Event glossary: the terms organisers use

Also called: event agenda · meeting agenda

An agenda is the list of items an event or meeting will cover, usually with a time for each. At conferences and business events the word is often used for the programme itself. A good agenda helps guests decide whether to come and which parts matter to them. Put real start times on it rather than vague blocks, and leave room between items for people to move and talk.

Also called: application programming interface · REST API · event API

An API is a documented way for one piece of software to ask another for data or to change it, without a person copying anything by hand. For events, an API lets a ticket site add guests to a list, or a CRM read who replied. Look for keys that can be limited to the access each system needs and revoked at any time, and for paged results on large lists.

Also called: breakout · parallel session · track session

A breakout session is a smaller session that runs alongside others, so guests choose where to go. Breakouts allow deeper topics, workshops and discussion that would not work in a full plenary. Because rooms have limits, popular sessions can overflow while others stay empty. Ask guests to choose in advance where seats are tight, and leave enough time between sessions to change rooms.

Also called: venue capacity · maximum attendance

Capacity is the largest number of people an event or space can hold. It is limited by the venue’s safety rules, the room layout, catering and staffing, and sometimes by the experience you want. Know the legal figure and your own working figure, which is often lower. When you invite more people than the room holds, base the number on how many usually decline, and keep a waitlist ready.

Also called: data consent · marketing consent

Consent is a person’s freely given, informed agreement to something, such as receiving marketing messages or having their photograph shared. Under data protection laws like the GDPR it is one of several possible grounds for using personal data, and it must be as easy to withdraw as to give. This is general information, not legal advice: ask separately for each purpose and keep a record of who agreed to what, and when.

Also called: retention period · data retention policy

Data retention is how long you keep personal data before deleting or anonymising it. After an event, guest lists, dietary notes and check-in records often have no further purpose, and keeping them indefinitely adds risk. Decide a retention period for each kind of event data before you collect it, tell guests what it is, and put a date in the calendar to clear it.

Also called: event management company · event planner

An event agency plans and runs events on behalf of clients, from the brief and the venue to invitations, suppliers and the day itself. It often handles several clients at once, each with its own brand and guests. Agree in writing who owns the guest data, who approves what is sent to guests, and in whose name invitations go out, before any work begins.

Also called: creative brief · event planning brief

An event brief is a short document that states what the event is for, who it is for, when and where it happens, the budget, and how success will be judged. Everyone who works on the event, from the venue to the designer, works from it. Write it before booking anything and get it agreed by whoever approves the budget, because most later disagreements trace back to an unclear brief.

Also called: event program · event schedule

The event programme is the published plan of what happens and when: sessions, talks, meals, breaks and entertainment, in order, with times and places. It is written for guests, so it tells them where to be rather than how the team gets them there. Keep it short enough to read at a glance and publish changes in one place, so guests never hold two versions.

Also called: General Data Protection Regulation

The GDPR is the European Union’s data protection law. It covers how personal data of people in the EU is collected, used, stored and deleted, and it applies to guest lists, registrations and photographs as much as to customer files. In general terms, it asks for a lawful reason for each use, collecting only what is needed, and keeping it safe. This is educational, not legal advice; check your own situation with a qualified adviser.

Also called: invitee list · attendee list

The guest list is the record of everyone invited to an event, with the details needed to reach and admit them: name, contact, status of their reply and any notes. It drives invitations, reminders, catering numbers and the door. Keep one list as the source of truth rather than copies in several files, and record every change to it, so the door sees the same people the invitations went to.

Also called: guest group · audience segment · guest category

A guest segment is a group of guests who share something that changes how you treat them, such as speakers, press, sponsors, staff or family. Segments let you send different wording, open different parts of the event or set different deadlines without handling each person one by one. Decide segments before you send the first invitation, because sorting guests afterwards is slower and error-prone.

Also called: hybrid conference · in-person and online event

A hybrid event has an audience in the room and an audience joining online at the same time. Both need to see, hear and take part, which adds cameras, streaming, a moderator for remote questions and often a separate schedule. Treat the online audience as guests with their own experience, not as viewers of a recording, and test the connection and sound in the actual room.

Also called: private event · closed event · invitation-only event

An invite-only event admits only people the host has chosen and invited; nobody can sign up on their own. It gives control over who attends, which suits client dinners, launches, weddings and board events. The guest list becomes the door list, so invitations must be personal and hard to pass on. Decide in advance how you will handle a guest who brings someone uninvited.

Also called: keynote speech · keynote address

A keynote is the main talk of an event, usually given by a well-known or senior speaker to the whole audience, often at the opening. It sets the theme and is frequently the reason many people attend. Agree the length, topic and technical needs with the speaker early, schedule nothing against it, and plan what happens if the keynote speaker is delayed.

Also called: host · chair · facilitator

A moderator guides a session: introduces speakers, asks questions, keeps time and brings in the audience. In a panel or a Q&A, the moderator decides which questions are asked and makes sure no single voice takes over. Choose someone who knows the subject and can interrupt politely, and give them the timings and any submitted questions before the session starts.

Also called: public registration · self-registration · open sign-up

Open registration lets anyone who finds the event sign up, usually through a public page, without a personal invitation. It suits conferences, community events and webinars where reach matters more than control. Set a capacity limit and decide what happens when it is reached, such as a waitlist. Ask only for the details you need, and check sign-ups for duplicates and obviously false entries.

Also called: panel · expert panel

A panel discussion brings several speakers on stage to discuss a topic, guided by a moderator, usually with time for audience questions. It works when panellists bring different views; it drags when they all agree or give speeches. Keep panels to three or four people, brief them on the questions beforehand, and give the audience a simple way to ask questions during the session.

Also called: show flow · event running order

A run of show is the minute-by-minute script the team works from on the day: every cue, who gives it, who is on stage, which slide or sound plays and what happens next. Unlike the programme, it is internal and as detailed as needed. Share one current version with everyone who has a role, and rehearse the transitions, because that is where events usually slip.

Also called: presenter · event speaker

A speaker is anyone who presents at an event, from a keynote to a short talk or a workshop. Speakers need clear information: their slot, the room, the audience, the format, technical setup and travel details. Collect slides, biographies and photographs by a fixed date, give every speaker one named contact on your team, and check them in on arrival before the guests.

Also called: paid event · ticketed admission

A ticketed event requires each guest to hold a ticket to enter, whether paid or free. A ticket proves the right to attend, can carry a type such as standard or VIP, and is checked at the door. Charging money brings extra duties: clear prices, taxes, refund terms and receipts. Publish your refund policy before sales open, and make tickets personal if you want to prevent resale.

Also called: event venue · event space · location

The venue is the place where an event happens, from a hotel ballroom or conference centre to a restaurant, gallery or private home. It shapes capacity, access, catering, sound, timing and cost. Visit before you book and walk the guest route from arrival to exit. Ask what is included, when you can get in to set up, and which rules apply to noise, decoration and finishing time.

Also called: very important person · VIP guest

A VIP is a guest who receives special treatment because of their role or importance to the event: a key client, a senior executive, a speaker or a major sponsor. That can mean a separate entrance, reserved seating, a named host or a different schedule. Mark VIPs clearly on the guest list and tell the door team in advance, so the welcome is personal rather than improvised.

Also called: webhooks · HTTP callback · event notification

A webhook is a message one system sends to an address you choose the moment something happens — a guest replies, someone is checked in — instead of waiting to be asked. The receiving system can then update a record or alert a team. A trustworthy webhook is signed so the receiver can check where it came from, carries a timestamp to stop replays, and is retried if the receiver is briefly down.

Also called: bounced email · hard bounce · soft bounce

A bounce is an email that could not be delivered and was returned. A hard bounce means the address does not exist or refuses mail permanently; a soft bounce is temporary, such as a full mailbox. A bounced invitation is a guest who never heard about the event. Check bounces after every send, correct the addresses or reach those guests another way, and stop sending to hard bounces.

Also called: email deliverability · inbox placement

Deliverability is how reliably your emails reach the inbox rather than the spam folder or nowhere at all. It depends on the sender domain’s authentication and reputation, the quality of the address list and the content of the message. For invitations, clean the list before sending, avoid image-only messages and misleading subjects, and send a test to several mail providers first.

Also called: online invitation · e-invitation · e-vite

A digital invitation is sent by email, message or link instead of on paper. It can carry a personal reply link, update itself if details change, and show who has opened it and answered. It arrives instantly but competes with a full inbox. Make the subject line say what the event is, send from a recognisable name, and check how it looks on a phone first.

Also called: confirmed opt-in · DOI

Double opt-in is a two-step sign-up: a person enters their email address, then confirms by clicking a link sent to that address. It proves the address belongs to the person and that they really wanted to join a list. It produces cleaner lists and stronger evidence of consent. Keep the confirmation message short and send it immediately, while the person still remembers signing up.

Also called: attire · what to wear

A dress code tells guests what to wear, from black tie and cocktail to business casual or smart casual. It helps people feel comfortable rather than out of place, and it signals the tone of the event. Write it on the invitation in words guests understand, add a short explanation if the term is unusual, and mention anything practical such as outdoor ground or evening cold.

Also called: invite · event invitation

An invitation is the message that asks a guest to attend an event and gives them what they need to decide: who is hosting, what the event is, when and where it happens, and how and by when to reply. Its tone signals the kind of event. Name the guest personally, say clearly who else is invited, and keep the reply instruction to a single, obvious step.

Also called: unique link · personalised RSVP link · magic link

A personal link is a web address made for one guest, so opening it identifies them without a password. It lets a guest reply, update details or open their ticket in one tap, and lets the host know exactly who answered. Because the link stands in for the guest, treat it as private: send it only to that person and make it possible to replace if it is forwarded.

Also called: event reminder · RSVP reminder

A reminder email prompts guests before a deadline or the event itself: to reply, to complete their details, or simply that the day is close. Reminders reduce missing replies and no-shows. Send different reminders to different groups, so people who have replied are not asked again, and put the essentials in the reminder itself: date, time, place and how to get in.

Also called: save-the-date card · STD

A save the date is an early notice that asks guests to keep a date free before the full invitation is sent. It is common for weddings, conferences and events that need travel. It does not usually ask for a reply. Send it only to people you will definitely invite, include the date and city at minimum, and say that a formal invitation will follow.

Also called: sending domain · from domain

The sender domain is the part of an email address after the @ that invitations come from. Mail providers judge whether a message is trustworthy partly by checking that the domain has authorised the sending service through records such as SPF, DKIM and DMARC. Send event mail from a domain you control with those records in place, and keep the same sender name across invitations and reminders.

Also called: access needs · accessibility needs

Accessibility requirements are the arrangements a guest needs to attend and take part fully: step-free access, seating, a sign language interpreter, captions, a quiet space or a companion. Asking early lets you arrange them rather than improvise on the day. Include an optional question in the reply form, describe the venue’s access honestly, and make sure the door team knows what was promised.

Also called: dietary restrictions · dietary needs · food allergies

Dietary requirements are the foods a guest cannot or will not eat, from allergies and intolerances to religious, ethical or medical diets. For a caterer, they are as important as the headcount, and an allergy is a safety matter. Ask for them in the reply, with a free-text field for allergies, pass a named list to the caterer, and confirm it again close to the event.

Also called: guest count · final numbers · attendee count

The headcount is the number of people expected at an event, based on confirmed replies. Caterers, venues and suppliers ask for it by a set date and often charge on that figure. Give your final number only once replies are in and missing ones have been chased, and decide in advance whether to round up for walk-ins or late changes.

Also called: last-minute guest · late guest change

A late addition is a guest added, or a detail changed, after invitations have gone out or after the RSVP deadline: a new client, a replacement for someone who cancelled, a different name. Late additions are normal, but they must reach every list that matters. Record each change in the one guest list, and make sure the caterer and the door see it before the event.

Also called: guest of a guest · and guest · companion

A plus-one is an extra person a guest is allowed to bring, often a partner or friend, who is not named on the invitation. Plus-ones change numbers, seating and costs, and they are a common source of confusion. Say clearly on the invitation whether a guest may bring someone, ask for the plus-one’s name in the reply, and add them to the guest list like anyone else.

Also called: reply if not attending

Regrets only on an invitation means guests reply only if they cannot come; silence is taken as a yes. It saves effort for informal gatherings where an exact count is not critical. It does not suit events with catering, seating or a closed door list, because you cannot tell a silent yes from an unread invitation. When numbers matter, ask everyone to reply.

Also called: répondez s’il vous plaît · R.S.V.P.

RSVP comes from the French répondez s’il vous plaît, “please reply”. On an invitation it asks every guest to tell the host whether they are coming, yes or no, by a given date. Hosts rely on these replies for numbers, seating and catering. Give a date, one clear way to reply, and say who the invitation is for, so a no is as easy to send as a yes.

Also called: reply-by date · RSVP date

The RSVP deadline is the date by which guests are asked to reply. It should come from the earliest date someone else needs your numbers, such as the caterer or the venue, with time left to chase guests who did not answer. Write it with the weekday so it reads as a real date, and plan in advance how you will follow up the missing replies.

Also called: seating chart · table plan · seating arrangement

A seating plan shows who sits at which table, and often in which chair, drawn on a plan of the room. It is built from the confirmed replies, so households and companions sit together and the caterer, the place cards and the door all work from the same tables. Draw the room to scale before you seat anyone, keep a few chairs free for late changes, and finish the plan only after the reply deadline.

Also called: waiting list · standby list

A waitlist holds people who want to attend once the event is full, in order, so they can be offered places that become free. It keeps demand visible and fills seats left by cancellations. Tell people on the waitlist clearly that they are not yet confirmed, set a time limit for accepting an offered place, and move quickly when a place opens.

Also called: entry control · admission control

Access control is how an event decides who may enter which area, and when. It covers the main entrance and also backstage, VIP areas, press rooms and staff zones, using lists, tickets, wristbands or badges. Map every area and who belongs in it before the event, give the staff at each point a simple rule, and record entries where knowing who was inside matters.

Also called: press accreditation · credentials

Accreditation is the process of approving people for a role at an event, such as press, crew, suppliers or officials, and giving them credentials that show where they may go. It is checked in advance, unlike a guest ticket. Set clear criteria and a deadline for applying, issue credentials that are hard to copy, and make sure every checkpoint knows what each credential allows.

Also called: name badge · name tag · event badge

A badge is worn by a guest to show their name and often their organisation and role. It helps people talk to each other and lets staff see who belongs where, sometimes through colours or a code. Print the name large enough to read at conversation distance, use the name the guest asked for, and print badges at check-in if late changes are likely.

Also called: event check-in · guest check-in · registration desk

Check-in is the moment a guest is welcomed, found on the list and admitted, and it is recorded as attendance. It is the first impression of the event and the point where queues form. Decide how guests are identified, whether by name, ticket or code, plan enough entry points for the arrival peak, and have a way to check in if the internet fails.

Also called: guest list at the door · entry list

The door list is the version of the guest list used at the entrance: who may come in, with the notes the door team needs, such as VIP status or a plus-one. It should match the invitations exactly. Keep it live rather than printed the night before, so late additions and cancellations appear, and agree who at the door can admit someone who is not on it.

Also called: non-attendee

A no-show is a guest who said they would come but did not arrive. No-shows leave empty seats and wasted catering, and some are normal at almost every event. Reminders shortly before the day, an easy way to cancel and a waitlist all reduce their effect. Count no-shows only from real check-in data, because without a door record you cannot tell who stayed away.

Also called: QR ticket · mobile ticket · e-ticket

A QR code ticket is a ticket shown as a square barcode that the door scans to find and admit the guest. Scanning is faster than searching a list and records the exact time of entry. A code can be copied, so each should be unique and admit once unless re-entry is allowed. Send it shortly before the event so guests can find it, and keep a name search as a fallback.

Also called: readmission · pass-out

Re-entry is a guest’s ability to leave an event and come back in. Some events allow it freely, some not at all, and some only with a stamp, wristband or second scan. Without a rule, a scanned ticket might be refused when the guest returns, or passed to someone else. Decide the rule in advance, tell guests on the ticket, and make the door system follow it.

Also called: check-in kiosk · self-service check-in · registration kiosk

A self check-in kiosk is a tablet or screen at the entrance where guests check themselves in: they scan the code from their invitation, or find their name and confirm it, and often a name badge prints for them there and then. It shortens the queue at busy doors. Place it where staff can still help, give guests a second way to confirm who they are, and make sure the kiosk and the door staff write to the same list, so nobody is counted twice.

Also called: walk-up guest · unregistered guest

A walk-in is a person who arrives at the door without being on the guest list or holding a ticket. At open events walk-ins may be welcome; at invite-only events they need a decision. Agree a policy before the day: who decides, what details to collect, and whether capacity allows. Recording walk-ins keeps attendance figures and follow-ups accurate.

Also called: event mobile app · conference app

An event app gives guests the event on their phone: the programme, maps, tickets, announcements and ways to take part such as polls or questions. Many guests will not install an app for one event, so an app that opens in the browser from a link often reaches more people. Whatever form it takes, put the most needed information on the first screen and test it on a weak connection.

Also called: scavenger hunt passport · stamp card · exhibition passport

An event passport is a card or digital page that guests fill by visiting stands, sessions or places, collecting a stamp or scan at each one. It encourages people to explore the whole event and can lead to a prize or a draw. Keep the number of stops achievable within the event, place them along a sensible route, and state the reward and rules clearly.

Also called: audio guestbook · guest book · voice guestbook

A guestbook collects messages from guests for the host, traditionally written in a book, now often recorded as voice or video messages. It is common at weddings, birthdays and farewells, where the messages become a keepsake. Place it where guests naturally pause, give a short prompt to help them start, and decide in advance who will receive the messages and how.

Also called: audience poll · live voting · audience response

A live poll asks the audience a question during a session and shows the results as people answer, usually from their phones. It wakes up a room, tests opinion and gives speakers something to respond to. Keep questions short with few options, open the poll only when the speaker is ready to talk about the result, and make it easy to join without signing up.

Also called: audience Q&A · question and answer session

A live Q&A lets the audience ask questions of speakers during or after a session. Collecting questions on phones, instead of passing a microphone, lets quiet people take part and lets a moderator choose and group questions. Decide whether questions can be anonymous, allow the audience to vote on them, and give the moderator the authority to skip questions that are off-topic.

Also called: business networking · networking session

Networking is the part of an event where guests meet each other, often the main reason people attend business events. It happens in breaks and receptions, and can be supported with matchmaking, scheduled meetings or seating plans. Leave real time for it in the programme, help guests see who else is there, and give them an easy way to exchange contact details with consent.

Also called: live photo wall · social wall · photo stream

A photo wall shows guests’ photographs and videos on a screen at the event as they are shared, usually after a quick moderation step. It turns the guests into part of the show and collects a record of the day. Show a QR code nearby so sharing takes seconds, check what appears before it reaches the screen, and tell guests where their photos will be kept.

Also called: show-up rate · turnout rate

The attendance rate is the share of guests who actually came, usually measured against those who said yes. It shows how reliable replies were and helps you plan the next event’s numbers. Calculate it from check-in records rather than estimates, and compare it by guest group, since the rate for clients, staff and the public can differ widely.

Also called: event report · post-event report

An attendance report summarises who was invited, who replied, who came and who did not, often broken down by guest group and time of arrival. It is the factual record of the event for the team, the client or sponsors. Base it on real list and check-in data, state how each number was counted, and send it while the event is still fresh.

Also called: exhibiting company · stand holder

An exhibitor is a company or organisation that takes a stand or booth at an event to show its products and meet visitors. Exhibitors care about the number and type of visitors who pass their stand and the contacts they leave with. Give them a clear floor plan, setup and breakdown times, and an agreed way to collect leads from visitors who consent.

Also called: lead retrieval · lead collection

Lead capture is how exhibitors and sponsors collect the contact details of people interested in them at an event, often by scanning a badge or code. Leads are only valuable if they are accurate and gathered with the person’s agreement. Make it clear to guests what sharing their details means, add a note to each lead about the conversation, and follow up quickly.

Also called: Net Promoter Score

NPS, or Net Promoter Score, comes from one question: how likely are you to recommend this to a friend or colleague, on a scale from 0 to 10. The share of low scores is subtracted from the share of high scores to give a figure between minus 100 and 100. It is useful for comparing events over time; always ask a follow-up question about why a guest chose their score.

Also called: event feedback survey · attendee survey

A post-event survey asks guests what they thought of the event after it ends: what worked, what did not, and whether they would come again. Its answers shape the next event. Send it within a day or two while memories are fresh, keep it to a few questions, and include at least one open question, because the most useful answers are often in guests’ own words.

Also called: event sponsor · partner

A sponsor supports an event with money, goods or services in return for visibility, access to the audience or association with the event. Sponsorship can make an event possible, and sponsors will expect to see what they received. Agree in writing what each sponsor gets, such as logo placement, a stand, speaking time or leads, and report back on it afterwards.

Also called: post-event email · follow-up email

A thank-you email is sent to guests after an event to thank them for coming, and often to share photos, slides, a recording or a survey. It closes the event warmly and keeps the relationship going. Send it within a day or two, write a separate message for people who registered but did not come, and include only what each group will actually use.