Discover published sets by community

A BEO is a document that outlines the specifics of an event at a venue including catering needs, room set-up, and A/V requirements. Example: An event planner might reference the BEO to verify the seating arrangement and menu for a wedding reception.

An RFP is a document that solicits bid proposals from vendors for services needed for an event. Example: An event planner may send RFPs to various AV companies to find the best fit for their client's conference.

This is a detailed timeline that outlines all the elements within an event program. Example: The run of show for a charity gala might include times for guest arrival, speeches, dinner service, and the auction.

SWOT Analysis stands for Strengths, Weaknesses, Opportunities, and Threats, and it is used to assess these aspects in relation to an event planning. Example: Before an event, a planner may perform a SWOT analysis to improve the event's success chances.

These terms refer to the scheduled times when event supplies and equipment are brought in and out of a venue. Example: Load-in might be scheduled for 8 AM to allow time for stage set-up before a concert begins at 7 PM.

This is a contractual clause that frees both parties from liability in the event of extraordinary occurrences. Example: A hurricane might invoke the force majeure clause to cancel a beachside festival without penalty.

The percentage that reflects the difference between the actual number of attendees and the expected number, which can affect room block and catering minimums. Example: If an event had an attrition rate of 20%, it means 80% of expected attendees were present.

A term used in catering to denote that tax and service charge are not included in the quoted price. Example: A price listed as $50 ++ could end up being$60 after a 20% service charge and tax are added.

The pipeline refers to the flow of potential sales or event bookings that are in various stages of completion. Example: An event planner's pipeline may include initial inquiries, confirmed events, and events in the negotiation phase.

A gobo is a stencil or template placed inside or in front of a light source to control the shape of the emitted light. Example: A company logo may be projected onto the wall of a venue using a gobo within a spotlight.

A temporary space used for talent, entertainers, or event staff prior to their participation in the event. Example: Public speakers might wait in the holding room before their scheduled time to take the stage.

A set of requests or demands that a performer sets as criteria for performance. Example: A musician's rider might include specific room temperature, types of snacks available, and certain beverages to be provided in their dressing room.

A breakout session is a smaller, focused meeting or workshop that is part of a larger conference or event. Example: At a tech conference, there might be breakout sessions on different programming languages.

A background display with repeating logos where guests can pose for photos at an event. Example: Celebrities might be photographed in front of a step and repeat that features sponsors' logos at a charity gala.

A small platform used to raise a person to a level where they can be seen by an audience, commonly coupled with a lectern. Example: The event MC may give opening remarks from atop a podium.

A registered attendee who does not attend the event without prior notice. Example: Out of 200 registrants for a workshop, if 10 don't arrive, the no-show rate is 5%.

Freestanding frameworks used to hang drapery or fabric dividers to create separate areas within a larger space. Example: Pipe and drape may be used to create individual booths for vendors at a trade show.

An event that is organized with the intention of minimizing its environmental impact. Example: A conference might be considered a green event if it includes measures such as zero waste initiatives and use of renewable energy.

AVL stands for Audio, Visual, and Lighting, critical components of event production. Example: The AVL team is responsible for the sound systems, projection screens, and stage lighting at a concert.

Food and Beverage Minimum is the least amount of money that must be spent on catering services at a venue. Example: A venue may require a F&B minimum of $10,000 to reserve an exclusive event space.$

A Request for Proposal is a document issued by an organization to solicit proposals from vendors, detailing project parameters and requirements. Example: For a large conference, the event organizer might issue an RFP for catering services specifying the menu expectations, service levels, and budget.

A sturdy upright fixture that provides support for ropes or belts used to control crowds. Example: Stanchions are often used to form orderly lines for registration at a conference.

A registration option that offers discounted rates to attendees who sign up before a specified date. Example: An event may offer an early bird rate that saves 20% off the regular price if attendees register two months in advance.

A speaker chosen to present the primary address that highlights the main theme of a conference or event. Example: A renowned industry expert may be invited as a keynote speaker to set the tone for a professional convention.

A full-scale model or sample used to demonstrate, promote, and validate how an event will look and feel. Example: For a high-end wedding, a floral designer might create a mock-up of the centerpiece for the couple's approval.

A meeting or session at a conference that all attendees are meant to participate in simultaneously, typically without other concurrent sessions. Example: The opening session of a symposium, where all delegates gather to hear the first speaker, is a plenary session.

A visit to a venue or location to assess its suitability for an event. Example: Before booking a hotel for their conference, event organizers might do a site inspection to check the facilities and space arrangements.

Cloth used to cover and decorate the sides of a table, often touching the floor. Example: Table skirting is commonly used in banquet settings to give serving tables an elegant appearance.

A final review or rehearsal of the event space and program, conducted just before the event starts. Example: The event planner may have a walk-through with the client to ensure everything is in place for an anniversary party.

A meeting following an event where staff and stakeholders discuss what went well and what could be improved. Example: After a fundraiser, the planning team might hold a wrap-up meeting to review feedback and financials.

A fundraising event where items for auction are displayed; attendees place bids silently and anonymously on sheets of paper. Example: At a charity event, participants can bid on donated goods or services in a silent auction without an auctioneer.

A provider of goods or services essential to events. Example: Caterers, AV companies, and decorators often serve as vendors at corporate events.

An individual responsible for hosting and maintaining the flow of an event. Example: An MC might introduce speakers, announce program segments, and engage the audience during a gala dinner.

A bar setup where guests must pay for their own alcoholic beverages. Example: Instead of an open bar, a company party might have a cash bar to limit alcohol consumption and expense.

The oversight and coordination of all event logistics while the event is occurring. Example: An on-site manager might troubleshoot AV issues or coordinate vendor services during a festival.

A booth or display used by an organization to promote their products or services at a trade show or convention. Example: Tech companies often use interactive exhibition stands to showcase their latest gadgets.

A charge levied by a venue when a guest brings their own alcoholic beverage instead of buying it from the facility. Example: A wedding venue may charge a corkage fee for each bottle of wine the couple brings from home.

A planned event or trip designed to motivate and reward employees or partners. Example: A sales company may reward its top performers with an all-expenses-paid trip to Hawaii.

A central idea or concept that ties together the elements of an event. Example: A summer party might have a beach theme with sand, surfboards, and tropical drinks as decor.

The total number of participants attending an event. Example: For a training workshop, the headcount might influence the number of materials printed and catering provisions.