Our clients are always coming to us asking about words they have heard but do not understand, so we thought we’d create a dictionary/ glossary with as many event management words as we can think of. We’ll regularly update these, so please check back!
Accreditation is the process of validating guests to an event. It’s the process of providing the correct passes to the event with the correct access rights. ‘AAA’ is often referred to as ‘Access All Areas’.
This is used to calculate actual visitor turnout. The formula for this is: No shows / projected visitors.
AV is short for Audio Visual and includes screens, projectors, speakers and microphones.
Back of house is essentially behind the scenes at a venue, these are not guest facing. This includes where the technical team are set-up or back stage.
Front of house is quite the opposite – this is where guests will sit or stand. This can be in front of the stage or where guests can mingle together.
This refers to a type of target audience, whether that be B2B (Business to Business) such as trade shows or B2C (Business to Consumer) such as a music concert or recruitment fair.
This is essentially a back-up plan, should the main plan not work out. It’s important to have contingencies in place to ensure the event can run as best as possible.
A corkage is a fee that venues such as hotels charge their clients for bringing in their own alcohol.
Daily Delegate Rates or DDR is a packaged price that venues provide corporate clients with per guest. This refers to the food, drink, stationary etc.
Dry-hire is venue terminology that describes the hire of only the venue. This excludes lighting, chairs, tables and all other decorations.
This is a contractual clause which protects parties from unprecedented extraordinary event such as Coronavirus. Depending on how the contract is drafted, the clause an exercise different meanings, in respect of a venue, they may choose to reinforce the right to cancel or postpone without penalty.
A floor plan or seating plan is essentially a plan of where things will be places in the venue. This includes, stage, toilets, seating etc.
Pretty self-explanatory, this is the venue’s food and drink department.
This important document outlines the plan for the event, the specific timings, specific requirements such as AV or room-set-up. This will dictate what happens and when.
This is a voluntarily payment to special guests such as speakers. These are not agreed and are often donated to guests as a special thank you. These are taxable incomes in the UK.
An incentive by a company or employer to encourage and motivate people do a particular behaviour.
Load in/ load out is the time given before an event starts and after the event finishes to put up or take down all the equipment needed. Suppliers will use this time to rig lighting and stages and to de-rig them.
This is a customer loyalty score, which assesses the likely hood of a customer or guest recommending your event. Feedback is generated through surveys and the scoring goes from 1-10; 10 being the highest score and most likely to recommend.
A rider is a care package that your special guests such as Keynote speakers or DJs request when they attend your event. This can include, food, drink or a towel etc.
A rig at a venue is the staging and trusses that hold up the lighting and speakers or hazer-smoke machines.
Risk assessments is important in events. It’s used to help identify all the possible risks and have these logged accordingly. You can find out more on the Health and Safety Executive website, including templates.
This is pretty much an invoice. This is provided by suppliers before the event starts outlining the service to be provided along with its costings.
Public liability insurance is important to have as it protects the business if and when a member of the public decides to sue you due to negligence.
The toastmaster is essentially the host at an event that does the speeches and introduces guests.
The top table/ or head table is the main table, at a wedding this normally includes the closest family to the bride and groom.
Up lighting are bright lights that you often find in the corners of a venue. They help create the ambience and can set the scene. They are often static colours or they slowly fade into different colours.
Valet parking is a service when you drive your vehicle to an entrance of a venue. Someone will then greet you and drive your vehicle away and park it. They will also drive it to the entrance for you when you are ready to leave.