Event Planning Glossary

Lodging arrangements for event attendees, including hotels, resorts, or alternative lodging options. Often involves negotiating group rates and room blocks.

A contract clause that outlines the penalties if the event or group uses fewer rooms or services than originally contracted for. This protects venues from lost revenue when bookings don't meet projections.

Equipment and services related to sound, lighting, and visual presentation including microphones, projectors, screens, speakers, and technical support staff.

A detailed document outlining all requirements for an event, including food and beverage specifications, room setup, timing, guest count, and audio-visual needs. This serves as the final contract between planner and venue.

A reserved group of hotel rooms at a negotiated rate, held for event attendees. Rooms are typically held until a cut-off date, after which they're released to general inventory.

A smaller meeting that splits off from a larger conference or event, allowing for more focused discussions or specialized topics with smaller groups of attendees.

Contract terms that detail the fees, penalties, or procedures if a group cancels their booking entirely. Penalties typically increase as the event date approaches.

Food and beverage service for events, including menu planning, dietary accommodations, service style (buffet, plated, family-style), and beverage options including alcohol service.

A percentage of the booking value (typically 8-15%) paid by hotels or venues to planners, agencies, or third parties who bring them business. This is the traditional compensation model in hospitality.

A local tourism marketing organization that provides information about a destination's attractions, accommodations, meeting facilities, and services. CVBs often assist with event planning and offer destination marketing support.

Business-focused gatherings including conferences, meetings, product launches, team building, awards ceremonies, and company celebrations organized by or for corporations.

The deadline when a hotel releases unused rooms from a group block back to general inventory. After this date, group rates may no longer be available to attendees.

A local company specializing in event planning and logistics within a specific destination. DMCs provide comprehensive services including transportation, activities, venue sourcing, entertainment, and on-ground coordination.

An organization focused on promoting a destination to increase tourism and business travel. They support both leisure and group travel, including meetings, conventions, and events.

Food limitations or preferences of attendees including allergies, religious requirements, vegetarian/vegan diets, and other special dietary needs that must be accommodated in catering.

A detailed schedule of all activities, setup, and breakdown times for an event. Includes vendor arrival times, guest arrival, program schedule, and post-event activities.

When a venue is reserved entirely for one event, providing complete privacy and control over the space. Often comes at a premium but ensures no competing events or distractions.

The minimum amount that must be spent on catering to secure a venue or receive certain pricing. If not met, additional fees may apply to reach the minimum.

A contract clause that frees both parties from liability when extraordinary circumstances beyond their control (natural disasters, pandemics, war, terrorism) prevent contract fulfillment.

A document detailing the specifics of each event function including room setup, catering requirements, AV needs, and timing. Similar to a BEO but may be less detailed.

An environmentally sustainable event that minimizes waste, uses eco-friendly materials, sources local products, and implements practices to reduce environmental impact.

Local transportation arrangements including airport transfers, shuttles between venues, motor coaches for group movement, and individual transportation options for attendees.

A discounted accommodation rate offered to a block of rooms for event attendees. Typically requires a minimum number of rooms and may include additional perks or amenities.

A private room or space used for entertaining VIPs, sponsors, or special guests. Often includes premium food and beverage service and comfortable seating areas.

An event that combines in-person and virtual attendance, allowing both physical and remote participation through live streaming, interactive technology, and digital engagement tools.

Travel programs used as rewards for top-performing employees, partners, or customers. Often includes luxury accommodations, unique experiences, and team-building activities.

Coverage protecting against event cancellation, liability, property damage, or other unforeseen circumstances. Types include general liability, cancellation, and weather insurance.

The process of bringing equipment, supplies, and materials into a venue before an event (load-in) and removing them afterward (load-out). Includes timing, access routes, and equipment requirements.

The detailed coordination and implementation of all event components including transportation, accommodations, catering, equipment, staffing, and timeline management.

The primary billing account for a group event that covers charges like meeting room rental, group meals, and other event-related expenses, separate from individual guest rooms.

The minimum number of attendees or minimum revenue that an event planner guarantees to a venue. Used for pricing calculations and menu planning.

A non-commissionable rate provided to planners or agencies, representing the base cost before any markups. Gives buyers flexibility to add their own margin or pass savings to clients.

The percentage of reserved room block that is actually booked by attendees. Used to measure the success of room block size and pricing strategy.

A formal dining style where each guest receives an individually prepared and presented plate of food, typically served by waitstaff. Contrasts with buffet or family-style service.

A formal document sent to suppliers (hotels, venues, vendors) requesting detailed pricing, availability, and service information for an event. Used to compare options and negotiate contracts.

A contract provision allowing hotels to mitigate attrition losses by reselling unused rooms from a group block. Can reduce penalties if rooms are successfully resold.

A detailed minute-by-minute timeline of event proceedings including speaker introductions, transitions, technical cues, and all program elements from start to finish.

A visit to potential venues to evaluate facilities, services, location, and suitability for an event. Often includes tours, meetings with venue staff, and menu tastings.

The physical setup and design of event spaces including platforms, backdrops, lighting design, furniture arrangement, and decorative elements to create the desired atmosphere.

A company that manages comprehensive business travel services including flight bookings, hotel reservations, car rentals, expense reporting, and travel policy compliance.

A complete event solution where one vendor or company handles all aspects of planning and execution, requiring minimal client involvement beyond initial briefing and approvals.

The process of identifying, evaluating, and selecting appropriate locations for events based on criteria like capacity, location, budget, amenities, and availability.

An online event conducted entirely through digital platforms, allowing remote participation via streaming, video conferencing, and interactive technologies.

An opening event designed to greet attendees, facilitate networking, and set the tone for a larger conference or multi-day event. Often includes light refreshments and informal networking.