Conference Terminology Toolkit

 

Conference Theme
The theme is arranged according to the main field of specialised knowledge that is dealt with during the sessions. The fundamental theme is proposed by the organizer with reference to the title of the meeting

 

Conference Duration
The number of days from the opening session to the closing session. Additional days for optional excursions are not included

 

Conference
Regular meeting on a representational basis of several hundreds - 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 multiannual or annual. Most international or world conferences are of the former type while national conferences are more frequently held annually. A conference will often last several days and have several simultaneous sessions.

 

Plenary Session
Session in which all the members of the meeting participate or have the right and, sometimes, the duty to participate, with no other sessions taking place at the same time.

Parallel Session
Session which has some correspondence, similarity, or analogy of subject and aim and is simultaneous with another session.

Break-Out Sessions
Small group sessions within a meeting organized to discuss specific subjects.

 

Round Table
Group of experts meeting on an equal basis to review and discuss specialized, professional matters, either in closed session or, more frequently, before an audience and with a public discussion with a view to arousing awareness of the issues being debated, or to prompting political, institutional, social or other action.

 

Working Session
Every prearranged session of a meeting.

 

Brainstorming Session
Group session in which all participants contribute creative ideas which are not initially judged for merit.

 

Briefing (Meeting/Session)
Meeting of a group of people with a particular knowledge or responsibility on an area of activity to advise them of the details of their involvement.

 

Poster Session
Display of material, usually scientific, accompanied by authors or researchers.

 

Brites – (Bring Your Own Thoughts and Experiences)

break-out sessions
Small group sessions within a meeting organized to discuss specific subjects.

Plenary Assembly
Assembly composed of all the members; fully constituted; fully attended.

Free Papers Session; Free Communications Session
Reports on particular topics which, while closely related to the subject of a meeting, do not strictly refer to the matters under discussion. They are usually dealt with at a sitting or a session of their own.

One Slide - 5 Minutes Presentation

The ‘One-slide-five-minutes’ session are held as open ‘café’ sessions where the audience is presented with 10 short interesting presentations.

 

Rump Session
Session added on to the end of the day's programme, usually after dinner, to accommodate extra papers or an extra plenary lecture.

Rap Session
Informal session with no specific agenda.

Briefing Session
A session at which precise instructions are given and participants informed thoroughly (cf briefing).

Interactive Session; Voting Session
Session where participants take an active part in the work.

Cross Parallel Session
A session which is similar to another session involving the exchange of information (cf parallel session).

General Session
A meeting open to all those in attendance at a convention.

Preparatory Session
Meeting of a restricted group before the official assembly in order to finalize preparations.

Extraordinary Session
Special session for activities, needs, or situations that are different from those normally and originally prepared for.

Q&A; Question Time; Question And Answer Session; Open Forum
Question and answer period.

Multi Track Conference
Conference with parallel programme session when participants have the choice to follow one or the other road or to jump from one track to the other during the duration of the meeting.

Buzz Session
Method to increase audience participation by dividing all participants in discussion groups each of which reports the group's findings and opinions during a following plenary session.

Teach-In
An intensive session specially instituted for the application of such modifications and additions as are necessary to keep a particular subject up-to-date.

Opening Session
Meeting(s) of a predetermined duration which begin an event and in which the principal items on the agenda are usually introduced.

Closing Session; Closing Meeting
Last session of a meeting in which the subjects which have been discussed are summarized and conclusions may be announced.

Paper Review Board
Committee which assesses submitted papers to decide which are suitable for presentation and allocates them to appropriate sessions.

 

Chairman; President; Chairwoman
Person who presides over an organization or meeting. Chairman can also be used to describe the person presiding over a committee or meeting session.

 

Chairperson; Chairman; Chairwoman; Chair
Person selected to preside over a session or lead a committee.

 

Vice-Chairman
Person selected to deputize for, or assist, the chairman in controlling and managing either a committee or a meeting session.

 

Presenter
Person explaining a given topic in an informational session either verbally or in visual form (e.g. poster).

 

Brite Paper Review Board; Paper Selection Committee
Committee which assesses submitted papers to decide which are suitable for presentation and allocates them to appropriate sessions.¨

Vice-Chairman
Person selected to deputize for, or assist, the chairman in controlling and managing either a committee or a meeting session.

Floor Speaker; Person Speaking/Who Spoke From The Floor; Discussant (Us)
Member of a meeting audience who participates in discussion during a meeting session.

Application To Present A Poster
Form for presentation of a poster for inclusion in a poster session; submitted for assessment and screening by a selection committee.

Discussion Form
Application to put a question during a meeting session to a particular speaker and on a specific subject; usually to be submitted in advance of the session.

Conference Programme
Printed timetable of events at a meeting, including working sessions with locations and the names of speakers, and social events.

 

Working Lunch; Lunch Meeting
Light meal for small discussion groups, without a break from working sessions.

 

Refreshment Break
Time between sessions when refreshments are served.

 

Coffee Break
Short interval between sessions during the morning or afternoon at which coffee is served.

Audio Relay
Used to overflow from one session hall to another hall with audio only.

Digital Signage
Live information relayed to signs around the venue that can display the conference programme and show what is going on inside session rooms. Can also be instantly updated with new information eg replacement speakers or session changes.

 

Session Count Down System
A technology to control the duration of a presentation.

 

Video Relay
used to relay from one session hall to another hall with both video and audio.