emerit Event Manager / TCM flashcards

32 cards. Read the term and the definition here. The deck at the top of this page is optional.

Break-even attendance

Fixed costs divided by the difference between revenue per attendee and variable cost per attendee. The result is the minimum number of paid attendees needed to cover all event costs.

Run of show

A minute-by-minute program document listing each segment's time, activity, owner, location, AV cue, and contingency. It serves as the single operational reference on site for staff and vendors.

Show rate

The number of attendees who actually arrive divided by the number of registrants, expressed as a percentage. Used to size catering guarantees, staffing, and materials accurately.

Contingency line

A budget reserve, typically five to ten percent of direct costs, held for unforeseen expenses. Higher percentages apply to first-time, outdoor, or permit-dependent events.

Restricted sponsorship funds

Sponsorship or grant income whose use is limited by the funder to specific purposes. These funds cannot be applied to unrelated budget lines and require separate tracking and reporting.

RACI matrix

A responsibility chart assigning each task a Responsible doer, an Accountable owner, Consulted advisors, and Informed recipients. It prevents duplicate ownership and missed handoffs among stakeholders.

Cost per registration

Total marketing spend divided by the number of completed registrations from that campaign. Used to compare channel efficiency and to decide where to shift promotional budget.

Load-in schedule

A timed plan assigning dock or door slots by vendor, vehicle size, and equipment. Conflicts here cause the largest build delays, so slots are confirmed in writing beforehand.

Risk assessment matrix

A grid scoring each identified risk by likelihood and impact. Risks above the tolerance threshold require a named mitigation owner and a scheduled review date.

Occupancy limit

The maximum number of people a venue space may legally hold, set by fire code. Exceeding it is a safety violation and can trigger shutdown or liability exposure.

F&B guarantee

The final meal count the organizer commits to the caterer, usually due about seventy-two hours before service. It should reflect historical no-show rates, not registration totals.

Net promoter score

The percentage of promoters minus the percentage of detractors from a satisfaction question. It summarizes attendee sentiment and supports year-over-year comparison of event quality.

Sponsorship activation

The deliverables that let a sponsor engage attendees directly, such as demos, meetings, or content sessions. Activation value drives renewal more than logo visibility alone.

Fulfillment tracker

A log of every promised sponsor deliverable with owner, deadline, and proof of delivery. It protects the organizer from missed commitments and supports the post-event sponsor report.

Registration throughput

The number of attendees a single registration station can process per hour, roughly one hundred to one hundred fifty. It determines how many desks and staff are needed at peak arrival.

Emergency action plan

A document naming incident roles, assembly points, evacuation routes, and communication channels. It is briefed to all staff and volunteers before doors open to attendees.

Backward planning

Scheduling that starts from the event date and subtracts each task's duration to set deadlines. Negative float on any milestone signals that scope must be reduced or resources added.

Variance analysis

A comparison of budgeted versus actual amounts by line item. Variances above a set threshold, such as ten percent, are investigated and explained in the closeout report.

Stakeholder influence map

A chart plotting stakeholders by influence and interest. High-influence, high-interest parties receive direct scheduled communication, while low-interest parties receive summary updates.

Room set density

The floor area required per person by layout: roughly six to eight square feet theater style and ten to twelve banquet style. Add twenty to thirty percent for aisles and AV.

Early-bird pricing

A discounted registration rate offered before a stated deadline. It accelerates cash flow and improves forecasting by converting undecided buyers earlier in the campaign.

Weather go/no-go decision

A pre-set time and threshold at which outdoor event plans are confirmed, modified, or cancelled. Communicating it in advance prevents last-minute confusion among vendors and attendees.

Incident report log

A record of every on-site incident capturing time, people involved, actions taken, and witnesses. It supports insurance claims, regulatory reporting, and post-event review regardless of severity.

Volunteer role description

A written summary of duties, shift length, physical requirements, reporting line, and training provided for a volunteer position. Clear descriptions improve recruitment, performance, and retention.

Post-event report

A document comparing objectives against results, covering finances, attendance, engagement, sponsor fulfillment, lessons learned, and recommendations for the next event cycle.

Session changeover buffer

The time reserved between sessions in the same room for audience turnover, reset, and AV changes, typically five to ten minutes. It prevents cascading schedule delays.

Revenue concentration rule

A governance limit capping any single sponsor or revenue source at a set share of total revenue, commonly twenty-five to thirty percent, to reduce financial dependency risk.

Accessible route

A continuous step-free path from transit, parking, and entrances to all event spaces, including restrooms and seating. It must be verified on site, not assumed from venue plans.

Landing page conversion

The percentage of page visitors who complete registration. It isolates message and page-design effectiveness from channel quality when evaluating promotional performance.

Cash flow schedule

A month-by-month projection of receipts and payments. It reveals gaps where vendor deposits fall due before sponsorship or registration income arrives, allowing financing to be arranged.

Lessons-learned session

A structured debrief held within two weeks of the event while details are fresh. Its written outputs feed directly into the next cycle's planning documents and risk register.

Volunteer recognition plan

A budgeted and scheduled program of appreciation activities, such as certificates, gifts, or a thank-you event. It is planned before the event rather than improvised at closing.