Event Terms Glossary

There are so many industry specific terms, acronyms and language that exists in the events world. Like every industry it can be hard to follow. We’re here to help explain.

On our website we provide our clients with a few downloadable files to help you with your event planning. These can be found here and are free to download. With that in mind we thought we would publish our Event Terms Glossary this month to help you with anything you don’t already know!

1/2 Day DDR Same as a DDR, lasting only half a day, and only one or two tea/coffee breaks.
24-hour rate A quoted rate to include: a three course dinner, bed and breakfast and DDR.
a la Carte Literal translation from French means “from the menu”. Guests choose their selection direct from the menu.
Addendum An alteration or addition to a contract, signed by both party.
Allocation A pre-agreed rate for bedrooms, allowing delegates to book quoting a specific code. Bedrooms are not contracted and are subject to release dates without penalty (if met).
Attendees Individuals registered for and event.
Attrition Bedrooms held are released into the venue’s system following a hold on allocation lead by a series of release dates.
Auditorium Raked seating similar to cinemas.
AV Short for ‘Audio Visual’ Event production used for set/sound/visuals etc.
B&B Rate Bed and Breakfast rate.
Back Projection Projecting an image from the rear of the stage set, thus meaning the projector cannot be seen.
BEO ‘Banqueting Events Order’. A venue’s version of an Operations Document.
Bowl Food Small Bowls of food, usually served as miniature portions of traditional larger dishes.
Break Out Small group sessions, panels, workshops or presentations.
Ca. ‘Circa’. Meaning ‘there abouts’.
Cabaret Seating, usually using Rounds where all delegates have a writing surface and face the presenter.
Cancellation Clause Contractual term detailing the cancelation policy and any subsequent penalties incurred.
Cash Bar Guests are required to make individual payment for any drinks they order.
CB ‘Continental Breakfast’ i.e. a cold breakfast, for example, pastries.
Ceiling Height The distance from floor to ceiling in a conference room or area.
Chaffing Dishes Heated metal containers containing hot food. Generally found during a buffet for self-service.
Chef’s Choice Food items chosen by the chef.
Classroom Rectangular tables organised in rows. Delegates all face the presentation area.
Coeliac Dietary requirement which requires a gluten-free diet.
Commission A payment made from venue to agency for the introduction of new business.
Conference Kit Or ‘Conference Pack’. Event materials collated, usually handed to delegates during registration.
Contract A written agreement between client and venue/agency detailing the agreed details/ of the vent and Terms and Conditions.
Corkage A per bottle charge applied by a venue when a client wishes to bring their own beverages.
DBB ‘Dinner, Bed and Breakfast’.
DDR ‘Day Delegate Rate’. A per delegate rate usually including meeting room hire, two/three refreshment breaks, snacks, lunch, and often Projector, Screen and Flipchart.
Delegate A person attending an event.
De-rig Process of removing equipment to depart a room.
Dividing Wall A fold-away wall that can be used to separate one room into more sections.
DMC ‘Destination Management Company’. Found in locations abroad with specific local knowledge and contacts.
Double Occ. ‘Double Occupancy’. A room that occupies two guests – either single or twin.
Exclusive Use Hiring of a venue or area for your private use.
External Services brought in from a company different to that of the venue/supplier.
FEB ‘Full English Breakfast’. Includes continental breakfast and hot cooked food.
FCFS ‘First come, first serve’. No space is held in a venues diary. The client which confirms first receives the space.
First Option First refusal to the space quoted for. Held for a designated amount of time.
Flipchart A3 pad of paper usually on a stand for presentations.
Floor Plan The ‘birds eye’ plan of a room, showing details such as pillars, windows etc.
Front Projection Projection of an image using a projector placed within or behind the audience.
FEM ‘Full Event Management’. Whole management of an event from conception, delivery and post event.
Get-in Also known as ‘Access time’. The specified time for access to a venue for set-up.
Gluten Free A dietary requirement that excludes gluten and a mixture of proteins found in wheat and related grains.
Group Arrival A schedule of information detailing the dates and times of arrival for each attendee.
Group Booking Reservation for a block of bedrooms over 10 rooms.
Group Rate Confirmed bedroom rate for all attendees to book their rooms.
Guarantee Taking payment details in case individuals or an organisation default on their payments.
Halal Dietary requirement where meat is slaughtered in a particular manner and permissible food.
Handheld Mic Handheld Microphone
Hollow Square Set-up of seats and tables in a square, with chairs placed around the outside of the tables.
House Wine A particular wine selected by a venue/restaurant to be their standard product. This is often the lowest priced wine.
Incidentals Expenses incurred charged to a bedroom.
Individual Acc. ‘Individual Account’. Individuals pay their own costs.
In-house A service provided within the specific venue.
Joint First Option Two companies both holding space on a first option basis. Whichever company books first receives the space.
Kosher Dietary requirement where food is prepared according to Jewish dietary laws.
LCD Projector Also known as a ‘Beamer’. A self-contained unit used for projecting images.
Lectern A stand placed from which a speaker may rest notes, books or present from.
Madonna Mic A type of microphone which wraps around the back of the head. This enables the presenter to have both hands free.
Master Account The main account the event is billed to.
Max capacity Maximum number of people that can fit in a given area or room.
Min. Number ‘Minimum Number’. A number set by a venue dictating the minimum amount of delegates that must be met and charged for.
Min. Spend ‘Minimum Spend’. An amount set by the venue detailing the minimum amount of income that must be generated via food and beverage.
Non-residential ‘Non-residential venue’. A venue that contains event space, but no accommodation.
Ops Doc. Also known as ‘Operations Document’. A document containing all the event details and running order, often including roles and responsibilities.
PA System Public address system’. Used to amplify sound using a microphone, usually to a larger audience.
Pax Short for “people”
Pescatarian Dietary requirement where a person who does not eat meat but does eat fish.
Pillar Also known as a ‘column’. The purpose is to supports a roof, however they may restrict view for delegates.
Plenary Also known as ‘Keynote’. A session attended by every delegate in the same room.
Podium Also known as ‘Staging’. Raised platform where a speaker stands to deliver their presentation.
Poseur tables Also known as ‘cocktail tables’. Tall, thin free standing circular table.
Preferred ‘Preferred Supplier’. A pre-determined list of suppliers that the venue or supplier elect to work with to utilise their service.
Project Plan Also known as ‘Critical Time Path’. A schedule that identifies tasks, detailing time-frame and which individuals responsibility it is.
Residential ‘Residential venue’ A venue that provides accommodation. ‘Residential conference’. A conference that includes accommodation.
Room Drop A gift left in a delegates bedroom to discover upon return.
Room Turnover Changing the layout of a room from one layout to another.
Rooming List Full accommodation list detailing names, arrival and departure dates, billing instructions etc.
Rounds Banqueting tables either 4ft (ca. 6 pax), 5ft (ca. 8-10 pax) or 6ft (ca. 10-12 pax) in circumferance.
Screen The item used to project an image onto using LDC Projectors.
Second Option Second in line to the space held. There is a First Option ahead, who has first refusal. If released, the second option is moved onto First Option.
Semi-private The hire of an area of a venue which will be shared.
Soft furniture Relaxed furniture such as sofas, coffee tables etc.
Syndicate(s) A smaller meeting room(s) used for presenting separate topics to smaller groups. Usually specific in content.
Theatre Rows of chairs facing the presentation area.
Tie/Lapel Mic A microphone clipped to a persons tie or jacket to amplify their voice for presentations.
Trestle table Usually 4 ft or 6 ft in length, rectangular in shape.
Twin Room A room containing two separate beds.
U-shape A room set up in a U-shape, using trestle tables and chairs.
Value Added Items or services provided free of charge.
Vegan Dietary requirement for an individual who does not eat any foods of animal origins.
Vegetarian Dietary requirement for an individual who does not eat meat or fish.

Hippo offer Event Project Management and Global Venue Finding services. Contact us today on 01372 460 100 or events@hippoevents.co.uk to see how we can assist.