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Event Planning Vocabulary
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Breakout Session
A smaller group meeting or discussion around a specific topic, separate from the main event.
Early Bird Registration
A reduced fee for attendees who register before a specified date.
Walk-In
An attendee who arrives at the event without a prior registration.
Welcome Packet
A package of materials, often including the event schedule, maps, and other relevant information, given to attendees.
Podium
A small platform or stand where a speaker stands during presentations.
Banquet Event Order (BEO)
A detailed document that outlines instructions and timelines for the event.
No-Show
A person who does not attend the event despite having registered.
PAX
An abbreviation for 'Passengers or People', often used in the context of event attendee numbers.
Sponsor
A business or individual that supports an event financially or through the provision of products or services.
Meet and Greet
An informal reception where guests can interact with hosts, speakers, or entertainers.
Event Proposal
A comprehensive plan submitted by an event professional to a client, detailing the vision and elements of the proposed event.
Registration Desk
The location at an event where attendees check-in and receive relevant materials.
Force Majeure
A clause in contracts that frees both parties from obligations when an event outside of control occurs.
Venue
The location where an event is held.
Check-In
The process of verifying and registering attendees as they arrive at an event.
Silent Auction
A fundraising activity where bids are written on a sheet of paper, and the highest listed bidder at the conclusion wins the item.
Room Block
A group of hotel rooms reserved for event attendees, often at a discounted rate.
Linen
Fabric goods such as tablecloths and napkins used for an event.
Event Agenda
The schedule of activities and timings for an event.
Ushers
Staff or volunteers that help guide attendees to their seats or through different parts of the venue.
Swag
Promotional items given away at events as a marketing strategy.
Menu Tasting
An event where clients sample the food planned for their event to make selections or provide feedback.
Save-the-Date
A notice sent out to potential guests informing them of the event date before the formal invitation.
F&B Minimum
The minimum amount that must be spent on food and beverages at an event venue.
Certified Meeting Professional (CMP)
An internationally recognized qualification for meeting and event professionals.
Plenary Session
A session at a conference that is attended by all participants.
Exhibition
A public display or demonstration of products, art, or skills at an event.
Teardown
The process of dismantling and cleaning up after an event has concluded.
Vendor
A company or individual providing goods or services for an event.
Ticket Tier
Different levels of event access or perks associated with varying ticket prices.
Pyrotechnics
The use of controlled explosive devices for special effects, commonly used in concerts or celebrations.
Décor
The interior design elements used for aesthetic appeal at an event.
Green Event
An event that is organized with the intention of minimizing its environmental impact.
Theme
A specific subject or idea that acts as the basis for the event design and activities.
Master of Ceremonies (MC)
A person responsible for maintaining the flow of an event, making announcements and introducing speakers or performers.
Keynote Speaker
A prominent person invited to speak, setting the underlying tone and summarizing the core message of the event.
Rider
An attachment to a contract detailing additional requirements, often used for performance or technical needs.
RSVP
A French acronym 'Répondez s'il vous plaît', requesting that the invitee confirm their attendance.
Load-In/Load-Out
The process of bringing supplies in and out of the event venue, especially for setup and teardown.
A/V Equipment
Audio/Visual equipment used for presentations or entertainment.
Caterer
A company or individual responsible for providing food and beverages for an event.
Gala
A formal event, often including dinner and entertainment, that serves as a celebration or fundraiser.
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