Glossary

Event glossary

The words used in an agency, at a venue or backstage, explained plainly. And the Murphy OS app you use for each one.

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Agency fee: The charge for designing, coordinating and producing the event. It can be a fixed amount or a percentage of costs, and it is best shown separately from the other line items. With Planner →
Attrition: The share of a room block or contracted numbers that can be reduced without penalty. Below that threshold, the hotel or venue charges for what goes unused. With Contracts →
AV (audiovisual): All the sound and vision equipment: projection, screens, microphones, mixing desks, lighting and the crew who run them. It is often one of the largest line items in a corporate event.
Backstage: The area behind the stage or out of public view where speakers and performers get ready and the technical crew works. It is also used to talk about how an event works behind the scenes.
Badge: Pass or card showing the guest's name, company and attendee type, worn visibly during the event. It identifies each person, controls access to zones and makes networking easier. With Forms →
Ballast: Weights placed on marquees, structures or outdoor screens so the wind cannot move them. The amount depends on the element and the forecast gusts. With Meteo Murphy →
Banquet (long) table: A long rectangular table made of several tables joined together, with guests on both sides. It gives a feast-like look and works well in long spaces and outdoor venues. With Scenes →
Banquet setup: A room layout with tables, usually rounds, for seated meals. It takes far more space per person than theatre or reception style. With Scenes →
Brief: The document or meeting where the client explains what they want: objective, audience, dates, budget and anything that is non negotiable. It is the starting point for every proposal. With Planner →
Budget (quote): The document with all the event's costs and prices, taxes, fee and total. There is a client version and an internal one that shows margins. With Planner →
Cancellation clause: The part of a contract that sets what is paid if either party cancels and how far in advance. It usually works on a sliding scale: the closer to the date, the higher the percentage. With Contracts →
Capacity: The maximum number of people a space can hold under its licence and safety rules. It changes with the setup style: the same room fits more people standing for a reception than seated for dinner.
Catering: The event's food and drink service, from a coffee break to a gala dinner. It covers menu, waiting staff, tableware and, very often, managing allergens.
Check-in: Recording each attendee's arrival at the door. With QR codes, staff scan each guest's code from a phone and see in real time who is in and who is missing. With Forms →
Classroom setup: Rows of tables and chairs facing the stage, like a classroom. It suits training or sessions where attendees take notes or use laptops. With Scenes →
Coffee break: A pause with coffee, drinks and snacks between sessions. Its length and location set the pace of the day and it is a key networking moment.
Commission: The percentage a supplier (hotel, venue, DMC) pays to whoever brings them the business. It must be clear in the budget, along with whether it is disclosed to the client. With Planner →
Congress (conference): A multi-day professional meeting with talks, panels and workshops, usually run by an association or industry. It typically has registration with different fees and limited places per session. With Forms →
Convention: A company gathering for its staff, sales force or distributors to share results, strategy and targets. It mixes content, motivation and experience, and often ends with a dinner.
Cost per head: The total event cost divided by the number of attendees. It is the figure clients understand best and the easiest way to compare proposals. With Planner →
Creative concept: The central idea that gives the event meaning and shapes everything else: name, message, look and feel, pace and key moments. A good concept answers the client's objective, not just the aesthetics.
Cue: A signal for the exact moment of an action: music in, lights up, speaker on. The show caller calls the cues and each operator executes theirs. With Escaleta →
Data processing agreement (DPA): Contract in which the event owner (usually the client) appoints the agency or planner to process guest data on its behalf. It sets what the data is used for, how long it is kept and how it is protected. With Forms →
Day rate: What a freelancer charges for one event day with an agreed number of hours. Overtime is paid beyond that. With Freelance Board →
Dietary requirements and allergens: Collecting each guest's allergies, intolerances and special diets (vegetarian, gluten free, halal…). They are asked at registration and passed to catering with totals and, where there is a seating plan, each person's table. With Forms →
Digital business card: A digital version of the contact card, shared via QR code or NFC card and updated without reprinting. Very handy at trade shows and networking events. With Business Cards →
DMC: Destination Management Company: a local company that knows the destination and arranges transport, accommodation, activities and suppliers for visiting groups.
Dress rehearsal: A full run of the programme in the venue, with tech, speakers and real timings, before doors open. It is where problems surface while they can still be fixed. With Escaleta →
Event agenda: The programme attendees see: sessions, talks, breaks and activities with their times. It is the public version of what the crew works through in much more detail in the run of show. With Planner →
Event freelancer: A self-employed professional who joins the team per project: production, stage management, hosts, tech or creative. It lets teams scale up in peak season without growing permanent headcount. With Freelance Board →
Event host: Front-of-house staff who welcome, inform and guide attendees: registration, cloakroom, escorting guests or supporting speakers. International events almost always need them to be bilingual. With Freelance Board →
Event staff (crew): Everyone working on event day: production, hosts, technicians, security, stage management. Shifts, meals, badges and a pre-event briefing all need planning. With Freelance Board →
Extra bed: A bed added to a room above the recommended occupancy (for example, a rollaway in a double). It needs watching because it affects comfort, price and what the hotel will accept. With Forms →
Fam trip: A familiarisation trip run by a destination, hotel or DMC so agencies and planners can experience its venues and services first hand before proposing them.
Force majeure: A clause that removes liability when an unforeseeable, unavoidable event (disaster, closure by authorities) prevents the event from taking place. It should define what counts and what happens to money already paid. With Contracts →
Front of house (FOH): The control position, usually at the back of the room, where sound, lighting and video are run with a clear view of the stage. It needs space reserved on the floor plan. With Scenes →
Gala dinner: A formal dinner, often with awards, entertainment or speeches, that closes a conference, convention or anniversary. It involves a seating plan, special meals and a tight run of show. With Scenes →
GDPR: The EU data protection regulation. In events it affects data collection at registration, image rights and what is sent to the hotel or venue. With Forms →
Gig: A one-off job at an event: one day, a weekend or the days of a congress. The usual way freelancers work in events. With Freelance Board →
Golden hour: The time shortly before sunset when the light is warm and soft. It is used to schedule ceremonies, outdoor receptions or group photos. With Meteo Murphy →
Hospitality: Looking after VIP guests, clients or speakers at an event: a reserved area, dedicated catering, escorting and personal touches. It also means guest programmes at sports or cultural events.
Image rights release: A person's permission to use their image (photos, video) in event communications. It is collected in writing, usually with a checkbox at registration or a separate document. With Contracts →
Incentive trip: A trip a company gives its best employees, salespeople or distributors as a reward. It combines a destination, exclusive activities and brand moments. With Forms →
Kick-off: A start-of-year, season or project event where a company gathers its team to present goals and get everyone aligned. It usually mixes a plenary, workshops and an activity or dinner. With Forms →
LED screen (LED wall): A screen built from modules assembled to the size needed. It is brighter than a projector and works in daylight, but it needs rigging, power and setup time. With Scenes →
Line item: Each line in the budget: a service or cost with its quantity, price, VAT and supplier. Grouped together, they give the event's total and margin. With Planner →
Load-in (setup): Installing everything needed in the space before the event: structures, tech, decor and furniture. It is planned by day and hour, with access times, suppliers and owners. With Planner →
Load-out (strike): Removing everything that was installed and handing the space back as it was. It has its own schedule, owners and risks, and it counts in the budget as much as the load-in. With Planner →
Loading dock: The access point where trucks and vans deliver equipment to the venue. Its hours, dimensions and time slots shape the entire load-in plan. With Planner →
Lounge area: A relaxed area with sofas, poufs or low tables where people can sit, talk or work away from the programme. It helps spread the flow of people at receptions and trade shows. With Scenes →
Margin: What is left after deducting costs from the selling price, expressed as a percentage of that price. It is the figure that tells you whether an event is business or just work. With Planner →
Markup: The percentage added to cost to set the selling price. A 25% markup is not a 25% margin: on the final price, that margin is 20%. With Planner →
Marquee (tent): A temporary structure that covers an outdoor area. Wind, rain and anchoring (ballast or stakes) need checking, and it is the usual plan B for outdoor events. With Meteo Murphy →
MICE: Short for Meetings, Incentives, Conferences and Exhibitions: business events tourism. It is the usual name for the professional and corporate events segment.
NDA (non-disclosure agreement): A contract in which the parties agree not to disclose information about the event or the client: launches, figures, speakers or guests. With Contracts →
Networking: Professional connections between attendees. At an event it is designed through timings, spaces and tools that make it easier, from coffee breaks to QR business cards. With Business Cards →
No-show: A confirmed guest who does not turn up on the day, or a hotel booking that goes unused. Hotel and catering contracts usually state what is charged for them. With Contracts →
Pax: Short for persons or attendees. «Dinner for 120 pax» means 120 diners. It is the unit used to calculate almost every per-person line item. With Planner →
Plan B (contingency plan): An alternative prepared in advance in case something goes wrong: rain, a speaker who does not arrive, a supplier who drops out. A real plan B has a budget, an owner and a decision deadline. With Meteo Murphy →
Production assistant: Direct support to production during build, event and breakdown: materials, suppliers, signage and whatever is needed. With Freelance Board →
Proposal video: A short recording that walks through a proposal, floor plan or budget while showing it on screen. It saves meetings and keeps the explanation on record. With Plató Murphy →
Public liability insurance: A policy that covers damage the event or its organisers may cause to third parties or the venue. Many venues require it before allowing load-in. With Contracts →
Reception (cocktail) setup: A standing layout with high tables, bars and a few places to sit. It fits the most people in a room and is the best format for networking. With Scenes →
Registration: The process by which an attendee signs up and provides their details: form, confirmation, places and sometimes payment. It is also the first experience of the event. With Forms →
Registration landing page: The event web page with key information and the sign-up form. It carries the client's branding and is the first thing a guest sees. With Forms →
Release date (cut-off): The date after which blocked rooms or places that have not been confirmed go back to the hotel or supplier. After it, they are no longer guaranteed. With Contracts →
Render: A computer-generated image of how the finished setup will look. It helps sell a proposal to the client before anything physical exists. With Planner →
Reverse brief: The reply to the brief where we tell the client what we have understood, our questions and what is missing. It avoids spending weeks working on a misunderstanding.
RFP: Request for proposal: a formal request a client sends to several agencies or venues with its requirements. It is answered with a concept, a layout and a budget. With Planner →
Risk traffic light: A way of rating what could go wrong as green, amber or red by likelihood and impact. It helps decide where a plan B is needed and who to alert. With Meteo Murphy →
Room block: A set number of hotel rooms held for a group, with agreed rates, dates and terms. It usually comes with a release date, an attrition clause and a rooming list. With Contracts →
Rooming list: The list of who sleeps in each room, with arrival and departure dates and the details the hotel needs for check-in. It is sent to the hotel before the release date. With Forms →
RSVP: Confirmation of attendance in reply to an invitation (from the French «répondez s'il vous plaît»). Besides yes or no, it usually collects plus-ones, meal choice and allergies. With Forms →
Run of show: The minute-by-minute script of the event: what happens, when, for how long, who does it and what tech needs. It is the document that rules on show day. With Escaleta →
Runner: Team member who handles errands, pick-ups and last-minute changes during build and the event. A common entry role in events. With Freelance Board →
Scaled floor plan: A drawing of the space with its real measurements, used to place tables, stage and furniture. It avoids surprises with capacity, aisles and emergency exits. With Scenes →
Seating plan: A plan that assigns each guest a table and sometimes a seat. It is built around protocol, groups and special meals, and exported for registration and catering. With Scenes →
Security deposit: Money held as a guarantee (for example, by the venue) and returned if there is no damage or breach. The contract should state how much, when it is paid and when it comes back. With Contracts →
Show caller: The person who runs the live show from the control position, calling every cue to lighting, sound, video and stage from the run of show. At large events they are in charge of the show. With Escaleta →
Site inspection: A technical visit to the venue or destination before the event to check spaces, access, dimensions, tech and services. It is where you spot the problems the brochure does not show.
Speaker: A person who takes part in the programme: keynote, panel or presentation. They need a brief, clear timings, a tech check and often a contract with their terms. With Contracts →
Special meal: A meal adapted to a specific allergy, intolerance or diet. Catering needs to know how many there are and which table and seat each goes to so they are served without mistakes. With Scenes →
Sponsorship: An agreement in which a brand contributes money or services to an event in exchange for visibility and benefits. The contract must spell out exactly what it gets. With Contracts →
Stage management: The team that coordinates what happens on and around the stage during the event: entrances, exits, speakers, timings and calls. They follow the run of show and flag every change. With Escaleta →
Step-and-repeat (photocall): A branded backdrop where guests have their photos taken. It usually sits at the entrance and needs good lighting and room for a queue.
Supplier (vendor): A company or professional providing a service to the event: venue, catering, tech, transport, decor, performers. Each one should have a contract or written acceptance. With Contracts →
Team building: An activity designed to strengthen a team's relationships and collaboration: challenges, games, volunteering, food or sport. It works when it has a clear goal, not just entertainment. With Forms →
Technical rider: A document in which a performer, band or speaker lists what they need: sound, lighting, stage, dressing room, soundcheck times. It is attached to the contract and passed to the tech team. With Contracts →
Theatre setup: Rows of chairs without tables facing the stage. It seats the most people in a room and is standard for plenaries, presentations and keynotes. With Scenes →
U-shape setup: Tables arranged in a U with attendees on the outside and the speaker or screen at the open end. It works for small groups that need to discuss. With Scenes →
VAT: Value added tax applied to each service. In events not every line item carries the same rate, so it is safer to calculate it line by line rather than on the total. With Planner →
Venue: The space where the event takes place: hotel, convention centre, estate, warehouse, restaurant or unique venue. Choosing it shapes capacity, logistics, tech and budget.
Waiting list: A list of people who sign up once places are full. If someone drops out, the next person in line gets the place. With Forms →
Wow moment: A moment designed to surprise attendees and stick in their memory: a reveal, a show, a change of space. It works when it connects to the concept, not as a stand-alone stunt.

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