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Essential Event Planning Terminology
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Sponsorship
Financial support provided by an organization or individual in exchange for branding and recognition.
Keynote Speaker
A speaker who presents the central theme of a conference or event.
Venue
The location or site where an event or meeting takes place.
Catering
Provision of food and beverage services for an event.
Agenda
A documented itinerary of scheduled events or topics to be discussed.
Breakout Session
A smaller session within an event, designed for discussion or focused learning.
Registration
The process of signing up and being officially recorded to attend an event.
Delegate
An attendee or representative who is officially participating in the conference or event.
Plenary Session
A session at a conference attended by all participants with no concurrent sessions.
Save the Date
A pre-invitation notice given to potential event attendees to alert them of the event date.
Banquet
A formal large meal or feast, often involving multiple courses and served to seated guests.
Event Brief
A document that outlines the essentials of the event including objectives, target audience, and requirements.
Emcee
Short for 'Master of Ceremonies', the person who hosts and dictates the flow of an event.
VIP
Stands for 'Very Important Person', a guest who requires special attention or privileges at an event.
AV Equipment
Stands for Audio-Visual Equipment, including microphones, projectors, screens and other technology used for presentations.
Go Green
Refers to the initiative of making events environmentally friendly by using sustainable practices.
GALA Dinner
A formal social event or party with entertainment, usually to celebrate or raise funds.
BEO
Stands for Banquet Event Order, a detailed document outlining the specifics of your event at a venue.
Walk-Through
A detailed tour or rehearsal of the event process, including a physical examination of the venue.
RSVP
A request for a response from the invited person regarding their attendance to an event.
Post-Event Evaluation
A review process to determine the success of an event and identify areas for improvement.
Early Bird Registration
An incentive where attendees are offered a reduced rate for registering before a specified date.
Table Setup
The arrangement of tables and seating for guests at an event.
Logistics
The detailed coordination of complex operations involving people, facilities, and supplies in events.
Linen
Tablecloths, napkins, and other fabric goods used in the setup of an event.
RFP
Stands for Request for Proposal, a document outlining the specifics required for an event, sent to potential suppliers.
F&B
Acronym for Food and Beverage services related to catering.
No-Show
A person who has RSVP’d to attend an event but does not show up without prior notice.
On-Site Management
The overseeing of the event's practical, logistical and operational functions at the location.
Exhibit
A display or demonstration showcasing products or services within an event.
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