Terminology
Advance Order
An order for services (or goods) prior to an event
Amenities
The facilities and features of a property, venue, or hotel
Back of House
Support and service areas usually not seen by guests of a hotel, restaurant, or other venue
Blackout
Days or periods when tickets, certain prices, or venues are unavailable, usually coinciding with holidays and peak travel seasons
Breakout Session
A smaller meeting as part of a larger conference or meeting where participants are broken up into smaller groups for the purpose of discussing a specific topic
Courtesy Hold
A complimentary period where services or a venue are placed on hold without a deposit being paid
Cut-Off Date
The day when a facility releases a block of rooms or a function space on hold, or a service provider releases a courtesy hold
Definite Booking
Guest rooms, function space reservations, or vendor services confirmed in writing
Event Order
Also known as a “Banquet Event Order” or “Function Sheet,” a detailed document that a venue or caterer provides with instructions and a timeline for how the banquet, meeting, or event will be run
Gala Dinner
A festive occasion or a lavish social event usually with entertainment or a speaker
Head Count
Actual number of guests attending an event
High Season
When travel is most active and rates are at their highest, also known as “Peak Season”
Itinerary
Schedule of a visit or the route of a tour
Load In
Specified period of time for loading in equipment; charges may be incurred for an early load in
Load Out
Specified period of time for loading out equipment; charges may be incurred for an extended load out
Off-Season
A period of the year when demand for a location decreases and prices go down; also known as “Low Season”
Specifications (Specs)
Meeting or event requirements
Spec Book
A document used by a planner to record all the specifications and detailed supplier instructions for a specific event
Task Force
Group or commitee established to work on a single defined challenge, task, or activity
Terminal
Loading dock or freight handling area
Theme Party
A party organized around a single theme, like Hollywood, 1950s, Hawaiian or masquerade, that affects the behavior of guests, i.e., what they wear
Welcome Reception
Opening event to welcome guests, usually includes food and drinks
Working Lunch
Meeting around the noon hour, lunch is usually served
Wrap Around Event
Can occur before or after a larger fundraising event, where guests decide to raise money at their own event to increase donations
