1. INTRO TO EVENT PLANNING

2. 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.

3. 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

4. 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

5. 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

6. 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.

7. 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

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