a trade show, such as catering, entertainers, audio/visual equipment, or promotional materials.
Video streaming refers to the transmission of video content over the internet in real time. Nine things to know about video streaming are listed below.
- Allows organizers to broadcast video content like presentations, speeches, performances, etc. to online viewers. Replaces in-person attendance.
- Requires encoding live video into a compressed digital format and transmitting it over internet via streaming protocol.
- Popular streaming protocols used include RTMP, HLS, WebRTC, RTSP, etc. These handle video packet transmission.
- Video players on attendee devices receive the video stream and decompress it in real time for viewing. Common players like Flash, HTML5, etc.
- Streaming services like Wowza, Azure Media Services provide cloud encoders, CDNs for scalable streaming delivery.
- Streaming quality dependent on factors like internet speeds, bandwidth, compression rate, video resolution etc.
- Features like closed captioning, sign language insets can make streams more accessible.
- Interactivity can be added via chat, polls, Q&A, or by taking live feed of virtual audience reactions.
- Allows for monetization via pay-per-view access, sponsorship, ads, subscriptions.
Video streaming enables virtual events to deliver engaging video content to online audiences globally, though requires robust technical infrastructure.
A virtual conference is an online event featuring keynotes, sessions, exhibit booths and networking opportunities using online platforms. A virtual conference is a meeting that takes place entirely online using video conferencing and collaboration platforms instead of having in-person attendance. Key features of a virtual conference are listed below.
- Live streamed and pre-recorded presentations, talks, and sessions from different speakers and subject matter experts.
- Virtual exhibit halls with sponsor booths, downloadable materials, and representatives available for live chats/video calls.
- Networking opportunities through text and video chat rooms or one-on-one video meetings.
- Interactive elements like polls, Q&A sessions, surveys to engage remote attendees.
- Conference resources and materials accessible on-demand through the virtual event platform.
- Options for private or group video calls between attendees.
- Analytics and metrics for organizers related to session attendance, attendee engagement etc.
Benefits of virtual conferences include increased accessibility for those unable to travel, cost-savings, and the ability to scale events to larger audiences. Virtual conferences aim to create an immersive conference experience through technology without requiring in-person attendance.
A virtual event is an event held online and digitally instead of in person, due to circumstances like safety concerns, cost considerations or to attract a wider audience.
A virtual happy hour is an informal social gathering during or after work hours where remote workers or event attendees use online tools to connect, socialize and network.
A virtual job fair is an online event where employers and job seekers can connect and network for recruitment purposes, similar to an in-person job fair. Key features of a virtual job fair are given below.
- Company booths - Employers can set up virtual booths to showcase information about their organizations and open positions. These usually include company descriptions, photos/videos, job listings, and downloadable brochures.
- Live chats - Candidates can video chat or instant message with recruiters in real-time to ask questions and learn more about opportunities.
- Virtual networking - Informal networking sessions or social lounges allow for broader connections between candidates, recruiters and sponsors.
- Presentations and panels - Employers can highlight their companies culture, benefits, hiring process through pre-recorded or live video presentations and panel discussions.
- Resume reviews - Recruiters may offer virtual resume reviews and feedback to candidates through the platform.
- Scheduling - Integrated calendar tools allow candidates to schedule 1-on-1 video interviews and assessments with recruiters.
- Analytics - Employers can gather data on candidate engagement and interest to improve their hiring strategies.
The goal of a virtual job fair is to connect job seekers with employers in an online format that is more easily accessible to a wider audience of candidates and employers.
A virtual lobby is a digital space where attendees can gather before and after sessions within a virtual event, usually providing options for messaging, networking and accessing event resources.
A virtual sales meeting is a meeting between sales teams, managers, and leadership that takes place remotely using video conferencing and collaboration technology instead of meeting in-person. The 8 features of a virtual sales meeting are listed below.
- Presentations and product demos shared via screen sharing. Allows new products, sales initiatives, promotions etc. to be introduced virtually.
- Sales training and workshops conducted remotely through interactive sessions. Can include exercises, case studies, role playing, etc.
- Virtual whiteboarding and visualization tools to collaborate on sales strategies, campaigns, pipelines, forecasts, etc.
- Breakout rooms or groups for specialized team meetings and brainstorming sessions.
- Polls, Q&A, surveys to gather instant feedback and increase engagement.
- Networking opportunities through informal video chat rooms or sessions.
- Recording meetings for future review or to share with absent team members.
- Analytics and data on meeting engagement.
The goal of a virtual sales meeting is to boost productivity and morale, while saving travel time and costs. Virtual sales meetings allow for more frequent communication and training across globally distributed sales teams.
A virtual summit is an online event, typically one or multiple days long, bringing together attendees through keynote speakers, panels and breakout sessions to learn and share knowledge.
A virtual tradeshow is an online event that aims to connect exhibitors with buyers in a virtual exhibition hall. Key features of a virtual tradeshow are given below.
- Virtual exhibit booths - Companies can showcase products/services through a customized virtual exhibit space with images, videos, documents etc. Attendees can browse these booths.
- Networking - Attendees and exhibitors can connect through text, audio and video chat features. Some platforms allow 1-on-1 video meetings to be scheduled.
- Presentations and workshops - Educational sessions, product demos, keynotes, panels etc. can be delivered through video conferencing tools.
- Gamification - Some virtual tradeshows incorporate gamified elements like scavenger hunts, contests, leaderboards etc. to engage attendees.
- Live support - Organizers, exhibitors and sponsors can communicate with attendees through live chat and messaging.
- Analytics - Data and insights on attendee engagement and behavior can be gathered through the virtual platform.
A key benefit to virtual tradeshows over in person trade shows is expanded reach and accessibility.
A visitor is an individual who attends a trade show, often to learn about new products or services, network with industry professionals, or attend educational sessions.
A webcam is a video camera that attaches to or is built into a computer to transmit live video footage over the internet, typically used during virtual events.
Webex is a conferencing software used to host virtual events with HD video, screen sharing, audio, and other collaboration tools.
A webinar is a seminar or other presentation that takes place on the Internet, allowing participants in different locations to see and hear the presenter, ask questions, and sometimes answer polls. Webinars can be used in conjunction with trade shows to reach a wider audience.
Wedding vows are promises that the couple make to each other during the wedding ceremony. These can be traditional vows or personalized vows written by the couple.
Zoom is a video conferencing software that allows for virtual events with screen sharing, collaboration and video/audio conferencing.
A Zoom background is an image or video placed behind an individual during a video conference call on Zoom to mask their physical surroundings.