Planning Tips

*Here is some useful information and tips for organising site inspections. We’ve also compiled this glossary of terms and phrases that are commonly used in Business Tourism. If you’ve any other suggestions of words or phrases that we should include, please contact us!

Site Inspections:

Check out the handbook below on site inspections, courtesy of Mike Lyon at Write Style Communications.  There are plenty of useful checklists and guidelines for you to use on your next site inspection or site visit to Dublin whether you are checking out a hotel, off site venue or banqueting options.

Glossary of Terms:

There is lots of terminology out there within the business tourism sector, but it might be that terms in one country might differ slightly in another country. Here is our words and expressions as used in Ireland.

 

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Accompanying persons:
Partners who accompany a conference delegate on a trip at a reduced rate. A social itinerary and sight seeing programme is organised for them, while the delegates are attending the conference.
Abstracts:
Papers written by speakers regarding their proposed lecture for a conference or congress. Generally made available in a printed, bound volume on online post the conference.
Association Management Companies:
AMCs provide everything from strategic leadership to day-to-day administration for associations.
Bid:
A bid document is prepared by a country or city to host a meeting or congress
Business Events:

Broad spectrum title for conferences, meetings, exhibitions and incentive travel.

Carrier:
Airline
Concentive:
An incentive trip (reference below) with a meeting(s) incorporated into the itinerary or programme.
Conference or Convention:
Refers to a large meeting, an exhibition or a combination of the two.
Conference & Visitor’s Bureau:
Often referred to as a CVB. This is an organisation that promotes a city’s facilities and attractions to tourists and business travellers and assists meeting planners with event preparation. In Dublin, the Dublin Convention Bureau and Dublin Tourism are two separate entities, however, we would work closely together to promote the city.
Conference Centre:

A facility where conference, meetings, events are held. It may be purpose built or adapted and can be privately owned or state owned.

Day Delegate Rate:
A total cost taking in the use of the meeting space. This usually includes two servings of tea, coffee, biscuits and a buffet lunch or a set lunch in the restaurant. The DDR is usually an 8hr rate.
DDR:
See Day Delegate Rate
24 hour DDR:
Day delegate spec plus a three course dinner from the set menu, overnight accommodation and breakfast.
Delegate:
Person attending an event
Destination:
Can refer to the country, region or city as marketed by an individual organisation.
Destination Marketing Organisation:

A DMO can be a National Tourist Office or a city’s Convention & Visitor’s Bureau depending on the tourism infrastructure set up.

Destination Management Company:
A DMC is a local company that handles and arranges tours, meetings, social programmes and transport etc for groups.
Escort:
Person who accompanies a tour as a guide or trouble-shooter.
Escorted Service:
Prearranged travel programme, usually for a group, with escort service. Fully escorted tours may also use local guide services.
Facilitator:
Also known as a Moderator – an expert in conferences and events who works with the Convention (& Visitor’s) Bureau or Venue to help sell the services, keep the familiarisation trip running smoothly and to help delegates to network.
Familiarisation Trip:

Hosted by CBs, CVBs, DMCs, Hotel or Venues. These are organised tours around an area, region, city or country. Generally supported by local hotels, venues & attractions. They can last from 1 to 3 days and a group size can range from 3 people to 150 people for a destination showcase.

Hotel package:
Package offered by a hotel, sometimes consisting of only room and breakfast. A resort hotels room, meals, ground transportation and sports facilities might also be included.
Incentive Trips:
Trip offered as a prize, usually by a company to stimulate employee sales or productivity.
Itinerary:
Familiarisation Trip schedule provided by the CB, CVB, DMO, Hotel or Venue. A proposed preliminary itinerary is often vague. A final itinerary provides all the details – flight numbers, departure times, coach travel, hotel information, timetable of events, entertainment.
M.I.C.E.:
Meetings, Incentives, Conference and Exhibitions.
Meeting:
Gathering for business, educational or social purposes.
Moderator:
See Facilitator.
Pax:
Abbreviation for people, e.g. 350 pax = 350 people
Pre & Post Congress Tours:
Organised in conjunction with local travel companies to give delegates the opportunity to see more of the host country as a tourist. The tours will often be for two, three or four days and will include places of interest & a range of optional activities.
Press Trip:
Gathering of journalists and/or travel writers, usually to seek out a newsworthy story such as the opening of a new venue, special anniversary or a refurbishment.
Professional Conference Organiser:
Or PCO is a company which specialises in organising congresses and events and can help with either all of or parts of the arrangements.
Rack Rate:
This is the official posted rate for the cost of a hotel room or the published, non-contracted airfares.
Site Visit:
Usually a one-to-one tour, often following a fam trip or sales call, allowing the Buyer to see the venue in more detail and analyse the services against requirements.
Site Inspection:
Technical visit where the booking has already been secured.
Supplier:
Producer of travel supporting service, such as a carrier, hotel or sightseeing operator.
Tourism:
Business of providing and marketing services and facilities for pleasure and business travellers.
Tour Operator:
Company that devises and markets inclusive tours.
Travel Agents:
Sells travel services & issues tickets.
Adapted with kind permission from Write Style Communication’s guide to Familiarisation Trips.