Events Glossary
Event planning, production, venues, conferences, and corporate event terms
A
A/V Rider
A technical document specifying all audio-visual equipment requirements for a speaker or performer.
AV Production
The technical coordination of audio, video, and lighting for events.
Attendee Engagement Strategy
Comprehensive plan to maximize participant interaction, learning, and satisfaction through targeted activities and experience design.
Attendee Journey
The complete experience an attendee has before, during, and after an event.
Attrition Rate
The percentage of reserved hotel rooms or guaranteed attendees that fail to materialize.
B
BEO (Banquet Event Order)
A document detailing all arrangements between a venue/caterer and event client.
Badge
The credential worn by attendees identifying them and indicating their access level or role.
Breakout Room
Smaller meeting spaces adjacent to main conference areas used for concurrent sessions or small group discussions.
Breakout Session
Smaller, focused sessions that run concurrently during a conference.
Bump-In
The process of moving equipment, sets, and materials into a venue before an event.
Bump-Out
The process of dismantling and removing all event equipment and materials from a venue.
C
Catering Guarantee
The confirmed number of guests for which food and beverage will be prepared and billed.
Content Curation
Strategic selection and organization of educational sessions, speakers, and materials to create cohesive learning experiences aligned with audience needs.
Corporate Event Branding
Strategic integration of company visual identity, messaging, and values throughout all event touchpoints to reinforce brand positioning.
Cvent
A leading enterprise event management software platform.
E
Emergency Response Protocol
Documented procedures for handling medical emergencies, severe weather, security threats, and other crisis situations during events.
Event App
A mobile application providing event information, networking, and engagement features.
Event Brief
A comprehensive document outlining all key details and objectives for an event.
Event Budget Reconciliation
Post-event financial analysis comparing actual expenses and revenues against projected budgets to identify variances and inform future planning.
Event Floor Plan
Detailed diagram showing the spatial layout of an event venue including seating arrangements, stages, vendor booths, and traffic flow patterns.
Event Logistics Coordinator
Professional responsible for managing operational details including vendor coordination, timeline execution, and on-site problem resolution.
Event ROI
Measurement of the return on investment from an event, comparing outcomes achieved to resources invested.
Event Registration
The process and systems for attendee sign-up, ticketing, payment, and information collection.
Event Risk Assessment
Systematic evaluation of potential hazards and vulnerabilities that could impact event safety, success, or organizational reputation.
Event Security Planning
Comprehensive safety and security strategy addressing crowd management, access control, emergency response, and threat mitigation protocols.
Event Sustainability
Planning and executing events with minimal environmental impact.
Event Tech Stack
The collection of technology tools used to plan, execute, and analyze events.
Event Technology Integration
Strategic implementation of digital tools and platforms to enhance attendee experience, streamline operations, and capture valuable event data.
Experiential Marketing
Marketing strategy that engages consumers through immersive, interactive brand experiences.
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P
Pipe and Drape
A modular system of metal pipes and fabric drapes used to create temporary walls and booth dividers.
Plenary Session
A session attended by all conference participants, typically featuring keynotes or major announcements.
Post-Event Analysis
Systematic evaluation of event performance using attendee feedback, financial data, and objective metrics to inform future planning decisions.
Pre-Con Meeting
A planning meeting held shortly before an event to finalize details with all key stakeholders.
Product Launch Event
An event organized to introduce a new product to the market.
Production Timeline
Detailed scheduling document outlining all production activities, deadlines, and dependencies from initial planning through event completion.
R
RSVP Management
The process of collecting, tracking, and managing guest responses to event invitations.
Registration Desk
The designated area where attendees check in and receive credentials upon arrival.
Room Block
A group of hotel rooms reserved at negotiated rates for event attendees.
Run of Show
A detailed timeline document that outlines every element of an event minute-by-minute.
S
Session Facilitation
Professional management of educational sessions to maximize learning outcomes through structured discussion, audience interaction, and knowledge transfer.
Session Scanning
Tracking attendee participation by scanning badges at individual session rooms.
Show Call
The scheduled time when production crew and performers must arrive at the venue.
Show Flow
The chronological sequence of all event activities including speaker transitions, entertainment segments, breaks, and technical cues.
Simultaneous Interpretation
Real-time translation of spoken content into other languages during an event.
Site Inspection
An in-person visit to evaluate a potential event venue before committing to a contract.
Speaker Bureau
Professional service organization that represents speakers and facilitates matching them with appropriate events based on topic expertise and audience fit.
Speaker Coaching
Professional development support helping presenters improve delivery skills, content organization, and audience engagement techniques for effective presentations.
Sponsor Fulfillment
The process of delivering all contracted benefits and recognition to event sponsors.
Sponsorship Activation
Activities that bring sponsor presence to life beyond logo placement, creating meaningful attendee interactions.
Stage Plot
A diagram showing the layout of equipment, performers, and elements on stage.
Stakeholder Alignment
Process of ensuring all key decision-makers and influencers share common understanding of event objectives, expectations, and success metrics.
Strike
The theatrical term for dismantling and removing a set, staging, or event production.
Swag
Promotional items and branded merchandise given to event attendees.
T
V
Venue Capacity
The maximum number of people a venue can safely accommodate.
Venue Capacity Modeling
Mathematical analysis of space utilization including seating configurations, traffic flow patterns, and safety requirements for optimal attendee experience.
Venue Contract Negotiation
Strategic process of securing favorable terms for space rental, services, and policies while managing financial and operational risks.
Venue RFP
A Request for Proposal document sent to venues detailing event requirements.
Venue Sourcing
The strategic process of identifying, evaluating, and selecting event venues that align with program objectives, budget constraints, and attendee needs.
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