event terms d through h

decor

Props, lighting, or other decorative elements used to create a theme, ambiance or mood at a function or special event.

destination management company

A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and programme logistics

dine around

Use of a number of restaurants in a destination with reservations and billing arrangements to one particular client

double booking

1) Reserving space for two groups to use the same space at the same time and neither can be fully accommodated as contracted. 2) An organisation reserving space in more than one venue for the same event. 3) Two or more reservations made for the same traveler for the same dates.

emergency action plan

Procedures about how to react and respond to an emergency situation, such as medical emergencies, fire and bomb threats

english breakfast

A large, hearty breakfast that includes juice, fruit, hot and cold cereal, eggs, meat (often fish), pastries with jellies and preserves, and made to order foods such as omelets and crepes, and hot beverages.

english service

Food is brought to the table on a tray, presented to the host, who either cuts the food themself or chooses to have it done by the server away from the table. Vegetables are placed in bowls on the table for guests to serve themselves

european plan

A room rate that does not include meals

event specifications guide

The preferred term for a comprehensive document that outlines the complete requirements and instructions for an event. This document is typically authored by the event planner and is shared with all appropriate vendors as a vehicle to communicate the expectations of services for a project. Sometimes called staging guide ot RÉSUMÉ.

Familiarization Trip

A programme designed to acquaint potential buyers with specific destinations or services and to stimulate the booking of an event. Often offered in groups, but sometimes on an individual basis.

family style service

Platters and bowls of foods are set on the dining tables, from which guests serve themselves. Usually involves guests passing the containers to each other.

fast fold screen

Brand name for a large screen with a frame which folds down into a small case for storage. The legs of this screen are attached at the sides of the screen, or the screen may be flown from above.

flat rate

Rate for which a hotel agrees to offer any of its available sleeping rooms (with the exception of suites) to a group. Final assignment of rooms is at the discretion of the hotel.

floor load

Maximum amount of weight per square foot/metre a floor can support

floor plan

1) Scale drawing indicating the placement of exhibit booths and all other features in an exhibit hall. 2) Scale drawing of the floor area of a hotel’s event space. 3) Scale drawing of a function room with specific set-up requirements (tables, chairs, etc.) drawn to scale

force majeure

A supervening  event (e.g. war, labour strike, extreme weather, or other disruptive circumstances) or effect beyond the control of a party that cannot be reasonably anticipated or avoided that makes it illegal, impossible, or impracticable to fulfill the terms of a contrac

french service

A style of food service. In this pattern of service, platters of food are composed in the kitchen. Each food item is then served from the guest's left by the server from the platters to individual plates.

front projection

Projection of an image onto the front surface of a light reflecting screen from a projector placed above, within or behind the audience.

gala dinner

Primary social function of an event, usually in the evening, including entertainment and/or speeches after a formal meal.

ganging menus

When two or more groups in facility have the same menus

General Liability Insurance

An insurance policy that provides protection against claims involving bodily injury and property damage to third parties

General Service Contractor

An organisation that provides event management and exhibitors with a wide range of services, sometimes including, but not limited to, distributing the exhibitor manual, installation and dismantle, creating and hanging signage and banners, laying carpet, material handling, and providing booth/stand furniture

gobo

A pre-cut, etched pattern fabricated from metal or glass that fits in a lighting instrument to form projected light into a shape

green room

Room stocked with refreshments for artists, featured speakers and entourage to prepare, meet guests and media representatives

Guarantee

A promise of commitment to provide a minimum amount of sleeping rooms, food and beverage (F&B), or other revenues. Usually there is financial liability if the commitment is not met.

Guest Program

Educational and/or social events or tours planned for spouses and guests of official event participants

hand service

One server is assigned for each two guests. Servers wear white gloves. When serving, they stand behind their guests holding two composed plates. When the signal is given, all guests are served at the same time

head count

Actual number of people attending a function.

high season

Period when the demand for a supplier’s product or service is highest. Prices generally increase in high season

Hollow Circle Set-Up

Seating arrangement of tables and/or chairs all facing each other in a single circle

Hollow Square Set-Up

Seating arrangement of tables set in a square (or rectangle) with chairs placed around the outside of the table. Centre space is hollow.

Honorarium

Voluntary payment made for services where no fee is legally required.

Horseshoe Set-Up

Tables set up in rounded U shape with chairs placed outside. Chairs inside if needed

Hospitality Suite

Room or suite of rooms used to entertain guests for business purposes. 2) An event in which refreshments are served and exhibitor personnel and visitors socialise.

host bar

Private room bar set up where guests do not pay for drinks

housing report

Document detailing housing utilisation (reservations, pickup, etc.