INTRO TO EVENT PLANNING

IMPORTANT TERMS: Advance Order: an order for services or goods prior to an event Advance Registration: registration for a meeting or event prior to the day of the event; also called Pre-Registration Amenities: the facilities and features of a property Banquet Event Order: also called a Function Sheet or Event Order, a detailed document that provides to a venue instructions and a timeline on how the banquet, meeting, or event will be run. Bid Document: a proposal submitted by a potential vendor offering services; can include approximate costs.

IMPORTANT TERMS (continued)… Cancellation Clause: part of a contract that summarizes penalties, if cancellation occurs Change Order: venue or supplier document that outlines changes in an original agreement Count: total number of guests at any point in time Covers: actual number of meals served Cut-Off Date: the day when a facility releases a block of rooms or space. Cut-Off Time: a time when reservations that were not guaranteed need to be filled or result in cancellation Deposit: a partial payment to secure the fulfillment of a product or service

IMPORTANT TERMS (continued)… Double Booking: to make two reservations in order to be certain of obtaining one Emcee: Master of Ceremonies: person who presides over the program EDT: estimated departure time ETA: estimated time of arrival Exclusive Caterer: the featured and only caterer allowed to provide catering at a facility Force MaJeure Clause: part of a contract that limits liability should an unexpected or uncontrollable event occur Function Space: space at a venue where “functions” or events can be held

IMPORTANT TERMS (continued)… Guarantee: the number of servings to be paid whether or not that number is actually used or consumed, usually required to be provided two days or more in advance of an event Hidden Charge: unexpected expenses I & D: installation and dismantle Incidentals: minor, miscellaneous expenditures Linen: usually referring to fabric on tables, plus napkins Pay Own: Refers to when each guest pays own charges Preferred Catering: a catering company that appears on a list offered by a venue from which meeting and event planners must choose

IMPORTANT TERMS (continued)… Service Charge: a fee for services provided by facility, including food staff Signage: all essential signs for an event, including directional and informational Skirting: fabric affixed around tables, stages, and risers, often hiding cords and storage Specifications: (specs) meeting or event requirements Spec Book: a document used by an event planner to record all the specifications and detailed supplier instructions for an event Table Top Display: an exhibit designed for use on the top of a table or similar surface.

IMPORTANT TERMS (continued)… Talent: an individual or company hired to work in an exhibit to greet visitors, demonstrate product, or stage a performance; also an entertainer at a program or event Theme Party: an event organized around a single them Time & Material: a type of billing in which a consumer is charged for labor costs (time) and materials Venue: the location of an event Walk-Through: inspect a facility and its set up; to review details Water Stations: tables set up with water bottles or pitchers of water for guests to serve themselves

TYPES OF EVENTS: Conferences: popular and important business events; everything about the event.