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Dictionary of Terms in Event Organization
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Like any other field, the event industry also has its own specialized terminology. Mastering these terms is essential for anyone working in the industry, helping the process of exchanging information and working effectively, especially in an international environment. Let's explore the most common terms in the Event industry right after this.
TOP 5 TERMS OFTEN MENTIONED IN EVENT ORGANIZATION
1. Award Ceremony: An event to honor winners and winning works. In addition to recognizing achievements, awards ceremonies also help promote, increase recognition, and even bring in profits.
2. Event Manager: The person responsible for organizing, coordinating and ensuring the event runs smoothly. Event managers need to have planning skills, handle situations, and control progress. In Vietnam, this field is still new, mainly self-taught or studying abroad, only a few large companies have professional event managers.
3. Banquet Hall: Large hall with a capacity of thousands of people, used for weddings and corporate events. Reservations are required to avoid running out of space, especially at the end of the year when demand is high.
4. Honored Guest: An important person invited to speak and share, not simply an event attendee.
5. Opening Ceremony: Marks the beginning of a business, to promote, attract customers and pray for favorable business.
SOME OTHER TERMS IN THE EVENT ORGANIZATION INDUSTRY
In addition to basic terminology, the event industry also has many important technical terms. Below is a list of common terms that event planners need to know:
| A | |
| A&B | Bed and breakfast summary, specifically used at many meeting venues |
| Advance Registration |
Pre-Event Reservations. This form allows attendees to register prior to the event by email, phone, internet or fax. |
| Agency | Companies providing communication services |
| Artistic director | Art direction |
| Alacarte | is a type of menu that allows customers to order individual dishes according to their preferences. The number of dishes prepared depends on the number of people and the taste of the guests. |
| Attendees | Participants |
| Audio Conferencing | In this type of conference, a third party can participate remotely via an analog telephone line, without having to be physically present in the conference room. Interaction in the conference can be one-way or two-way. |
| Audio Visual Aids | Audiovisual accessories |
| Auditorium | Performance hall |
| AV system (Audio Visual System) |
Sound and lighting system. |
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| B | |
| B&B | Bed and breakfast |
| B2B | Business to business |
| B2C | Business to consumer |
| Back Curtain | Backstage and stage curtains |
| Backstage | Backstage |
| Badge | Badges, cards |
| Baffle | Partition |
| Banquet hall | Large banquet room |
| Banquet room | Banquet room |
| Brief | Customer requirements summary |
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| C | |
| Celebrity (Celeb) | Celebrities, celebrity guests |
| Central Console | Sound and light control center |
| Client | Customers pay for products/services |
| Commission | Commission |
| Conference Centre | Venue for seminars, presentations, meetings |
| Conference Pack | Conference and seminar information |
| Confetti cannon | Glitter Shooter |
| Confirmation | Confirm |
| Contingency Plan | Contingency Plan |
| Crowd control | Instructions are provided to participants to guide them to move in an orderly manner to avoid congestion. |
| Cue | Signal to alert performers, singers, or sound and lighting technicians |
| Chair cover | Chair Cover |
| Charter | Often used with events involving aircraft, ships. For rent or supply. |
| Check in | Check in when guests arrive |
| Check list | List of items to be done in the event |
| Check Out | When the guests leave |
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| D | |
| DB&B | Dinner, bed and breakfast |
| Delegate | Delegates, VIP guests |
| Director | Director |
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| E | |
| Electrical confetti | flare |
| Emergency action plan |
Emergency action plan, or risk response plan |
| Electrical outlet | Power outlet |
| Event Agenda | Program script |
| Event coordinator | Event Coordination |
| Event Executive | Event Management |
| Event Manager | Event Management |
| Event planner | Event planning |
| Event Supervisor | Event monitoring |
| Exhibition | Exhibition |
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| F | |
| F&B (Food & Beverage) | Food and drink |
| Feedback | Feedback, or in sound engineering, the harshness of sound produced by a microphone reaching a speaker. |
| Flip chart | The stand holds A2 size papers, can be flipped like a wall calendar, used for presentations. |
| Floor Plan | Diagram of table, chair, path, stage arrangement |
| Follow-up | Activities that occur after the event, distinct from Evaluation, which means learning from experience and evaluating after the event. |
| Foyer | The hall |
| Front screen projection |
Front projection, use a projector placed in front of the screen and project directly onto the screen . |
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| G | |
| Gala dinner | Party, dinner |
| Generator | Generator |
| Gooseneck | Stand on the podium to place the microphone, can be adjusted to any length |
| Greeting gate | Welcome Gate |
| Group Booking | Book a room for a group of people |
| Guest | Event attendees |
| Guiding board | Signage |
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| H | |
| Head Table | VIP Table |
| Herringbone Style | Fishbone pattern table and chair arrangement. |
| Hidden costs | Hidden costs |
| Hollow Square Style | Square table and chair arrangement, with chairs on the outside and hollow inside (often used for conferences) |
| Honored guest |
VIP speaking at event, but not attending |
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| I | |
| In house or in door event |
Indoor Events |
| Industrial marquee | Industrial tents |
| In-kind | Donation of goods and materials not related to money |
| Inside booth or Inline booth | The amount of space available for display in a booth |
| Installation | Installation |
| Invoice |
Bill |
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| K | |
| Key Moment t | Key moments of the show |
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| L | |
| Lanyard | A lanyard used to hang a badge. |
| Lapel Microphone | Lapel microphone |
| Laser Pointer | Laser pen |
| Lav mic (lavalier microphone, or pendant mic, necklace mic, lapel mic) | Small wireless microphone worn around the neck or collar |
| Lectern | Podium |
| Lectern/podium | Podium for speaking on stage |
| Lost and found place | Lost and found
|
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| M | |
| Marketing/Publicity Management | Marketing/Event Promotion Management |
| Marquee | Large tent, running light box |
| Marshalling yard | Where trucks can enter and wait before delivering goods into the exhibition area |
| Masking drapes | Cover storage or areas you don't want anyone to see |
| Master of the Ceremonies - MC | Host |
| Master Plan | Master plan |
| Move - out | Dismantling process |
| Move - in | The process of setting up an event |
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| O | |
| On-site | Event venue |
| Onsite registration | Register on the spot at the event location or on the day of the event, different from pre registration |
| Open Bar | Free Drinks Place |
| Out house or outdoor event | Outdoor events |
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| P | |
| Place cards | A guide for recording the names of attendees, placed on the table, usually in the form of cards. |
| Plywood | Plywood |
| Post event meeting | Meeting after the program |
| PPM (Pre-Production Meeting) | Is a meeting to deploy and announce the production plan including client, agency, producer and director before the event date. |
| Pre event meeting | Pre-program meeting |
| Press Kit or Media Kit | Documents used in press conferences for reporters and journalists |
| Press Release or Media Release | Press release |
| Print broker | Person responsible for printing related issues |
| Projector | Presentation equipment |
| Proposal | Content, overall plan of the program. |
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| R | |
| Reader board | Board or electronic board listing the day's events at the venue |
| Ready room | Room for meeting, resting, testing sound and light or preparing before and during the event |
| Red rope barrier | Barriers used to separate areas, connected by red velvet ropes |
| Rehearsal | General rehearsal, test run the program |
| Rider | Costs of paying or meeting artist requirements outside of contract |
| Rigger or Rigging Specialist | Engineers or people with expertise in assembling equipment at height |
| Risk | Risk |
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| S | |
| Site plan | Site Map |
| Serpentine Tables | Curved table |
| Script | Script |
| Schedule | Progress |
| Siteboard | Control Panel |
| Sitecheck | Site survey |
| Spot Light | Light is used to illuminate a performer. |
| Sprinkler system | Sprinkler system |
| Stage platform | Stage floor |
| Stagehand | Backstage worker |
| Standby | Everything is ready |
| Staple gun | Stapler, for punching cardboard, plywood |
| Supplier | Supplier |
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| T | |
| Tablecloth | Tablecloth |
| Tarp | Tarpaulin |
| Turnover | Set up again in a different way |
| Theatre Style | Theater-style seating setup |
| Theme event | Event theme |
| Three prong converter | 3 pin socket |
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| U | |
| U-Shape Style | Setup U-shaped seating position |
| Usher | usher |
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| V | |
| VAT | Value Added Tax |
| Vegan | Vegetarian food |
| Venue | Location, where the event takes place |
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| W | |
| Walkie talkie | Walkie talkie |
| Waitlist | Waiting list |
| Wings | Stage wings |
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Gmail: hsvmedia03@gmail.com
Address: 184/20 Le Dinh Can, Tan Tao Ward, Binh Tan District, HCMC
Event Equipment Rental Service Quote
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