Consider this your dictionary of event terms.It’s a quick reference guide to the things that matter most when you’re planning and managing an event.
You can also download the Event Planning Glossary PDF to keep on your hard drive or print out as a handy reference.
DOWNLOAD THE EVENT PLANNING GLOSSARY PDF
The Event Planning Glossary
French term which means "from the menu." As each item is individually priced in a la Carte, these menus are not usually used for larger conferences and events.
An international customs document, issued by the Chamber of Commerce within Australia, that permits duty-free temporary import/entry of goods into other countries for up to one year. It is essential for all international touring acts, as without it you may be hit with thousands of dollars of import tax for whichever country you are travelling in/through.
Supplies technical staff and audiovisual equipment (e.g. projectors, screens, sound systems, video, and staging).
An audiovisual professional who is responsible on-site for lighting, sound, video, and staging. The AV technician maybe provided by the venue, or you may have to outsource to an AV Contractor.
Illumination used to make something stand out. It may be done with intensity and/or colour.
An In-House Events Manager who has been accredited by Meetings and Events Australia (MEA). The accreditation process requires peer review including a competency assessment covering all skills and aspects of the meetings and events industry, an interview and client references. The Accredited member is required to re-apply every three years to prove that skills and knowledge are current and remain at a high standard.
A person who works within professional conference organising companies or within their own business or consultancy to organise meetings, conferences or events on behalf of a variety of clients. They have undertaken the Meeting and Events Australia (MEA) Meetings Manager Accreditation Program. They must demonstrate competency in all aspects of meetings management and obtained industry endorsement of their commitment and ability to achieve high standards and ethical practice.
An acrylic top (deck) that is used on the surface of the stage. There are different types of acrylic decks including clear (used to shine light through), white (for a softer, more dimmed appearance), and black (provides a sleek and shiny stage).
Entertainment to engage guests following the conclusion of event formalities.
A list of speakers, presentations and associated timings, given to conference delegates as part of the pre-registration or on-site registration.
Movable panel system used to partition a large space, such as a ballroom into smaller rooms.
An electronic device used to increase the voltage amplitude of a signal.
Small, bite-size food, usually served whilst seated.
See "Event Decorator"
The overall total number of people at an event.
An individual registered for, or participating in a conference or event. Includes delegates,exhibitors, media, speakers, and guests.
The rate at which an event decreases in size, or the number of attendees do not show up on the day of the event (no-shows), divided by the number of attendees registered for an event (registrants). For example, if 1,000 people register for a conference, but only 700 people attend the conference, the attrition rate for the conference would be 30%.
Age, occupation, income level, and interests of an audience.
Replaying an audio or video recording with the purpose of monitoring its quality.
Has both a sound and visual component. Typically in the form of images and recorded speech or music.
Space within a venue where the audience sits. It often has raked seating similar to university lecture theatres.
Also known as 'Theatre Style Seating', chairs (and tables) are arranged in rows facing a dais or platform.
A style of performance specific to Australia's unique culture.
An event where the performance of individuals and groups in a company or industry are recognised. It is use to honour and motivate key staff.
Service area of a venue, usually not seen by attendees. It includes areas such as the kitchen, dressing room, backstage and office.
Illumination on a subject from behind, causing a separation of the subject from the background, often creating a fringe of light around the subject
Electronic audio amplification equipment and speakers that are placed behind the band on stage. Equipment may include amplifiers and speaker cabinets for guitars, bass guitars and keyboards or synthesizers.
Outlines the equipment necessary for the artist's performance. It normally forms part of the legal contract.
Provides technical support for live performances, including road crew tasks or they may specialise in a particular area, such as percussion or strings.
A device that passes frequencies within a certain range and rejects (attenuates) frequencies outside that range.
Also called a Function Sheet or Event Order, a detailed document that provides to a venue instructions and a timeline for how the banquet, meeting, or event will be run.
The lead team member overseeing food service at a venue/ event. They are in charge of floor staff and liaison with the kitchen.
A round table used seating between 8-12 guests depending on its size.
A horizontal pipe on which luminaires, scenery, curtains, and some distribution equipment are hung.
Formal dress is required for the event. Tuxedos for men and evening dresses for women.
Removal of light from the performing area.
Authorises the public performance of musical and literary works . These are issued by the Performance Rights Organisations and are supplied to to radio station, venues and other places that host public performances of music.
A document that records the initial event specifications. It may include the date of the event, cost, room requirements, catering etc. A deposit maybe due when a booking form is submitted.
Small meeting rooms at a venue made available for breakout sessions that take place as part of a larger conference or event.
Small group sessions, panels, workshops or presentations, offered concurrently within the event, formed to focus on specific subjects.
A detailed estimate of all the costs required to complete project tasks.
Also referred to as 'load in' time, it is a specified period of time for loading in equipment at the venue.
Also referred to as 'load out' time, it is a specified period of time for loading out equipment at the venue.
A business speaker may specialise in business growth, leadership, marketing, management, strategy, sales or a variety of other business disciplines. A business speaker may be a CEO or Chairman or may be a small business speaker with a fascinating business success story.
Where guests are seated around a table leaving a gap in the seating closest to the stage. This ensures that no guests have their backs to the stage.
Provides power to electronic equipment eg speakers, lights etc.
The time a speaker/performer is required to be at the theatre or rehearsal room, ready to start work.
A steel stage that is built to support a video camera raising/ lowering.