Events and Management

Event Planner’s Handbook A to Z
Student’s Name
Institutional Affiliation
Date

Advanced Order: An order to purchase a product that is placed before the events start
Advanced Registration: A registration before getting to any venue or event festival made several days before the event or function day.
Air Walls: Walls that are meant to divide huge rooms and that cannot block out noise from another room
American plan: A system used to pay for rooms and all meals at daily rates provided.
Appetizer: A bite-sized food for people before dinner.
Anniversary: A day which is meant to celebrate an earlier event that occurred on the same day. It could be a couple marking their wedding day.
Auditorium: A purpose built performance room.
Auditorium- world trade center auditorium from http://www.wtcpd.com/auditorium

Auditorium Seating: An arrangement of seats facing the stage. Also known as theater style seating.
Awards ceremony: An event, usually formal, to honor the outstanding performance.
B
Baby Shower: An event held before the birth of a child whereby the participants present gifts to the mother.
Banquet: A formal meal offered with a complete main course and followed by speeches to honor someone.
Baby Gender Reveal: Cutting the cake to the center by the expectant couple.
Bar Tab: Ordering a drink and putting it on your tab.
Backdrop: A drape, cloth or panel hung at the back of the stage set.
Back of the House: Employees who work in the back in a way that hides their appearance from guests of a hotel.

Banquet Captain: A lead person appointed by the venue who assumes the role of coordinating the food service at the event.
Banquet Round: A round table that seats between 8-12 guests, depending on how big the table is

Banquet Round: Image by Special Event Rentals from http://specialevents.on.ca/products/tables/72-round-banquet-table/

Big Document: A proposal prepared by a vendor whose interest is to provide goods and services.
Black Tie: A semi-formal dress for functions held past 7 P.M
Board Meeting: A meeting held by stakeholders and it is aimed at providing solutions to particular problems in an organization.
Breakout Room: A shared room where smaller groups of attendees meet separately.
Break-out session: A small group of participants that discusses particular subject or aspects of the broad theme.
BrideZilla: A woman who uses inappropriate behavior while planning her wedding.
Business Manager: A person who works with others to run a major business to make a significant profit.
C
Carpet Tape: A double-sided tape fitted at the carpet edge to keep it in place.
Caterer: The one who provides food, supplies, and sometimes service at social gatherings.
Catering Manager: Managers who are responsible for running a business for food service
Central Console: A board where sound and lighting are controlled.
Charter member: A person in an organization who contributed to the start of that particular group.
Commission: A percentage of money paid to someone from the sale of a product.
Concessionaire: A person or company that specializes in operating the concessions.
Concurrent Session: Events that happen simultaneously in the same period.
Concierge: A person charged with the role of arranging for tours, reservations, and transportations.
Conference: A meeting meant to a large group of attendees to discuss issues about a particular topic.
Conventions: A meeting held by delegates in different bodies such as churches and political parties.
Cocktail Dress: A semi-formal dress for women.
Cut-Off Date: Has a limit or an ending.
D
Dance Floor: A designated area in a club or restaurant made for dancing.
Décor: A room of furnishing and decoration.
Delegate: A person sent to represent others in a conference.
Deposit: A partial payment made for the purchase of an item.
Destination: A city, area, or country in which people visit and hold their events.
DMC: A business that handles entertainment for its clients in conferences and meetings at a particular destination. (Destination Management Company)
Draping: Cloth or clothing which is loosely or casually worn on or around something
E
Early Bird Registration: Payments made to an event before the deadline.
Emcee: A person who entertains and controls the activities in an event.
Exhibit Booth: A projection booth used by one occupant
Exhibitions: A systematic presentation and display of a selection of items.
Exclusive Service: A limited number of people.
F
Festival: A celebration practiced by an individual community involving culture and religion of that society.
Flat Rate: A charge of taxation in proportion to all amounts.
Floral Design: The art of creating plant materials for wedding floor.
Fixed costs: Expenses incurred that do not depend on a change in variables.
Front of the House: Employees that service in the open to the public view and or dining room.
Function: An organized occasion held for a specific objective (“Festivals and Events Guide.” 2016).
G
General Session: A session in an event where the general aims are discussed.
Group Booking: Many people that reserved for a party.
Group Rate: Rate at which the providers of an event charges to a group of people.
H
Hand service: A serving style at banquet functions where the waiters are positioned behind the seated guests. All the waiters serve the guests at the same time after being signaled by the dining room manager.
I
Inclusive Rates: Amount of money charged for an event and includes all the costs such as service fee and taxes.
Invoice: A transaction document issued from one party to another and it indicates quantities and price of goods and services owed.
Itinerary: A scheduled route or visit of a tour.
K
L
M
Marquee: A structure that is placed at the gate or entrance to a hotel or theater. It has flashlights of several colors for easier identification and advertises the current event is happening in that building.
Marquee-Images by Marque signs from https://www.piuminiita.com/marquee-signs.html

Maximum Capacity: The number of persons that are allowed to a function.
Meeting event order: A specification for each function that is part of the overall meeting or event.
Minimum Capacity: Smallest number of people allowed in an event.
Minimum Spend: Lowest amount that is to be spent on a product.
N
Negotiated Rates: Rates that are established with the company account representative.
Networking: Talking to other people to exchange info and develop contacts for one’s career.
Not-For-Profit: An organization that uses the generated profit to further their objectives rather than distributing it among the shareholders.
O
P
Panel Discussions: A group of people that discusses a topic in business or fan conventions for the audience.
Pantone: A system of matching colors for painting that relies on standardized numbered colors.
Per Room Rate: Cost charged for accommodation unique to that room.
Plenary Session: A session held for all the members who are to attend a conference.
Per Diem: A daily allowance for expenses for a specific amount of money to give to an individual.
Poster Sessions: Period meant for individuals to present their research to the members of a Congress.
Proposal: A plan or suggestion that a formal or written one can put forward for consideration (Chiarelli, Bullock, & Steenburgen, 2016).
R
Riser: Platforms constructed in a theater where the actors perform their actions. It is usually stationary and rose at varying levels to make the show interesting.
Reception: A formal occasion intended to receive someone formally.
Refurbishment: When a place is undergoing renovation.
Retirement: A period in one’s life where one stops working after attaining a certain age.
Room Hire Rate: A fixed amount charged for renting the room.
Rooming List: A list indicating the names and reserved room numbers for the guests
Room Block: A group of people that holds a hotel for a specialty price.
Room Turnover: Activity that is undertaken to change the layout to hold a different event.
S
Site: The location of the event.
Site Visit: The visitation of an event site to analyze its layout and facilities before the event date.
Single Room: A one-person room.
Stay Over: People that remain at the hotel for the departure date.
Strike: An activity held by employees while demanding for individual rights.
Summit: A full-service corporation for the association event planning company.
Supplier: Individuals that sell products in bulk to another company for resale or use.
T
Trade Show: An expo organized by business people, firms, and corporations to showcase products to potential customers.
U
Unusual Venues: A place where most of the events are rarely held by a particular group or individual.
Usher: A person who guides you to your seat.
V
VAT: A government tax on products and services. (Value-added tax)
Vendor Agreement: A signed contract between event planner and provider.
VIP: A person with high status who is offered a better treatment in functions than ordinary citizens. (Very important person/player)
W
Waitlist: A list that controls the movement of people in admission process before entering to an event or function.
Wedding Rehearsal: A practice for the wedding held before the actual wedding ceremony.
Workshop: An informal or public session for a free discussion of particular subjects.
Wrap-Up: The end of an event or meeting.
CORRECTIONS
Basic Amenities: Facilities that are constructed to make life more enjoyable and pleasant. Such facilities include swimming pools and shopping centers near hotels and or towns.
Buffet: A system of serving foods of different types, strategically placed in a public area such as a table to enable diners to serve themselves.
Buffet: Images by Radhika Israni from http://blog.strollup.in/2015/12/15-restaurants-in-bangalore-serving-buffet/

Cathedral train: A wedding dress for the bride made to extend several inches behind the gown. It is mostly used for formal weddings.
Change order: A supplier document that outlines variations in an original agreement.
Domestic attendees: People present at a certain event or place who have an immediate interest in the primary purpose of the event. They are mostly referred to as the hosts of an event (Wallace, 2016).
Guests: People invited to a function.
Groomzilla: Grooms who are unreasonable yet demanding. They are mostly interested in perfecting their moment at the expense of their fiancé. Mostly, they look down upon the finer details of their wedding such as planning and reception.
Keynote speaker/ address: A speech delivered on commencement of an event that summarizes the message and sets the tone for the central theme relating to that particular event.
Meeting: An arrangement made for two or more people who comes together mostly for discussion or entertainment (Wallace, 2016).
Stage manager: One in charge of managing the stage area.
Symposium: A meeting of specialists with the aim of discussing a particular subject.
TBA: A placeholder adopted in most events whose purpose is to communicate to the audience of an activity scheduled to happen. It means “To Be Announced.”
Theatre style: An arrangement of chairs facing the stage in a room.
Theatre style – Scandinavian Ballroom Theatre Style from https://www.tripadvisor.co.uk/LocationPhotoDirectLink-g187069-d210728-i176126036-Radisson_Blu_Hotel_Manchester_Airport-Manchester_Greater_Manchester_Engla.html

Vendors: People or companies engaged in selling of products especially in the streets.
Wedding Planner: One who specializes and assists in the process of planning, designing and managing client’s wedding.
MORE TERMS
Local attendees: People present in a function or event who come from the geographical locality in which the event takes place.
Catered event: An event accompanied by the provision of food services to the attendees
Consumer show: An expo designed to showcase different types of products and inventions to the potential customers. Also known as a trade show, it is aimed at marketing and creating awareness to potential clients.
Corkage: A fee imposed on customers in a restaurant or hotel upon the use of beverages and liquor bought at other premises.
Exhibitors: A person who plays the role of displaying items to the attendees at an exhibition.
Evite: A website that is designed to create, send and manage invitations to people online. It is intended to enable the host to send invitation emails to different people and give a confirmation of attendance through the same system.
Floor limit: Maximum amount of money that a merchant is allowed to charge on every credit card transaction. Different stores have different limits on the amounts.
Forum: A platform created in the form of a meeting, place or media that facilitates participants to contribute and exchange ideas relating to a particular topic.
Full-service hotel: Hotel that offers all hospitality services and essential amenities needed by the clients. The full-service facilities provided include accommodations, restaurants, and various amenities that include conference rooms, swimming pools, health clubs and ballrooms (Yapp, 2015).
Green room: A particular place in a theater that is designed for performers to relax while off stage. The room gives them an opportunity to relax before and after presenting their shows.
Headcount: An arithmetic process used to determine the actual number of people present or attending an individual event. The process involves physical counting of all persons present
Head table: The principle table often placed at central or raised place. It offers the main speakers or moderators of an event the ability to coordinate the flow of a meeting. Mostly for banquets and conferences, the head table is used by the guests, presiding officers or the chief speaker.
Hidden charge: Expenses incurred by a customer which are not included in the purchase price. Hidden charges are mostly referred to as gray money. Such extra costs include maintenance, repair, and training fee.
Open bar: A personalized counter mostly used in parties and wedding reception and whose purpose is to serve the attendees with free drinks and alcohol.
Open bar – images by “Wework labs” from http://sf.funcheap.com/wework-labs-launch-party-open-bar-soma/

Opening ceremony: Celebrations held just before an important event begins intended to mark the beginning of activities in that function. Opening ceremonies are made of entertainments such as music, dance, and acrobats (“Meeting & Event Planning City Guide | Cvent Destination Guide,” 2016).
Pinterest: An online tool that enables its users to share images through social media network platforms such as Facebook.
Google chat: A messaging service provided by Google Company and allows its users to send both text and voice messages instantly.
Western wedding: A function held in the culture of the west and is aimed at uniting two people in marriage. A Western wedding involves a conduct of a ceremony where the bride and groom exchange vows and gifts as a symbol.
 
NEW WORDS
Client profile: A description of customers regarding demographic factors such as age and gender.
Dining plans: Requirements issued by the client specifying the type of food and place of dining
Event Budget: A quantification of the client’s plans for the event in monetary terms that assists in the preparation of an event.
Incentive houses: Companies that provide the operational activities at event destination such as arrangements for accommodation and transportation (Wynant, 2015)
Event profile: A description of the nature and design of a particular event.
Group transportation: A system of moving people or items at the same time using large carriers such as buses for guests and Lorries for goods (“meetings and events,” 2016).
Shuttle systems: Means of transportation that involves picking and dropping off guests at designated stops and routes.
Dietary needs: Variations in the type of food items consumed by different people.
Audiovisual: A term used to describe the sound, lighting, and projection in events.
Convention bureaus: Organizations that take the role of providing information and conducting bookings and reservations for holding an event.
Seminar: A form of meeting offered by a learning institution or professional body with an academic expertise.
Incentive event: A planned trip or event by an organization made to motivate employees on their mission to achieve their goals (“Planning Employee Incentive Travel,” 2016).
Corporate/business meetings: An assembly of relevant stakeholders intended to discuss on various issues to enable a better cause of action (“Corporate Events, Incentives,” 2016).
Team building: A collection of activities undertaken by a particular group whose aim is to facilitate social relations
Event specification Guide: A document prepared by the event organizer and is used to communicate the event details and all required information about an event (“Event Management Solutions | Cvent,” 2016).
Travel safety: An official communication by the government to its citizens warning them against going to specific countries with insecurity.
References
A Catered Event: How May We Serve You?. (2016). Acateredevent.net. Retrieved 10 November 2016, from http://www.acateredevent.net/Chiarelli, P., Bullock, S., & Steenburgen, M. (2016). The Proposal (2009). IMDb. Retrieved 10 November 2016, from http://www.imdb.com/title/tt1041829/Event Management Solutions | Cvent. (2016). Cvent.com. Retrieved 10 November 2016, from http://www.cvent.com/en/lp/event/eventmanagement.shtml?cid=701o0000000EVr1AAG&src=c_gppc&gclid=CLCdidSo488CFc1cfgodXvgCjQFestivals and Events, Festival Vendors, Festival Entertainers, Festival and event planning guide. (2016). Festivalsandevents.com. Retrieved 10 November 2016, from http://festivalsandevents.com/Marquee Las Vegas – Nightclub. (2015). Marqueelasvegas.com. Retrieved 10 November 2016, from http://marqueelasvegas.com/Maximum Capacity – Events & Speaking Engagements. (2016). Maximumcapacity.org. Retrieved 10 November 2016, from http://www.maximumcapacity.org/events.htmlMeetings and events. (2016). Marriott. Retrieved 12 November 2016, from http://www.marriott.com/meeting-event-hotels/event-planning-guide.miMeeting & Event Planning City Guide | Cvent Destination Guide. (2016). Cvent. Retrieved 12 November 2016, from http://www.cvent.com/rfp/meeting-event-planning.aspxPlanning Employee Incentive Travel. (2016). The Balance. Retrieved 10 November 2016, from https://www.thebalance.com/an-introduction-to-corporate-incentive-travel-and-events-1223618Room turnover. The Event, conference and meeting industry glossary. Corporate Events, Incentives. (2016). Eventplannerspain.com. Retrieved 10 November 2016, from http://www.eventplannerspain.com/glosario/En/Room_turnoverYapp, G. (2015). Full-Service Vs. Limited-Service Hotels. Traveltips.usatoday.com. Retrieved 10 November 2016, from http://traveltips.usatoday.com/fullservice-vs-limitedservice-hotels-106136.htmlWallace, J. (2016). Meeting & Event Management – Summit Associates Event Management, Inc.. Summitassociatesevent.com. Retrieved 10 November 2016, from http://summitassociatesevent.com/2001/2201.htmlWedding Catering Services for Asian Food including Chinese, Japanese, Korean and Fusion Cuisines. (2016). Hotelbanquet.com. Retrieved 10 November 2016, from http://hotelbanquet.com/What is a consumer show – eVenues.com. (2016). eVenues. Retrieved 10 November 2016, from http://www.evenues.com/event-planning-guide/what-is-a-consumer-showWynant, A. (2015). Trends for Event Planners. Endless Entertainment. Retrieved 12 November 2016, from http://helloendless.com/2015-meeting-event-trends-event-planning/