New to your career in event planning? It can feel pretty overwhelming looking over your first contract, or putting together your first event and not understanding what some of the terminologies mean - luckily, this list will make you feel like a seasoned pro in no time - check out the below commonly used corporate conference lingo and you’ll feel like you’ve bypassed years of learning from experience.
1. Banquet Event Order (BEO)
Banquet Event Order (BEO) is a document most often used by hotels or other facilities that outlines all of the details of an event, including food and beverage, AV, event room set up and billing details.
In a sentence: “I’ll send you our event details to put together the BEO’s on Tuesday.”
2. Master Account
A record of transactions during an event where the resulting balance is paid directly by the group, basically a “master bill”. May include room, tax, incidentals, food and beverage, audiovisual equipment, ect.
In a sentence: “Can you add these additional charges to our master account?”
3. Confidence Monitor
A confidence monitor is usually a screen anywhere from 32” to 60” that sits on the floor in front of the stage, and allows presenters on stage to see what slide of their presentation is on the screens behind them.
In a sentence: “Our speaker would like a confidence monitor for his presentation.”
4. 3 per 6
Three chairs at each six-foot table.
In a sentence: “I’d like the room set classroom style, 3 per 6.”
5. 2 per 6
Two chairs at each six-foot table.
In a sentence: “I’d like the room set classroom style, 2 per 6.”
6. Schedule of Events
A table of the time and location for all functions related to an event.
In a sentence: “Can you look at the schedule of events to see where lunch will be held?”
7. Room Set
A configuration of tables, chairs, and other equipment that reinforces the communication flow and creates the ambiance to enhance the meeting experience.In a sentence: Do you want your room set to be classroom style or theater-style?
8. Pre-Con
Pre Con (Pre Conference Meeting) is a meeting at the primary facility at which an event will take place just prior to the event beginning, with the event organizer, facility department heads, and any contractors. The agenda focuses on reviewing the purpose and details of the event and making final adjustments as needed.
In a sentence: “When do you want to schedule the pre-con?”
9. Post-Con:
Post-Con (Post Conference Meeting) is a meeting at the primary facility at which an event occurred just after it has ended, with the event organizer, facility department heads, and any contractors. The agenda focuses on evaluating the implementation of the event and it often includes a final review of bills with accounts payable.
In a sentence: “When do you want to schedule a post-con?”
10. Attrition
Difference between the actual number of sleeping rooms picked up (or food or beverage covers or revenue projections) and the number of formulas agreed to in the terms of the facilities contract. Usually, a certain shortfall is allowed before damages are assessed.
In a sentence: “How many more sleeping rooms do we need to fill to avoid attrition?”
11. Room Block
The total number of sleeping rooms that are reserved and utilized by an event.
In a sentence: “We need a room block of 75 nights”
12. Cumulative Basis
This means that your room pick-up is based on your total pick-up for all dates of your event, not just per night of your contracted room block.
In a sentence: “We need our room block pick up to be assessed on a cumulative basis.”
13. Guest Room Pick Up
The number of sleeping rooms actually used out of the room block.
In a sentence: “Can you please send us what our guest room pick up is?”
14. IPO
Individual Pays Own, meaning the guest who is staying in the hotel room is responsible for all charges (instead of the event organizer), including room rate, taxes, and incidental charges.
In a sentence: “The guest reservation is IPO”
15. Rooming List
A roster of guests and their lodging needs presented to a hotel by a group prior to a meeting.
In a sentence: “I’ll send you our rooming list in the morning”
16. Rooms Outside the Block
Sleeping rooms that are reserved by a conference attendee in a contracted conference hotel, but are not counted in the group’s contracted block.
In a sentence: “Are there any guest rooms outside the block that will count towards
our pick up?”
17. No Show
A reservation made but not kept. A hotel guest who does not honor a reservation.
In a sentence: “Your group had one no show last night”
18. Certificate of Insurance (COI)
A Certificate of Insurance document details the type of insurance coverage you've purchased along with dates and coverage limits and is the most common proof of insurance document that venues request. Most facilities require that an event holder/vendor add them as an Additional Insured on a Liability policy.
In a sentence: “Will you send us a copy of your COI?”
19. Show Management
The person or organization putting on the event.
In a sentence: “Someone from show management will need to approve that additional charge.”
20. Drayage
Delivery of exhibit materials from the dock to an assigned exhibit space, removing empty crates, returning crates at the end of the event for recreating, and delivering materials back to the dock for carrier loading.
In a sentence: “Our contract allows complimentary delivery of 200 pounds of drayage.”
21. CSM
Convention Services Manager; a venue’s (usually a hotel) point person for coordinating major events and conventions.
In a sentence: “I’ll need to check with the CSM at the venue about that.”
22. CVB
Convention and Visitors Bureau; A local organization that can help meeting planners conduct venue and vendor selection at no cost. A CVB publishes events calendars, news, and a directory of accommodations, for visitors, meeting planners, and travel agents.
In a sentence: “Have you reached out to the CVB for help finding a vendor?”
23. DMC
Destination Management Company; A local company that has extensive knowledge about a specific destination and organizes the logistics of meetings and events in that specific location.
In a sentence: “Have you tried partnering with a DMC in that area?”
24. Guarantee
The confirmed number of meals or servings you will be paying for whether or not those resources are actually used at your event.
In a sentence: “Let’s keep the guarantee for lunch at 125”
25. Hard Stop/Hard Close
A specific time when the bar is closed at an event and can no longer serve guests alcoholic beverages.
In a sentence: “Can we have a hard stop at 7:00 PM?”
26. Overset
The number of meals or settings the venue will prepare over what you have guaranteed, which is usually 2% to 5% of your guarantee.
In a sentence: “My guarantee is for 125, but can we overset for 130?”
Interested in more events industry lingo? Check out our other blog posts:
23 Conference AV Terms You Need To Know
Restaurant Lingo: 22 Terms You Need To Know
27 Marketing Terms You Need To Know
