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Essential Event Planning Terminology

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Venue

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The location or site where an event or meeting takes place.

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Catering

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Provision of food and beverage services for an event.

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Keynote Speaker

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A speaker who presents the central theme of a conference or event.

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Registration

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The process of signing up and being officially recorded to attend an event.

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Sponsorship

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Financial support provided by an organization or individual in exchange for branding and recognition.

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Agenda

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A documented itinerary of scheduled events or topics to be discussed.

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Breakout Session

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A smaller session within an event, designed for discussion or focused learning.

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Delegate

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An attendee or representative who is officially participating in the conference or event.

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Exhibit

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A display or demonstration showcasing products or services within an event.

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Plenary Session

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A session at a conference attended by all participants with no concurrent sessions.

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RSVP

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A request for a response from the invited person regarding their attendance to an event.

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F&B

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Acronym for Food and Beverage services related to catering.

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Logistics

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The detailed coordination of complex operations involving people, facilities, and supplies in events.

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GALA Dinner

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A formal social event or party with entertainment, usually to celebrate or raise funds.

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No-Show

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A person who has RSVP’d to attend an event but does not show up without prior notice.

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On-Site Management

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The overseeing of the event's practical, logistical and operational functions at the location.

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Event Brief

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A document that outlines the essentials of the event including objectives, target audience, and requirements.

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Early Bird Registration

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An incentive where attendees are offered a reduced rate for registering before a specified date.

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Save the Date

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A pre-invitation notice given to potential event attendees to alert them of the event date.

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Banquet

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A formal large meal or feast, often involving multiple courses and served to seated guests.

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BEO

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Stands for Banquet Event Order, a detailed document outlining the specifics of your event at a venue.

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Emcee

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Short for 'Master of Ceremonies', the person who hosts and dictates the flow of an event.

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Walk-Through

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A detailed tour or rehearsal of the event process, including a physical examination of the venue.

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Go Green

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Refers to the initiative of making events environmentally friendly by using sustainable practices.

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Linen

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Tablecloths, napkins, and other fabric goods used in the setup of an event.

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RFP

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Stands for Request for Proposal, a document outlining the specifics required for an event, sent to potential suppliers.

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Table Setup

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The arrangement of tables and seating for guests at an event.

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VIP

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Stands for 'Very Important Person', a guest who requires special attention or privileges at an event.

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Post-Event Evaluation

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A review process to determine the success of an event and identify areas for improvement.

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AV Equipment

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Stands for Audio-Visual Equipment, including microphones, projectors, screens and other technology used for presentations.

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