Event Lingo Decoded: 15 Terms Every New Planner Should Know
Welcome to the wild world of event planning, where “BEOs” aren’t typos, “load-in” doesn’t mean a moving truck is stuck, and yes—“strike” is something you want to happen.
Whether you’re brand new to planning or just tired of nodding through industry-speak, this glossary is your new best friend. Here are 15 common event terms every aspiring planner should know—decoded for real life, not just textbooks.
1. BEO (Banquet Event Order)
A BEO is the venue’s version of an event bible. It outlines the schedule, food, setup, staffing, and more. If it’s not in the BEO, it might not happen—so review it carefully.
2. Load-In / Load-Out
The timeframes when vendors are allowed to enter the venue to set up and tear down. Pro tip: Always confirm these windows early (and double-check dock access!).
3. Strike
The official term for breaking down the event setup. Sounds dramatic—but it’s just the clean-up crew doing their thing. It’s also when things mysteriously disappear, so keep your eyes on your inventory.
4. Run of Show (ROS)
A minute-by-minute timeline of the event, including cues for lighting, audio, and speeches. It’s the planner’s master control document—don’t go onsite without one.
5. Green Room
A backstage holding space for speakers, performers, or VIPs. Ideally stocked with water, snacks, and calm energy.
6. AV (Audio/Visual)
Shorthand for sound systems, microphones, projectors, screens, and tech support. Confirm these details early—especially who’s pressing play.
7. Hard Stop
The latest possible time your event must end—usually set by the venue. Go over and you risk overtime fees or getting cut off mid-toast.
8. Floor Plan
The bird’s-eye view layout of tables, chairs, bars, and more. A good one prevents crowding, chaos, and dance floor awkwardness.
9. Uplighting
Decorative lighting placed around the room perimeter to enhance ambiance. A favorite for transforming a basic ballroom on a budget.
10. Pipe & Drape
Fabric panels used to divide, decorate, or hide less-than-glam areas. Magic for covering exit signs or turning a gym into a gala.
11. House Lights
The standard overhead lighting in a venue. You'll often need to request they be dimmed or turned off to set the mood.
12. Load List / Pack List / IPL (Inventory Pack List)
A checklist of all items being brought onsite—from signage to scissors. Forget it, and you'll forget something important.
13. Walk-Through
A site visit where planners and vendors tour the space before the big day. Never skip this—especially if it’s your first time at a venue.
14. Call Time
The time a vendor, staffer, or talent needs to arrive. This is not the time to start work—it’s when they should be ready to go.
15. Day-of Coordinator
The person running the event on the ground. Sometimes the planner, sometimes a designated pro. Either way, they’re the glue holding it all together.
Mastering the lingo is the first step to feeling confident in the room—and on-site. The more you use these terms, the more second-nature they become.
Want to go deeper? Our course Elevate Your Events: The Complete Event Planner’s Course breaks it all down—timelines, logistics, contracts, and more. If you’re ready to level up your event planning skills, check it out here.
