Every profession and specialty has its own unique jargon and event management is no exception. We’ve thought about all the terms, phrases, and abbreviations we use on a daily basis. Here are a few we use most frequently.
The Request for Proposal is typically made in the early planning stages. It’s a way of soliciting a proposal from a vendor, like a hotel or a caterer, through a bidding process. The vendor will, in turn, provide cost information and an explanation of services.
The Scope of Work is a vitally important part of any service agreement. The scope defines what work will be performed in accordance with contractual agreements. It defines milestones, deliverables, and responsibilities within the defined time range.
Load in/Load out
These are the preset times that materials and vendors will set up and break down the venue space. Having a well-managed load in and load out schedule is essential to making sure your space is ready on time and making sure you avoid any additional fees from overstaying your welcome within the venue.
This is an unforeseen and extraordinary event that is out of the control of any party represented in a contract. Should this clause be activated, neither party assumes liability for failure to fulfill their obligations. This is incredibly rare and is usually defined by acts like war, natural disasters, or crime.
This notation signals that tax and gratuities are not included in the quoted price.
The Banquet Event Order breaks down everything from food and beverage, A/V, room setups and staffing. This document is a great reference for internal parties to use as it brings a lot of information into one easy to use document.
Collapsible dividers that break up larger event spaces into separate rooms to allow for multiple events at once.
The Room Block is a predetermined and guaranteed number of rooms that the client agrees to fill in a particular hotel. These rooms are often assigned at a group rate because they are purchased in bulk and guaranteed to be utilized.
Using a rider is a great way to avoid rewriting an entire contract. This additional piece is an attachment that is added to the original contract.
Allowances for daily expenses provided to employees for necessary charges like food and other incidentals.
Striking the event occurs when all is said and done. Breakdown of signage, tables, staging and is performed. After striking, load out occurs.
Some venues utilize “exclusive vendors”, meaning preselected professionals are the only allowed service providers allowed within the venue. Florals, A/V, and catering may be limited to pre-approved vendors to protect a historic venue, or because of their expertise working in the venue.
This is a billing account set up by a hotel or other full-service venue that allows for incidental charges to be billed and settled later. When establishing a master account closely monitor who will have signing privileges, check charges frequently, and close the account in the manner specified in the original contract.
Run of Show
In many ways, this is the most important document to have on event day. It provides detailed information for all the variables of the event. Specifics like timing and team responsibilities are all listed out. Make sure to go over the run of show before the event to ensure everyone is on board.