• A client-friendly guide to the terms used in event planning, coordination and public relations. It supports clearer briefs, better supplier alignment and stronger decisions before, during and after an event.

🎤 Event Planning & Management

• • • Event Brief – A document that outlines goals, target audience, date, venue, and other key details.
      
    • Run of Show (ROS) – A detailed timeline of the event, including what happens, when, and who is involved.
    • Venue – The place where the event is held (e.g., hotel, beach club, conference hall).
    • Capacity – The number of people the venue can legally and comfortably hold.
    • Load-in / Load-out – The scheduled time for setting up and dismantling equipment before and after the event.
    • Floor Plan – A layout of the venue showing where each element (stage, bar, tables, etc.) will be placed.
    • Catering – Food and beverage service for the event, including menu selection and setup.
    • AV – Audio Visual: Equipment like microphones, speakers, screens, projectors, lighting, etc.
    • MC – Master of Ceremonies: The host or presenter who guides the event and addresses the audience.
    • F&B – Food and Beverage: Often used when discussing catering requirements.
    • Stage Rider – A document with technical and hospitality needs of performers or speakers.
    • Green Room – A backstage area for artists or VIPs to relax before going on stage.

🧾 Event Formats & Styles

• • • Gala Dinner – A formal evening event, often including dinner, awards, and entertainment.
    • Product Launch – An event to introduce a new product or service to media, partners, or clients.
    • Press Conference – A formal meeting with the media to share news or announcements.
    • Cocktail Reception – A casual event with drinks and canapés, usually standing.
    • Conference – A structured event for learning, networking, and presentations, often in a business context.
    • Activation – A creative activity or installation that engages attendees with the brand.
    • Meet & Greet – A scheduled moment where guests can meet VIPs or performers.
    • Hybrid Event – A mix of in-person and online participation.
    • Walkthrough – A pre-event onsite inspection to confirm details and check logistics.

🧑‍💼 Roles & Responsibilities

• • • Event Planner / Producer – The person responsible for designing and coordinating the event.
    • Stage Manager – Coordinates everything happening on stage, following the run of show.
    • Technical Crew – Team handling lights, sound, video, and other tech setups.
    • Vendors – Suppliers or subcontractors providing services like catering, equipment, decoration, etc.
    • Hostess / Staff – Front-of-house team assisting guests, check-ins, or seating.

📣 Public Relations (PR)

• • • Press Release – A written announcement shared with the media to generate coverage.
    • Media Kit – A package with company info, images, bios, and press releases for journalists.
    • Clipping – An article, mention, or interview published about your event or brand.
    • Media List – A curated list of journalists and media outlets relevant to your industry.
    • Pitch – A short proposal sent to a journalist suggesting a story idea or interview.
    • Embargo – A request to the media not to publish a story before a specific date/time.
    • Influencer – Someone with a large social media following invited to create buzz about your event.
    • Coverage – The visibility your event gets in the media (print, online, TV, radio, social).
    • Brand Mention – When your brand is referenced in articles or posts, even if not the main subject.

🧾 Guest Management & VIP

• • • RSVP – Répondez S’il Vous Plaît: A request for invited guests to confirm attendance.
    • Guest List – The official list of expected attendees.
    • VIP – Very Important Person: Guest who receives special treatment, seating, or access.
    • Accreditation – Badges or wristbands that identify access level for guests, press, or crew.
    • Seating Plan – A map or list that shows where guests will sit, often for formal dinners or ceremonies.

📊 Post-Event & Evaluation

• • • Debrief – A meeting after the event to evaluate what worked and what could be improved.
    • ROI – Return on Investment: The measurable result of the event compared to the cost.
    • Feedback Form – A survey given to attendees to evaluate their experience.
    • Photo/Video Recap – A selection of visuals used to promote the event after it happens.
    • Engagement Rate – A metric showing how actively people interacted with event content online.