Conference Terminology

Congress

Regular coming together on a representational basis of several hundred – or even
thousands – of individuals belonging to a single professional, cultural, religious or other
group. A congress is often convened to discuss a particular subject. Contributions to
the presentation and discussion of the subject matter come only from members of the
organizing body. Frequency: usually established in advance and can be either multi-annual
or annual. Most international or world congresses are of the former type while national
congresses are more frequently held annually. A congress will often last several days and
have several simultaneous sessions.

Convention

Two distinct types of conventions:

1. General and formal meeting of a legislative body, social or economic group in order to
provide information on a particular subject in order to establish consent on policies among the
participants. Usually of limited duration with set objectives, but no determined frequency.
2. In the United States, the word “convention” is used to describe large, sometimes
international but more usually national meetings of business circles, whether for discussion
or commercial exhibitions or both.

Conference

Participatory meeting designed for discussion, fact-finding, problem solving and
consultation. As compared with congress, a conference is normally smaller in scale and
more select in character – features which tend to facilitate the exchange of information.
The term “conference” carries no special connotation as to frequency. Though not inherently
limited in time, conferences are usually of limited duration with specifi c objectives.

Seminar

Meeting or series of meetings of specialists who have diff erent skills but have specifi c

common interest and have come together for training or learning purposes. The work
schedule of a seminar is aimed at enriching the skills of participants.
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Symposium

Meeting of a number of experts in a particular fi eld at which papers are presented by
specialists on particular subjects and discussed with a view to making recommendations
concerning the problems under discussion.

Event

That which happens, an occurence.
We can defi ne an event as a relationship marketing medium and part of an organisation’s
marketing mix. An event is usually associated with other services such as incentive travel,
knowledge transfer, creative production and motivation programmes.

Creative Production or Brand Experience

This program aims at setting up, on a temporary or permanent basis, an experimental
environment where stakeholders, mainly business partners, live specifi c communication
messages. Depol offers services and products that generate and support live
communication possibilities. Creative Production or Brand Experience activities can
include exhibitions, distribution network events or product launches.

Destination Management Company (DMC)

A destination management company is one that supports companies, institutions and
agencies to organise events, meetings, incentive trips and conferences to a particular
region or country. A destination management company is a destination specialist.

Corporate Travel

The market segment comprised of groups or individuals that work for a given company
and are traveling for business reasons at the company’s expense.

Corporate Meeting

Business oriented meetings in which the participants represent the same company,
corporate group, joint-venture or client/provider relations with an orientation
towards improving or achieving business, competing in conditions far from perfect
competition.

Incentive Travel

The main purpose of incentive travel is to motivate staff or consumers to achieve a

predefi ned objective. These include goals like attaining a sales growth target, increasing
market share or improving profitability. The program can also be designed to link
stakeholders in their channel markets, in order to achieve a specifi c communication
objective such as information exchange, training or networking. Incentive travel can
be national or international, organised for small or large groups and can be part of an
incentive and motivation program.

Motivation Programs & Team Building

Working toogether with clients to implement motivation and incentive schemes for
customers, a sales force or consumers. These programs are designed to achieve specifi c
performance improvement objectives through a process of communication, measurement,
reward and recognition. The achieved results can significantly reduce the waste of
internal and external resources (including time, money, equipment...) and increase
sales or market share.
For many companies, the use of motivational and incentive programs will only grow
in importance thanks to the increasing need for businesses to focus on the retention,
productivity and performance of their staff .

Professional Congress Organizer (PCO)

PCO specialises in organising all the elements of a successful congresses and doing
so in close cooperation with local organisers. We can handle all or parts of Congress
organisation. Clients that need permanent assistance to handle congress promotion
year after year sign ‘core-PCO’ contracts with us. We working together with volunteer
members on sponsorship management, fi nancial planning, delegate management and
marketing and communications. A “core-PCO” contract ensures that valuable experience
from previous events is retained and safeguarded, resulting in a consistent level of
quality over time.