Event Planning and Management Flashcards

What is an 'RFP' in the context of event planning?

Answer: Request for Proposal — a document sent to venues asking for availability, pricing, and services

An RFP is submitted by event planners to multiple venues to gather competing proposals covering dates, space, catering, and pricing.

What is the purpose of a 'run of show' document in event management?

Answer: A minute-by-minute timeline of all activities and cues during an event

The run of show is the master timeline that coordinates every team and vendor through the precise sequence of an event.

What is 'attrition' in hotel group contracts?

Answer: The minimum number of rooms a group must use or pay a penalty for unused rooms

Attrition clauses require groups to fill a contracted minimum percentage of their room block or pay a fee for each unused room.

What does 'AV' stand for in event planning?

Answer: Audio Visual — the equipment and services for sound, lighting, and projection at events

AV encompasses all audio-visual technology including microphones, projectors, screens, lighting rigs, and streaming equipment used at events.

What is 'food and beverage minimum' in event venue contracts?

Answer: The minimum dollar amount a group must spend on food and beverage at the venue

An F&B minimum is a contractual spending floor — the group must spend at least this amount on catering or pay the difference.

What is an 'event brief' in the planning process?

Answer: A document outlining the objectives, requirements, budget, and vision for an event

An event brief is the foundational planning document that captures the client's goals, audience, format, timeline, and budget to guide all decisions.