The Scoop on Industry Terms and Acronyms

Lost in the Lingo? Let’s Decode the Event World—Together.

Ever been halfway through a meeting when you suddenly realize everyone else seems fluent in a language you definitely did not study? Acronyms flying. Nicknames tossed around. Nods happening. Panic setting in.

Relax—you’re not alone.

The destination and event management world loves its shorthand. And while it’s efficient, it can feel like alphabet soup if you’re not living in it every day. So, consider this your friendly decoder ring. We’re breaking down some of the most common industry terms you’ll hear—without the jargon overload. (And no pop quiz at the end.)

Let’s start with the players.

First Things First: Who’s Who in Event Planning

Destination Management Company (DMC)
That’s us. A DMC provides boots-on-the-ground planning and logistical expertise in a specific destination. We know the cities, the venues, the vendors, and the “only-the-locals-know” details that make programs seamless. Many of our team members are also CMPs (Certified Meeting Professionals) or DMCPs (Destination Management Certified Professionals)—aka very qualified humans who know their stuff.

Third-Party Planners
These are planning companies that manage programs for their clients but partner with DMCs like Cohera to execute events in specific cities. Think of them as the connector—bringing us in to make the destination shine.

Meeting Management Companies
These teams handle the big-picture logistics: site selection, contract negotiations, registration, and turnkey meeting support across destinations.

Convention & Visitors Bureaus (CVBs)
The ultimate destination cheerleaders. CVBs promote their cities, connect planners with local resources, and help bring programs to life in their markets.

The Proposal (Where the Magic Starts)

Most programs begin with an RFP (Request for Proposal)—a document outlining everything from dates and budgets to guest demographics and service needs. From there, we craft a proposal that blends strategy, creativity, and logistics into one polished, inspiring vision.

Suggested Program Components (A Few Fan Favorites)

What goes into a proposal varies wildly, but common requests include:

• Dine-arounds: Reserving multiple restaurants under one master bill

• Reception concepts: Venues, themes, entertainment, and ambiance for social events

• Experiential moments: The “wow” factor guests will talk about long after checkout

No two programs are the same—and that’s exactly how we like it.

Site Visits: Where Details Matter

Before anything is locked in, we conduct site inspections—in-person evaluations that help us understand how a space actually works.

We’re looking at things like:

• Loading docks & load-in/load-out logistics

• Back of house (BOH) space for vendors and crew

• Air walls (movable partitions)

• ADA compliance

• Rigging points for décor and entertainment

• Lighting capabilities, including uplighting and backlighting

• Space for pipe and drape, staging, and production needs

For meetings, we also assess breakout rooms, general sessions, keynotes, and whether a green room is needed for speakers. Because behind-the-scenes comfort matters just as much as front-of-house impact.

Event Types We Regularly Bring to Life

• General Sessions: All-attendee meetings with high energy and high production

• Breakout Sessions: Smaller, focused workshops or panels

• Expos & Tradeshows: Industry-specific exhibitions (no wandering tourists here)

Each format comes with its own rhythm—and requirements.

Vendor Partners: The Dream Team

Events don’t happen alone. We collaborate with trusted partners—caterers, décor teams, entertainers, production crews—to bring every detail together.

Along the way, you’ll hear terms like:

• F&B minimums: The minimum spend required

• Set-up / tear-down times

• Load-in/load-out schedules

It’s all part of keeping the machine running smoothly.

The Big Reveal

A few days before the event, we walk the space with our clients—reviewing layouts, flow, and final details—so there are no surprises (except the good kind).

And just like that, you’re fluent.

This may not be every term you’ll ever hear, but it’s a solid start. And if you want to go deeper, this full glossary has you covered—so you can walk into your next meeting feeling confident, informed, and very much in the know.

Because great events start with clarity—and end with WOW moments.