Event Planning Glossary: Key Event Terms & Terminology

With the ever-changing landscape of event planning, it can be hard for professionals to stay on top of the new developments. To make sure you're up to date, we've put together a comprehensive event planning glossary with the essential terms used in the event industry. Keep this list of event definitions, terms and terminology close and you'll be ready for whatever trends or innovations the future may bring.

1. Why Should Event Professionals Learn Event Terminology?

We've create this event planning glossary having all event professionals in mind. Gaining an understanding of event terminology is essential for any individual looking to be successful in the event planning industry. Indeed, knowing the words associated with event planning can provide numerous advantages for event professionals, such as:

Improve Communication

Correctly utilizing industry-specific event terminologies will enhance communication with other event professionals and help convey messages more clearly. Furthermore, accurately employing these terms will minimize confusion and ensure precise articulation.

Demonstrate Professionalism

By demonstrating knowledge of event management definitions and proficiency in technical jargon, one can establish their expertise and show how much effort they've invested in understanding their craft. Being able to effectively use event terms and communicate to peers, clients, and customers while delivering crucial information is a mark of dedication.

Increase Opportunities

Many job offers and opportunities require that the professional demonstrates expertise in his field. Although you can find plenty of event planning certifications to boost your career, learning specialized event terminology will show everyone you are a valuable professional.

Efficient Problem-Solving

Event-specific language also includes expressions that are particular to this field. Understanding these terms can help you find better solutions to complex issues and communicate them efficiently.

2. Key Event Terms & Terminology

In order to help you better understand event synonyms and terminology used nowadays, we created this event planning glossary so you can keep up with all the key definitions used in the events industry. Check it out!

Agenda 

Agenda is a term used to describe and note an event flow of work. Next steps, meetings, decisions and itineraries are likely to be in an event’s agenda.

Augmented Reality (AR) 

Augmented Reality is used in the events industry to refer to immersive experiences with augmented reality accessories, such as videogames and 3D experiences. The main difference between A.R and V.R is that A.R uses real-world elements to create immersive experiences, while V.R only uses virtual elements.

Attendee

Attendee is a person who attends an event. Synonyms for attendee include guests, participants and patrons. 

Attendee List

Attendee List is a list of all of the attendees for an event. An Attendee List serves as an invaluable resource for any event organizer. It enables them to accurately identify in advance who will be present at the gathering, providing ample opportunity to effectively prepare for it.

B2B

B2B, also called Business to Business, is not a specific event term, as it applies to all industries. It is used to describe the relationship between two companies or businesses. In the event industry, it’s used to describe events planned to create partnerships or sell products to other businesses.

B2C 

B2C or Business to Consumer. Is the term used to describe the relationship between a business and its clients / consumers. In the event industry, it’s used to describe events focusing on consumer relationships and sales.

Banquet Event Order (BEO)

A Banquet Event Order is a comprehensive document that outlines all the specific details, timelines, and instructions for how and when a banquet will take place at a venue. It serves as a critical communication tool between event organizers and the venue staff to ensure every aspect of the event runs smoothly.

Branding 

A company's logo, the manner of expression, the principles it stands for, and the geography in which it is based all combine to highlight its distinctiveness and enable it to stand out from the competition. Branding is an important tool for any organization to establish authority, including event businesses.

Budget 

Budget is the term used to measure the total time and money a company has available to invest in a project or event. It’s one of the most important parts of event planning and management.

Call-To-Action (CTA) 

Call-To-Action are lines of communication verbal or written that calls the consumer to an action. It helps customers to engage with brands through buttons and simple actions such as “read more” or “click here”. Creating events with good CTAs will help people decide whether or not they feel the urge to participate in your event.

Catering

Catering is the provision of food and drink at a social event or other gathering, typically as a professional service. Another word for catering is foodservice, event waiting or event serving. 

Certified Meeting Professional (CMP) 

CMP is a Certified Meeting Professional and someone who completed the Convention Industry Council’s certification program. This professional knows the most about how to plan successful events and keep up with trends.

Click-Through-Rate (CTR) 

Click-Through-Rate is not an event term per se, as it is used by other industries too. It measures engagement with calls-to-action and check how successful they are. For example, how many website visitors clicked the tickets button in your event webpage.

Customer Relationship Management (CRM) 

Customer Relationship Management is a system that stores customer data and information to improve relationships and services. We've decided to add it to our event planning glossary because it is used by many event businesses. Event professionals use CRMs to engage with attendees, learn about their preferences and customize their event offerings.

Diversity, Equity & Inclusion (DEI) 

Diversity, Equity & Inclusion are values held by organizations that want to support a diverse group of people, including people of different races, ethnicities, religions, abilities, genders, and sexual orientation. DEI strategies can be used to plan accessible events and promote diversity. 

Early-Bird Tickets

Early-Bird Tickets are discounted tickets released for pre-sale that expire before the sales of regular tickets begins. Their purpose is to encourage the audience to commit to the event early and generate excitement about the event.

Email Marketing

Email Marketing is an excellent way to keep your audience up-to-date about the exciting news and events coming up. You can use this strategy by creating an engaging newsletter and sharing relevant information about your upcoming events to reach a broader audience.

Event

An event is a planned special occasion or celebration. Events can be large or small, private or public, in-person, hybrid or virtual. Examples of events include parties, festivals, shows, exhibitions and conferences. Special occasion is another word for event.

Event Booking

Event Booking is the process in which an individual arranges to book a spot at an event. If the event is free, one needs to register or RSVP for the event. If the event is paid, one needs to pay the entrance fee by purchasing a ticket. Event Booking can happen prior to the event or on-site. Event planners usually make use of Event Booking Software to facilitate the collection of RSVP and the sale of tickets. Another word for event booking is event reservation. 

Event Calendar

An Event Calendar is an essential tool for staying organized and displaying a list of upcoming events. An Event Calendar is a collection of individual event pages. Its main purpose is to promote events, but can also be used to collect event registrations and sell tickets online. Usually, event promoters utilize Event Calendar Software to promote events more efficiently. Another word for event calendar is event listing or event list.

Event Management

Event Management is the systematic procedure of creating and developing, organizing and holding of small to large-scale events. Normally, event professionals use Event Management Software to facilitate event planning and organization. Another word for event management is event administration or event coordination. 

Event Marketing 

Event Marketing is a type of marketing strategy to promote events. For example, using social media, ads, newsletters, and digital influencers. It is common for event planners to use Event Marketing Software to help them promote and distribute events more effectively.

Event Page

Event Pages provide the details that potential guests need to know to make informed decisions about attending an event. Every event page consists of essential elements, including a brief overview, visuals, date and time, place, and details about tickets. 

Event Planner

An event planner is a professional responsible for organizing and executing events, overseeing everything from selecting venues and hiring caterers to coordinating with vendors to ensure a seamless experience. Synonyms for event planner include event organizer, event coordinator, and event manager, or more broadly, event professional. Event planners specialize in various types of events, including corporate meetings, weddings, trade shows, festivals, and social gatherings. There are many event planning careers that offer exciting opportunities in the dynamic event industry.

Event Planning

Event Planning is a key term in our event planning glossary. It consists of coordinating every detail of a project such as a meeting, convention, trade show, ceremony, team building activity or party. Event planning includes budgeting, establishing timelines, selecting and reserving the event sites, acquiring permits, planning food, coordinating transportation, developing a theme, arranging for activities, selecting speakers and keynotes, arranging for equipment and facilities, managing risk, and developing contingency plans. Another word for event planning is event orchestration or organization.  

Event Planning Contract

An event planner contract is a formal agreement between an event planner and their client, outlining the services to be provided, timelines, payment terms, and other important details. It helps ensure clarity and protect both parties throughout the planning process. It is a best practice for event organizers to use a standardized event planner contract template, ensuring consistency in business operations while minimizing risks and safeguarding all parties involved.

Event Registration

Event Registration is the process in which an individual gives over their details in exchange for a badge or ticket so they can attend an event. It can happen prior to the event or on-site. Event organizers use Event Registration Software to help them collect registrations for events. Synonyms for event registration include event enrolment, registry or roster.

Event Sponsor 

Event Sponsors are people or businesses that sponsor events in exchange for advertising. It’s a very common practice to promote new businesses or the ones related to specific event niches (games, movies, courses, etc.).

Event Ticketing

Event Ticketing is the process of purchasing an admission ticket or paying a registration fee for an event. Usually, event planners use Event Ticketing Software to help them sell tickets to events. Another word for event ticketing is a voucher purchasing or pass purchasing. 

Gamification 

Gamification refers to the use of game-like experience to promote interaction in routines and tasks, making them more enjoyable. Leaderboards, badges and challenges are examples of gamification you can use at events.

Hybrid Event

Hybrid Events are events that happen both in-person and online. They unite the traditional physical experience with an additional digital experience. Take for instance an in-person concert with the same experience being available for online attendees.

In Person Event

An In Person Event is a live event that happens at a designated physical venue. In person events offer unique and immersive experiences for guests. 

Live Streaming 

Although live streaming isn't exclusively related to events, we've included it in our event planning glossary due to its surge in popularity since the pandemic. Live streaming refers to the real-time broadcasting of a live event—whether physical or digital—over the internet, allowing viewers to engage from anywhere as the event unfolds.

Master of Ceremonies (MC)

A master of ceremonies or MC is someone who welcomes people to an event. They are responsible for keeping it organized and enthusiastic.

On-Site Registration 

On-Site Registration means that potential attendees can only register for the event in person at the venue, instead of registering online.

Photo Retouching

Photo retouching can turn your event’s photos into stunning, polished memories. Whether it's removing imperfections, adjusting lighting, or enhancing details, professional retouching ensures every image best captures the moment. For example, wedding photo retouching can elevate the natural beauty of the couple, refine group shots, and create a cohesive, flawless album that reflects the emotions and highlights of the day.

Questions and Answers (Q&A) 

Questions and Answers or Q&A is a term used in many situations, not only events. We've decided to include it in this event planning glossary because it is a very common practice in events, in particular for educational events, such as seminars and lectures. In simple words, Q&A is a time scheduled at the end of an event for answering questions from the audience.

Return on Event (ROE) 

Return On Event measures the total impact of the event on business. For example, how the event assisted on business growth, brand authority, etc.

Return on Investment (ROI) 

Return on Investment measures the financial success of an event. It can determine if the event team executed the event following the budget, and if the company reached its event goals.

Ticket

A Ticket, or eTicket, is an essential document that provides the recipient with the permission to partake in the event.

Venue

Venue is where events take place. It can be a physical, virtual, or hybrid location.

Virtual Booth 

Virtual booths are digital spaces or meeting rooms where event organizers and exhibitors can engage with their audience. They are very common in hybrid and digital events.

Virtual Event

Virtual Events are online events, thus, they don’t have a physical location. They usually require streaming services or video conferencing technology, which provides a simple and convenient way for event organizers to engage with their audience. 

Virtual Reality (VR)

Virtual reality modifies the world around to give people an immersive experience. It is very common in gamification experiences at events, and usually requires the use of VR glasses.

Waiting List

Waiting List is a tool that helps keep potential attendees informed about the ticket availability for a certain event. Once a spot becomes available those hoping to join the event are notified, and can then register for the event.

By sharing with you event management definitions and words associated with event planning, our goal is to provide you as much information as possible about the technical jargon used in the event industry. We hope this event planning glossary has given you an excellent understanding of events terms and terminology. 

At Timely, we aim to bring the world closer together, one event at a time. To learn more about Timely event software and services solutions, contact us today!