Standards Development

Scope

This document specifies terms and definitions commonly used in the meetings industry. The terms cover categories such as individuals and entities involved in meetings, types of meetings, meetingrelated activities, services and operational processes, physical items and facilities, and other relevant concepts. The document is intended to facilitate a common understanding of the terminology used in the planning, organization, management, evaluation, and communication of meetings and related activities.

This document is applicable to meeting organizers, venue operators, service providers, sponsors, governmental bodies, industry associations, and other stakeholders involved in meeting activities.

Purpose

The purpose of developing the International Standard “Meetings and Related Activities — Part 1: Vocabulary” is to establish a clear, consistent, and universally applicable terminology framework for the global meetings industry. As meetings increasingly serve as essential platforms for professional communication, knowledge exchange, capacity-building, policy dialogue, and business development, the absence of internationally harmonized terminology creates inconsistencies in interpretation, reporting, and operational practices among countries and industry stakeholders.

This proposed vocabulary standard aims to:

— provide standardized terms and definitions for meetings and meeting-related activities;

— support clarity and coherence across cross-border communication and cooperation;

— enhance the comparability and reliability of data and statistics relating to meetings; 

— promote professionalization and quality improvement within the meetings industry; 

— complement existing ISO standards in the exhibitions and events domain, particularly ISO 25639-1.

The standard focuses on individuals and entities involved, types of meetings, meeting-related activities, facilities and physical items, and other key concepts, covering approximately 80 foundational terms.

Justification 1. Growing global significance of the meetings industry

The meetings industry has become a major driver of economic development, scientific advancement, public governance, and international cooperation. With the rapid evolution of digital and hybrid meeting formats, meeting activities now occur across diverse geographic regions and sectors. However, significant differences in terminology remain among countries, organizations, and digital platforms, resulting in operational confusion, inefficiencies, and barriers to interoperability.

An international vocabulary standard will significantly reduce ambiguities, enable consistent communication, and support the industry’s future development.

2. Need for alignment with digitalization, hybridization, and sustainability trends Recent developments—including virtual meetings, hybrid engagement models, AI-assisted meeting management, accessibility provisions, and sustainable practices—have fundamentally reshaped the nature of meetings. Existing terminology resources do not adequately reflect these innovations, leading to inconsistent understanding among practitioners.

A modernized and internationally harmonized set of terms is urgently required to:

— reflect emerging practices;

— support technological innovation;

— facilitate standardized sustainability measurement;

— accommodate diverse operational environments.

3. Complementarity with ISO 25639 series

The ISO 25639 series provides a vocabulary framework for exhibitions and events. However, the meetings domain involves distinct stakeholders, objectives, formats, and operational processes. Without a dedicated terminology standard, users applying ISO 25639 often lack clear definitions for meeting-specific concepts.

This proposal fills the existing gap and creates a coherent terminology system that:

— aligns structurally with ISO 25639-1;

— supports interoperability between meetings and exhibitions-related standards;

— enables future standard development within the meetings sector.

4. Support for data comparability, industry research, and policy development

The absence of uniform definitions leads to inconsistent: attendance statistics, meeting classifications, reporting indicators, performance evaluations.

This directly impacts industry benchmarking, tourism statistics, sustainability reporting, and government policymaking.

A standardized vocabulary enhances the credibility and comparability of global meeting data, benefiting: national and local governments, convention bureaus, meeting organizers (PCOs), venues and service providers, international organizations.

5. Broad applicability and strong stakeholder demand

Stakeholders across the meetings ecosystem—including professional congress organizers (PCOs), associations, venues, tourism and convention bureaus, academia, and international organizations— have expressed strong demand for standardized terminology.

This standard will provide a foundational reference for: education and training programs; industry guidelines and best practices; digital meeting platforms; cross-border marketing and procurement; sustainability certification frameworks. Its applicability spans government, private sector, NGOs, academia, and the events ecosystem at large.

6. Feasibility and readiness for development

The terminology categories and structure follow the established ISO 25639-1 framework, ensuring clarity, consistency, and ease of adoption. Preliminary consultation and contributions from experts with extensive experience in meetings, events, tourism, and digital platforms indicate that sufficient technical expertise and international support exist to advance this project efficiently.

The development of “Meetings and Related Activities — Part 1: Vocabulary” is timely, justified, and essential for the global meetings industry. It will enhance clarity, promote professionalization, support international cooperation, and create a solid foundation for future standardization efforts within the sector.