Venue Flashcards
air walls
moveable wall panels used to partition a larger area into smaller rooms; frequently used to divide larger ballrooms into smaller spaces
back of house
service areas of the venue not usually seen by attendees
banquet captain
lead team member(s) at the venue overseeing food service at an event
room block
group of rooms or seats set aside for a specific event or group at a group price
breakout room
smaller rooms at the venue made available for breakout sessions
cancellation clause
detailed explanation in the contract of the penalties should a cancellation occur
change order
document provided to a venue or vendor that outlines changes to an existing order or agreement
comp rooms
number of free rooms provided by a venue based on a number of rooms or room nights puchased by a group
cut-off date
the day when a facility releases the block of rooms or space held for your event if not booked
function space
the locations or spaces at a venue where functions can be hosted
green room
a private room for speakers, VIPs, performers to relax, away from the crowd, mostly used to meet with invited guests or media
hall
the facility where exhibits are held, or the area within a venue where exhibits are placed
head count
the real number of guests attending an event
hospitality suite
a hotel room or suite reserved by a group to entertain customers and invited guests; often feature refreshments and food
house count
the number of occupied guest rooms in a hotel on any given night
housekeeping
department of a hotel charged with cleaning and maintaining guest rooms and all public spaces in the venue
incidentals
miscellaneous expenditures at a hotel such as mini-bar, phone calls, in-room movies, and room service
inclusive rates
rates that include all service fees, tips, and taxes
M.O.D.
manager on duty
no-show
an expected attendee or guest who does not show up, and the hotel reservation is not used and not cancelled; usually billed for one night
overbooked
confirmed reservations at the hotel exceed the number of available guest rooms at the hotel
per diem
by the day expenditure allowance commonly, but not exclusively, used by government employees
pick-up
the number of guest rooms used compared to the number of guest rooms blocked for an event
pre-con meeting
meeting for the event or meeting planner to review in detail the BEOs and other details of the event with the staff of the venue
Request for Proposal/ RFP
a formal request by a company, containing detailed specs, to a prospect vendor asking for a bid based on the provided specs
rooming list
list of guest names and their lodging needs given to a hotel by a meeting planner prior to the event
service charge
fee for services provided by a facility, including food staff
set-up time
time to set-up an exhibit or prepare for the event prior to guest arrival
skirting
fabric attached to the side of the tables, stages, and risers, hiding cords and storage
walk or being walked
guest with confirmed reservation are sent to another hotel due to overbooking at the hotel for which they hold a confirmed reservation
