Encyclopedia
The event planning reference, A to Z.
One page per term: what it means, why it matters, an example, the common mistakes and the guides that use it.
Business & LegalEntertainmentFood & BeveragePlanningProduction & AVSafety & PermitsVenue & LayoutWeddings & Cultural
A
- Aerial silksAn aerial act performed on two lengths of fabric suspended from a certified rigging point.
- AGCOThe Alcohol and Gaming Commission of Ontario, which regulates liquor licences, Special Occasion Permits and lottery…
- AttritionA contract clause charging you if you use fewer hotel rooms or catering covers than you…
B
- BackdropA decorative or branded wall behind a stage, ceremony or photo moment.
- Banquet roundsRound tables, usually 60 or 72 inches, seating 8 or 10 for a seated meal.
- BaraatThe groom's procession to the wedding venue, with music, dancing and often a horse or car.
- BEO (Banquet Event Order)The venue's internal order listing every detail of a function: timings, room set, menu, bar, AV,…
- BoardroomA single table with chairs around it, for meetings up to about 20.
- BuffetA self-serve meal from a line of dishes.
C
- Cabaret seatingRounds with chairs on the front two-thirds, usually 6 per table, for shows with food.
- Cancellation clauseThe contract terms stating what is owed if either party cancels, usually on a sliding scale…
- Cash bar vs open barOpen bar: the host pays for drinks, usually per person per hour. Cash bar: guests pay.…
- ChuppahThe canopy under which a Jewish wedding ceremony takes place.
- Classroom seatingRows of narrow tables with chairs on one side, facing the front.
- Close-up magicMagic performed within arm's reach, with cards, coins and borrowed objects, for groups of 2–12.
- Cocktail roundsHigh (standing) tables, 30 inches across, for receptions with no assigned seating.
- COI (Certificate of Insurance)A document from an insurer confirming a vendor holds liability coverage at stated limits for a…
- Comp ratioThe number of complimentary rooms or tickets a venue grants per number booked.
- Contractor vs employeeWhether a worker is an independent contractor (invoices, own tools, own insurance) or an employee (payroll,…
- CorkageA per-bottle fee a venue charges for alcohol you supply instead of buying from them.
- Creative briefA one-page document describing what the event should feel like, who it is for and what…
- Crescent roundsRound tables with chairs on only two-thirds of the circumference so everyone faces the stage.
- Critical pathThe sequence of dependent tasks that determines the earliest an event can happen; any delay on…
- Crowd densityThe number of people per square metre in a space. Ontario's Building Code plans standing space…
- Cut-off dateThe date after which held rooms, RSVPs or menu choices are released or locked.
- Cyr wheelA large single steel ring the performer spins and rolls inside on the floor.
D
- Dance floor sizingRule of thumb: about 0.4 m² (4 sq ft) for each guest dancing at the same…
- DepositA partial payment at signing that holds the date; usually 25–50% in the GTA.
- Dietary codesShort labels (V, VG, GF, DF, NUT, H, K) placed on the seating chart so servers…
- DMXThe digital control protocol that lighting consoles use to control fixtures.
E
F
- F&B minimumThe minimum food and beverage spend a venue requires, often in place of a rental fee.
- Fire spinningPerformance with lit poi, staffs, fans or hoops.
- Fire watchA trained person assigned to watch for fire hazards during an event, required when alarms are…
- Food stationsThemed serving points guests visit, often with chefs preparing to order.
- Force majeureA clause that excuses performance when extraordinary events outside either party's control (storms, strikes, public-health orders)…
- Front of houseThe area and the technical position facing the stage where sound and lighting are controlled; also…
G
H
I
K
L
- LED & glow actsPerformers with LED-lit costumes or props (hoops, poi, wings, stilts) for low-light settings.
- LED wallA modular display built from LED panels, brighter and more flexible than projection.
- Line arrayA column of speaker elements that projects sound evenly over long distances.
- Load-inThe process of bringing equipment and materials into a venue, through a dock or elevator, at…
- LyraA suspended steel hoop used for aerial performance.
M
- Master timelineThe month-by-month plan of milestones from kickoff to the event.
- MehndiA pre-wedding gathering where henna is applied to the bride and guests, typically with music and…
- MentalismPerformance that appears to read minds, predict choices and influence decisions.
- Money danceA tradition in Filipino, Polish, Greek and other weddings where guests pin or give money while…
O
P
- Pass-aroundHors d'oeuvres served on trays by circulating staff during a reception.
- Pin spotA narrow-beam light aimed at a centrepiece, cake or focal object.
- Pipe and drapeAdjustable metal uprights and bases with fabric panels, used to create walls, backdrops and hide storage.
- Plated vs family stylePlated: each guest served an individual plate per course. Family style: platters shared at the table.
- ProcessionalThe entrance of the wedding party and the couple at the start of a ceremony.
- Production scheduleThe load-in, set-up, rehearsal, show and strike schedule for technical crews, usually spanning the day before…
- ProposalA planner's decision document for a client: understanding, concept, options, budget, timeline, fee and terms.
R
- RecessionalThe exit of the couple and wedding party at the end of a ceremony.
- RetainerA fee paid to secure a planner's or professional's services, usually credited against the total.
- RFP (Request for Proposal)A document sent to venues or vendors describing the event and asking for a priced proposal.
- RiggingSuspending equipment or performers from a structure, using certified points and rated hardware.
- RiserA modular platform section used to build a stage, typically 4 × 8 ft and 8–48…
- Roaming entertainmentActs that move among guests rather than performing from a stage: magicians, stilt walkers, characters, caricaturists.
- Room blockA set of hotel rooms held at a negotiated rate for event guests until a cut-off…
- Run of showA minute-by-minute schedule of every cue at an event, with one named owner per cue.
S
- SangeetA pre-wedding celebration in South Asian weddings with music, dance performances and dinner.
- Service chargeA percentage a venue adds to food and beverage that may or may not be paid…
- Set lengthThe duration of a performance segment.
- SightlinesThe lines of view from seats to the stage, screen or ceremony point.
- Smart ServeOntario's mandatory responsible alcohol service certification for anyone serving alcohol.
- Special Occasion PermitThe AGCO permit required to sell or serve alcohol at an event in an unlicensed location…
- StageA raised platform for performers and speakers, built from risers or supplied by the venue.
- Stage illusionLarge-scale magic performed on a stage for the whole audience, often with props, assistants and lighting…
- Standing capacityThe number of guests a room holds for a reception without seating, about 0.6 m² per…
- StiltsPerformers on stilts in costume, typically 2.5–3 m tall, used for arrivals and roaming.
- StrikeThe dismantling and removal of everything after an event, by the venue curfew.
- Strolling actA performer who moves through the crowd performing for small groups: close-up magic, caricature, mentalism.
T
- Tea ceremonyA Chinese wedding ritual where the couple serves tea to parents and elders and receives blessings…
- Tech riderA document listing what a performer needs from the venue: stage, sound, lighting, power, green room,…
- Theatre seatingRows of chairs facing a stage, no tables.
- TrussAluminium lattice sections that carry lighting, sound or scenery, ground-supported or flown.