Event Glossary: The Top Terms You Need to Know

Dietaries

Dietaries are pretty straightforward; they refer to the special meals you'll need on your menu. It’s not just vegetarian (V) and gluten-free (GF) any more. There are vegan (VG), dairy-free (DF), wheat-free (WF), paleo (P) and pescatarian (Pesc).

Emcee

An emcee is an entertainment or event host. They will often lead activities and introduce performance acts.

EMS

Event management software refers to the software used to power events. Impactful EMS should include management features for check-in, attendee engagement, sponsor promotion, event production, live streaming, networking, and more.

Event order

An event order is an itemised, priced document that lays out all the details and purchases from your upcoming event.

Famil

Famil is short for familiarisation. In the events industry, venues can sometimes host a ‘famil’. They are usually private and involve the venue inviting a small group of current or potential clients to experience the property. It is a chance for the venue to demonstrate how they can host an event.

Force Majeure Clause

A standard part of any contract, a force majeure clause relieves the venue from any liability in the case of unforeseen circumstances. For example – if the venue suffers water damage from a storm the day before your event, this clause protects them from litigation.

Green Room

The green room is a dedicated, private space for speakers, VIPs, and other guests to relax or prepare for their sessions. In a world of hybrid and virtual events, it's important to choose event management software that features a virtual green room so you can deliver the best speaker experience possible.

GST

Everyone knows what GST is, the goods and services tax which, in Australia, adds 10% to your purchase. In the world of events, GST can often not be included in the final quote. So, if your quote says +GST, make sure you add 10% to the quote.

Half-day

In relation to meetings or conferences, a half-day is a meeting, seminar or workshop that takes up only the morning or afternoon. Most conference and meeting venues offer a half-day rate or package, rather than just charging per hour.

Horseshoe seating

Horseshoe seating, also referred to as ‘u-shape’ is a seating layout where tables and seats are arranged in a horseshoe shape, with one end open. Usually used in a meeting or conference-style setup.

Hybrid Event

Hybrid events are events that mix both virtual and in-person elements. This can include using a platform to host online participants while other attendees join in person. It’s a great way to reach more people and save on costs associated with travel and accommodation.

In-house

When a venue says they have ‘in-house AV techs’ or ‘in-house catering’, this means these things are part of their business, and there’s no need to seek an external supplier.

Incidentals

Most venues will require you to pay for your upcoming event before the event date. If you incur any additional costs during your event, such as extra alcohol on the bar, or a last-minute addition, this can be referred to as an ‘incidental’. Incidentals will need to be paid when the event has passed and the account is settled.

Kabuki drop

This is when a large sheet or curtain is dropped to reveal a special surprise – a feature you’re often likely to see at a product launch or similar event.

Lapel mic/lavalier mic/lav mic

A small microphone that sticks to your body or clothing. Allows hands-free action from the performer/speaker.

Live Streaming

Live streaming — used to reach virtual event attendees — is the process of using video to broadcast event happenings.

M/T

Morning tea time! Much like afternoon tea, this is a staple of conference menus.

MICE

It stands for Meetings, Incentives, Conferences and Exhibitions. You’ll often see this abbreviation at trade shows, or in the email signature of someone you may be speaking with from a venue if your event is more corporate in nature.

Networking event

Typically hosted by an organisation, business or group, networking events are often cocktail-style reception that encourages members from a similar industry to mingle and connect.

Offsite

One of our event types is an ‘offsite’. This pertains to a group of professionals attending a meeting, workshop or seminar at an external venue, separate to their office.

Pax

Pax is just shorthand for ‘capacity’. It's used in the hospitality industry often and denotes the number of people that a space can fit.

PCO

A professional conference organiser is someone who is hired to organise, run and manage a large-scale conference or seminar.

Plenary

A plenary space/session is where all members of a conference or event will be in attendance at once, often followed by smaller breakout sessions.

Preferred Supplier

This is a list of suppliers a venue may prefer to work with. Venues will often present event planners with a list of preferred suppliers, depending on what they’re planning on purchasing for their event. For some venues, this list can be quite strict, in that the venue will not allow third-party suppliers or services not on the list to work in their venue.

Proposal

A proposal from a venue offers the client a breakdown of the different options available to them for their event, including pricing. Clients can receive multiple proposals from the same venue, depending on how many additional requests are made.

Request For Proposal (RFP)

A client, or service agent acting on behalf of a client, will send an RFP to a venue, asking for their pricing, availability and packages.

Residential conference

This is a multi-day conference that requires accommodation for its delegates, often in the same venue where the conference is held, such as a hotel.

Showcase

A showcase is held by the venue, usually once a year, displaying to event bookers and industry professionals what the venue can offer. It’s an opportunity for the venue to showcase its new menus, beverages, entertainment and updated interiors.

Site visit/inspection

When an event planner has found a venue they think will suit their event, they can arrange for a site visit. It involves going to the venue and meeting with the functions manager to discuss and plan how their event will look in the space.

Tiered seating

Also sometimes referred to as ‘raked seating’, this is a common auditorium/forum style of seating where each row ascends higher than the previous, front to back.

Tentative hold

If you’ve enquired with a venue and expressed strong interest in booking your event, a venue can place a tentative hold on the space/venue for your preferred date, for a specified number of days. Make sure you pay the deposit before this date. The venue can still accept other enquiries for this date, but they will let you know if another party is interested.

Town hall meeting

A common term that pertains to a business or organisation holding an open-forum-style meeting with employees or stakeholders. Leaders/management will address the audience, who will be able to directly raise issues in the meeting.

U-shape

A style of seating with one end of the table open, creating a U-shape. Also, see the Horseshoe seating above.

Video link

For meetings, seminars or conferences, some venues will have the capability to set up a large-scale video link, where the audience/speakers can interact with other people remotely via screens.

Virtual Event

Also known as hybrid events, virtual events combine in-person and remote attendees. It works by streaming an event live online or via a virtual platform, allowing attendees to join the meeting remotely from anywhere in the world. The virtually hosted element can be interactive with speakers and audience members both on-site and off-site being able to communicate with each other. A virtual booth is a digital space where sponsors and exhibitors can engage with attendees during virtual and hybrid events.

Workshop

A corporate event type is usually more interactive and one-on-one than a conference. Its purpose can be for teaching or brainstorming new ideas.

So there you have it. Hopefully, this glossary of event terms has rendered you a little less lost. Do you now need help actually planning your event?  We can help with that too >>