| Banquet Event Order (BEO) 鈥� associated with catering orders, BEOs are used to outline the menu, number of guests,
special dietary instructions, meeting room set up, audio/visual requirements, and
other needs associated with a catered function. Event planners are responsible for
reviewing and approving these documents prior to the meal service. Generally speaking,
BEOs for most hotels can be submitted 72 hours prior to the event function date, although
this is not Once the paperwork is signed, changes are subject to availability and
can incur additional fees. |
|
Food and Beverage |
B |
| Banquet meeting room set 鈥� a banquet room is commonly used for catered functions. Many groups set up their
banquet style functions with round tables for 10. When possible to allow for more
elbow room, consider setting your room up with round tables for 8. Alternatively,
when your function is overcommitted and you have a 72-inch round table, it is common
to seat twelve to a table. |
|
Meeting layout |
B |
| City-wide conventions 鈥� events with 20,000 or more attendees on a peak night that generally last at least
two days. |
|
Conferences |
C |
| Classroom meeting room set 鈥� most commonly associated with educational or professional development programs,
classroom meeting sets are ideal for intensive workshops. Generally speaking, classrooms
are set up using 6ft tables in rows with 2 to 3 guests for each table allotted in
the row. |
|
Meeting layout |
C |
| Conferences 鈥� events with 1,000 or fewer attendees that generally last at least two days. |
|
Conferences |
C |
| Conventions 鈥� events with 1,000 鈥� 19,999 attendees that generally last at least two days. |
|
Conferences |
C |
| Crescent rounds meeting room set 鈥� used for a variety of programs, this room set is popular because it communicates
to a vendor that you would like to use a round table with chairs where no one鈥檚 back
is to the front of the room. Generally speaking, crescent rounds can only have maximum
of 6 six seats. Click here to open a sample layout for crescent rounds in a new window. |
|
Meeting layout |
C |
| Dine-A-Rounds 鈥� Traditionally used during conferences as an opportunity for attendees to have small
group networking. Typically, an event planner makes reservations with restaurants
across the city and has people register for a restaurant of interest to them so they
can meet new people. On occasion, dine-a-rounds include a speaker or topic of interest. |
|
Food and Beverage, Conferences |
D |
| Event debrief 鈥� a meeting that is ideally scheduled after the entire event data is reviewed, which
is usually one month after the event concludes. The purpose is to discuss the strengths
and weaknesses of the event, as well as review a comprehensive financial analysis.
Ideally, the group will reach consensus on any changes that need to be made to the
event in the future. |
|
Organization |
E |
| Event planning group 鈥� also referred to as an event planning committee, host committee, or a variety of
other names. Ultimately this group is responsible for the overall success of the conference.
Generally, conference event planning groups include a programming, logistics, development
(when there is a cultivation opportunity), and marketing representative. |
|
Organization |
E |
| Event productions schedule 鈥� account of all of the activities associated with an event. We recommend that you
use this template for complex events to encourage shared accountability for the event鈥檚
success. |
|
Organization |
E |
| Event tie down meeting 鈥� a meeting ideally at least two weeks prior to a major event where all associated
parties review the program minute-by-minute, line-by-line to ensure that everyone
is on the same page to guarantee the event鈥檚 success. This meeting is a great opportunity
to identify (and, ideally, resolve) red flags. |
|
Organization |
E |
| Flow meeting room set 鈥� most commonly associated with receptions, a flow meeting room set usually involves
a combination of high-boys and banquet tables to allow guests to flow during an event. |
|
Meeting layout |
F |
| Food and Beverage Attrition 鈥� Similar to guest rooms, food and beverage revenue requires a financial commitment
which hotels develop based on what you tell them you are going to serve during your
event as outlined in your RFP. |
|
Food and Beverage |
F |
| Gobo 鈥� great opportunity to highlight the University鈥檚 logo or key sponsors, a gobo is a
physical stencil placed in front of lighting source. Gobos can appear in one or multiple
colors and are available in metal or glass. Gobos are considered a good investment
because they can last for 10 years or longer. However, each time you use a gobo plan
on budgeting the cost associated with having the light source. |
|
Audio visual/production |
G |
| Guarantee 鈥� most commonly associated with catering or housing accommodations. A guarantee is
the organization鈥檚 stated commitment to how many of a particular item they will financially
pay for. For example, an organization may guarantee 100 people for lunch, meaning
that they will pay for 100 guests to eat based on their approved |
|
Food and Beverage |
G |
| Guest Room Attrition 鈥� the host organization鈥檚 commitment to how many hotel rooms they are 鈥済uaranteeing鈥�
they will sell or occupy over the course of their event. The standard attrition clause
across the country is an 80% commitment. |
|
Conferences |
G |
| LCD projector package 鈥� most commonly used for presentations, an LCD projector package typically includes:
projector, screen, and laptop. On occasion, production companies will include speakers,
adapters, and other accoutrements to provide a more robust package. The type of screen
and projector will depend on the size of the meeting space. |
|
Audio visual/production |
L |
| Light-emitting diode (LED) 鈥� lighting option used in a variety of event planning functions. LEDs can vary in
their application, including bi-color, tri-color, or seven light options as well as,
digital and flashing. Currently, the only venue at 吃瓜爆料 equipped to provide a range
of LED options is the Mitchell Center. However, all offsite production companies should
be able to provide a range of options for the event planner to consider. |
|
