Event Planning Glossary

Definitions of common event-planning terms to help you plan the perfect event.

A

Aisle RunnerAisle RunnerA fabric or paper runner laid down the ceremony aisle for the processional.Learn More

B

Banquet Event Order (BEO)Banquet Event Order (BEO)The detailed document a venue uses to run your event: menu, timing, setup, and headcount.Learn More
Bar PackageBar PackageA bundled bar offering (beer/wine, call, or premium) priced per person or per hour.Learn More
Buffet ServiceBuffet ServiceA self-serve setup where guests choose their own food from a staffed station line.Learn More

C

Cake-Cutting FeeCake-Cutting FeeA per-slice charge some venues add to cut and serve a cake you brought in.Learn More
Cash BarCash BarA bar where guests pay for their own drinks.Learn More
CenterpieceCenterpieceThe decorative arrangement at the center of each guest table.Learn More
Charger PlateCharger PlateA large decorative base plate that sits under the dinnerware as a setting anchor.Learn More
Cocktail HourCocktail HourThe social window, often after a ceremony, with drinks and light bites before the main meal.Learn More
Corkage FeeCorkage FeeA per-bottle charge some venues add when you bring your own wine or spirits.Learn More

D

Dance FloorDance FloorThe designated area for dancing, sized to your guest count and often rented.Learn More
Day-of CoordinatorDay-of CoordinatorA planner who takes over logistics in the final weeks and runs your event on the day itself.Learn More

E

Escort CardsEscort CardsCards at the entrance that tell each guest which table they are assigned to.Learn More

F

Family-Style ServiceFamily-Style ServiceLarge shared platters are placed on each table for guests to pass and serve themselves.Learn More
First LookFirst LookA private pre-ceremony moment where a couple sees each other for the first time.Learn More
Floor PlanFloor PlanA scaled layout showing where tables, staging, and stations go in the room.Learn More
Food & Beverage MinimumFood & Beverage MinimumThe least you must spend on food and drink to book a venue, before tax and service.Learn More
Force Majeure ClauseForce Majeure ClauseA contract clause covering cancellation for major events outside anyone’s control.Learn More

G

Grand EntranceGrand EntranceThe announced entrance of the couple (and party) into the reception.Learn More
Grazing TableGrazing TableAn abundant, styled spread of cheeses, meats, and snacks for guests to graze.Learn More
Green Room (Getting-Ready Suite)Green Room (Getting-Ready Suite)A private space for the couple, party, or performers to prepare and relax.Learn More
Guaranteed Guest CountGuaranteed Guest CountThe final headcount you commit to pay for, given to the caterer or venue by a deadline.Learn More

H

Head TableHead TableThe featured table where the guests of honor sit, often raised or centrally placed.Learn More

L

Late-Night SnackLate-Night SnackA small, casual food service late in the reception to re-energize guests.Learn More
Load-in and Load-outLoad-in and Load-outThe windows for vendors to bring gear in before, and remove it after, your event.Learn More

M

Master of Ceremonies (Emcee)Master of Ceremonies (Emcee)The host who guides guests through the program and keeps the event on schedule.Learn More
Menu TastingMenu TastingA pre-event sampling where you try and finalize your catering menu.Learn More

O

OfficiantOfficiantThe person who legally and ceremonially conducts a wedding ceremony.Learn More
Open BarOpen BarA hosted bar where the host pays for guests’ drinks rather than the guests.Learn More

P

Party FavorsParty FavorsSmall thank-you gifts guests take home from your event.Learn More
Passed Hors d’oeuvresPassed Hors d’oeuvresBite-sized appetizers carried around on trays by staff during cocktail hour.Learn More
Photo BoothPhoto BoothA staffed or self-serve booth where guests take fun, printed or digital photos.Learn More
Place CardsPlace CardsCards at the table that mark each guest’s specific assigned seat.Learn More
Plated DinnerPlated DinnerA sit-down meal where each guest is served a pre-selected, individually plated course.Learn More
Processional & RecessionalProcessional & RecessionalThe entrance (processional) and exit (recessional) of the ceremony party.Learn More

R

Rehearsal DinnerRehearsal DinnerA smaller dinner the night before, usually after the ceremony rehearsal.Learn More
RSVPRSVPA guest’s reply confirming whether they will attend, so you can finalize counts.Learn More
Run of ShowRun of ShowA minute-by-minute timeline of everything that happens during your event.Learn More

S

Save the DateSave the DateAn early announcement that tells guests to reserve your event date before invites go out.Learn More
Seating ChartSeating ChartThe plan for which guests sit at which table (and sometimes which seat).Learn More
Service Charge vs GratuityService Charge vs GratuityA service charge is a mandatory venue fee; gratuity is a tip for staff. They are not the same.Learn More
Signature CocktailSignature CocktailA custom drink (or two) chosen by the hosts and featured at the bar.Learn More
Site Visit (Venue Walkthrough)Site Visit (Venue Walkthrough)A visit to a venue to see the space, ask questions, and picture your event there.Learn More
Sweetheart TableSweetheart TableA small table for just the couple, instead of a full head table.Learn More

T

TablescapeTablescapeThe overall styled look of a table: linens, centerpieces, place settings, and details.Learn More
ToastsToastsShort speeches raised to the guests of honor during the reception.Learn More

U

UplightingUplightingFloor lights that wash walls and features in color to transform a room.Learn More

V

Vendor MealVendor MealA meal you provide for your working vendors during the event.Learn More
Venue CoordinatorVenue CoordinatorA venue’s staff contact who manages the space, not your whole event.Learn More

W

Weather Contingency (Rain Plan)Weather Contingency (Rain Plan)The backup plan for an outdoor event if the weather turns.Learn More