Every industry has a language. The more technical the industry, the more nuanced that language becomes.

With so many different equipment, labor, and proposal types, the event industry can be overwhelming for planners who don’t understand the terminology. As a result, event planners could end up with equipment or labor they don’t need.

We want to empower planners to compare proposals accurately, identify gaps, and organize a successful meeting or event. So, we created a glossary of the terms our clients often ask us about.

This helpful resource contains the knowledge you need to collaborate with your AV partners and improve your capabilities as an event planner.

 

Table of Contents:

 

Glossary of AV Terms

Event Types

Virtual: An event where all participants from remote locations join online and interact using a digital platform. It’s a flexible, scalable, cost-effective, and accessible format.

Hybrid: A function that combines in-person and virtual elements, allowing participants to choose how they attend. It offers extra redundancy for attendees and presenters who have last-minute plan changes.

Live: An event that occurs in real-time, whether online, in-person, or hybrid.

Virtual

Video conference: A meeting held through a video conferencing platform like Zoom or Microsoft Teams.

Live stream: An online broadcast of an event, meeting, or presentation in real-time, typically directed from one source to many viewers.

Webinar: An online event involving live or recorded content presented to a specific audience. A webinar can be collaborative or one-to-many in format.

Virtual event platform: Software designed to host online events. The platform may have a landing page, agenda, and session information for attendees to explore.

Audio

Hot mic: An active, unmuted microphone ready to pick up sound and can be heard by an audience.

Voice of God: The unseen voice used for announcements, instructions, or other messages that command the audience’s attention.

Foundational Equipment

Audio mixer: A device that manages audio signals from inputs like microphones and allows technicians to adjust them before they go to outputs, such as speakers. Audio mixers are also called mixing consoles, soundboards, or mixers.

Sound system: Audio equipment that processes, amplifies, and distributes sound throughout a space.

Laptop audio converter: A device that converts audio signals from a laptop to an audio mixer. It allows technicians to send the signal to speakers for audience members to hear.

Video

Video switcher: A piece of equipment that takes multiple video source signals and directs them to different outputs. It allows technicians to switch between sources, provide transitions, and control layering and effects.

HD projector: An optical device that displays high-definition images and videos on a surface like a wall or projection screen.

Projection mapping: A technique that uses projectors to display images and videos on surfaces that aren’t necessarily flat. It uses buildings and set objects to create interactive and unique experiences.

LED wall: A display made of connected LED panels that create customizable, bright, and high-resolution images.

Widescreen: Video with a wide aspect ratio greater than 4:3. The most common widescreen aspect ratio is 16:9.

Ultra widescreen: A video format with an aspect ratio wider than traditional widescreen, offering a more immersive, cinematic look.

Large format: An oversized video element, such as a display, designed to capture attention with engaging visuals.

Lighting and Stage Design

Uplighting: A lighting technique that gives texture to drapes and other scenic elements by placing lights at the base of a structure and directing them upward.

Pipe and drape: A method that uses poles and fabric to construct temporary backdrops, partitions, or decor in an event space.

Gobo: A versatile and customizable lighting tool that projects specific images onto a surface. A gobo works by inserting a disc-shaped object into a lighting fixture. Gobos vary in cost, style, and application. They introduce branded elements, lighting effects, or unique patterns into an event space.

Stage wash: A lighting setup that ensures stage illumination, enhancing visibility and creating an atmosphere.

Back and front lighting: Lighting placed behind or in front of a subject to achieve specific effects, such as increasing visibility or creating contrast between presenters and other onstage elements.

Moving lights: Automated lighting fixtures technicians control remotely to produce different lighting intensity, color, texture, and shape effects at different positions throughout an event.

Presenter Items

Slide advancer/PerfectCue: A tool that provides wireless remote control of presentations. PerfectCue (brand) offers a wireless range suitable for large rooms and meetings, while a slide advancer is ideal for small rooms or meetings.

Confidence monitor: Also called a downstage monitor, a confidence monitor is a screen that faces the stage. It allows speakers to view content like slides, notes, or talking points easily.

Speaker timer: A programmable timer that automatically alerts speakers when their allotted presentation time is almost over.

Slide/Digital Content Assets

Motion graphic: A type of design animation developed to create a sense of movement on a digital display.

File formats: A standardized method of encoding a computer file for storage, identified by a file extension. Different file types include video, audio, and image formats.

Video Formats

Pixel: The smallest unit of illumination on a digital display. Large quantities of pixels make up a screen’s image or video resolution.

Video resolution: Determines how detailed and precise your video appears. Common high-definition video resolutions include 720p and 1080p.

Aspect ratio: The proportional relationship between an image’s width and height, describing an image’s shape. The most common aspect ratio is 16:9.

File Types

Video files are used to store video content digitally. Standard video file formats include:

  • MP4: Standard format for web videos. They’re high quality with small file sizes.
  • MOV: Commonly used format in video editing, developed by Apple for their QuickTime Player.
  • WMV: A Windows Media Video file compatible with the Windows operating system. It’s less common because of the out-of-the-box support on other operating systems.

Audio file formats store and encode audio data digitally:

  • MP3: Most common audio file format. Audio files are compressed to reduce the file size while maintaining a high sound quality.
  • WAV: Stores the original sound in waveform data; professionals commonly use it for audio editing.
  • FLAC: Suitable for preserving an original sound recording, FLAC compresses audio data without compromising quality.

Image files are file types for storing images:

  • JPEG: Most popular image file format. It allows for lossy compression of images for smaller file sizes.
  • PNG: Preserves image quality by supporting lossless compression.
  • TIFF: Stores high-quality files for later use in editing.

Document files:

  • .DOCX: A common file format for Microsoft Word documents.
  • .XLX: A file format for Microsoft Excel documents.
  • .PDF: A file type that makes presenting and sharing content easy regardless of the operating system or software.

Slide Decks

A slide deck is a visual aid containing summarized information about a topic.

Common slide deck programs include:

  • Microsoft PowerPoint: This program allows users to create slide presentations and offers several editing capabilities.
  • Keynote: A slideshow creation program for Apple OS devices comparable to PowerPoint.
  • Google Slides: A slideshow program developed by Google.
  • Prezi: A web-based slide creation tool focused on creating motion in a slide presentation.

Rigging and Infrastructure

Truss: A modular, lightweight aluminum framework that supports and hangs lighting, sound, and video equipment above a stage or within an event space.

Rigging: The process of suspending and securing audiovisual equipment such as lights, speakers, and video screens using structures like trusses, crossbeams, or scaffolding at an event. It uses cables, chains, and hoists to position equipment for the desired visual effect. Rigging ensures that equipment is safely elevated for a cleaner, more professional look.

Personnel

Audio Engineer 1 (A1): An audio lead is responsible for setting up, testing, operating, and troubleshooting audio equipment. They have at least five years of experience.

Audio Engineer 2 (A2): A secondary audio lead assists backstage and prepares speakers’ microphones before they go on stage.

Video Specialist 1 (V1): A video lead with five or more years of experience is responsible for setting up and operating video equipment, including the video switcher, to ensure seamless content and presentation transitions during an event.

Video Specialist 2 (V2): A secondary video lead provides video operation assistance when necessary, especially when an event uses multiple video content sources.

Show Caller: A professional responsible for calling cues during a live event. They create a show flow that outlines timing, speaker appearances, and any additional elements during the production.

Lighting Designer: An expert who creates a meeting space’s lighting layout and operation. They may also design creative lighting looks. The designer typically has a minimum of five years of experience.

Technical Director: An event production specialist responsible for managing the onsite production crew, addressing client needs, and managing all content. At innoVia, technical directors are our client whisperers. They each have at least 10 years of experience.

Production Manager: A professional who sources all gear and labor for an event. They assist in creating diagrams to help event planners visualize a meeting space.

Project Manager: An onsite manager who handles gear delivery, setup, and labor.

Stage Director: A backstage and onstage coordinator who works with the show caller to keep meetings flowing smoothly.

Event Producer: A single point of contact for pre-event planning and logistics. They ensure the onsite team has all the tools they need to create a memorable client experience. The event producer also communicates with the venue about production needs. InnoVia’s event producers have at least 10 years of industry experience.

Master Electrician: An expert responsible for power. They ensure that incoming production companies set the equipment up safely.

Liaison: Typically seen as the in-house AV liaison, a liaison is an onsite individual who ensures team members follow regulations and meet contractual obligations.

Rigging Lead: A specialist who oversees truss installation and equipment hung from the ceiling.

Union Labor: Organization of workers with negotiated rates and specific contractual obligations. Certain cities and venues require AV production companies to use union labor.

Contracts and Legal

Exclusivity: When a venue requires event hosts to collaborate with preferred vendors. Exclusivity agreements can be negotiated during the contracting phase.

Preferred Vendor: A vendor that has a preferred vendor agreement with another company. The agreement outlines the terms and conditions of the vendor’s services to the partnered company.

General Data Protection Regulation (GDPR): A European Union regulation that protects individuals’ privacy rights and gives them control over how their data is used. Companies that share content or information in or outside a meeting room must adhere to these guidelines when working in Europe for meetings and events.

Beyond Terminology: Find the Right AV Partner

Don’t get overwhelmed by the language of event production. The best AV partners teach you the terms you need to know so you can make the best choices for your event.

At innoVia, we ensure all our prospective clients — whether they choose to work with us or partner with someone else — understand how each line item on our proposals serves their goals.

If you have questions about event technology, personnel, or logistics, don’t hesitate to reach out. We’re your valuable resource for all things event production.