Guide to Event Production Terminology and Jargon

Walking into your first event planning meeting can feel like entering a foreign country where everyone speaks a different language. Terms like "strike," "deadhang," and "FOH" get thrown around casually, while you're left wondering if you need a translator. The event production industry has developed its own vocabulary over decades of collaboration between technicians, designers, and planners, but this specialized language shouldn't be a barrier to understanding your own event.

Whether you're planning your first corporate conference or you're a seasoned executive who wants to communicate more effectively with your production team, understanding industry terminology will help you make better decisions, ask more informed questions, and ensure everyone is literally speaking the same language. This guide breaks down the essential terms every client should know, organized by category and explained in plain English.

Pre-Production and Planning Terms

Load-In and Load-Out

Load-in refers to the process of bringing all equipment, decor, and materials into the venue and setting up the event. Load-out (also called "strike") is the reverse process of dismantling everything and removing it from the venue.

Why it matters: Load-in and load-out times directly affect your budget, as they determine how much labor time you'll pay for. Venues also have specific windows for these activities, which can impact your event timeline.

Site Survey

A comprehensive evaluation of the venue conducted before the event to identify potential challenges, measure spaces, and assess technical capabilities.

Client tip: Always insist on a site survey for complex events. It prevents surprises and ensures accurate planning and budgeting.

Advance

The period leading up to an event when final details are confirmed, vendors are coordinated, and logistics are finalized. Also refers to the advance team that handles on-site coordination.

Run of Show (ROS)

A detailed timeline document that outlines exactly what happens when during your event, including speaker cues, technical changes, and transition times.

Why it's crucial: The run of show is your event's roadmap. Review it carefully and ask questions about timing that seems too tight or unclear.

Call Time

The time when staff, vendors, or performers need to arrive and be ready to work. Different team members often have different call times based on their roles.

Audio/Visual and Technical Terms

Front of House (FOH)

The area where the audience sits or stands during presentations. Also refers to the mixing console position where sound and lighting are controlled during the event.

Back of House (BOH)

Areas not visible to guests, including staging areas, catering prep spaces, and equipment storage zones.

Rigging

The system of cables, trusses, and hardware used to suspend lighting, audio equipment, or decorative elements above the event space.

Safety note: All rigging must be engineered and installed by certified professionals. Never compromise on rigging safety to save costs.

Deadhang

Equipment or decor that's permanently installed and doesn't need to move during the event, as opposed to items that fly in and out or change positions.

Fly System

Motorized or manual systems that raise and lower equipment, screens, or scenic elements during an event.

IMAG (Image Magnification)

Large screens that display live video of speakers or performers so audiences can see details from a distance. Also called "confidence monitors" when used for presenters.

Switcher

The device that controls which video source is displayed on screens. Operators use switchers to cut between cameras, presentation slides, and video content.

Patch

The process of connecting audio, video, or lighting equipment to the venue's systems. Also refers to the documentation showing which equipment connects where.

Hot Mic

A microphone that's turned on and actively transmitting. Always assume any mic could be "hot" and avoid private conversations near microphones.

Lighting Terms

Wash

Broad, even lighting that covers large areas. Used to provide general illumination for audiences or to create ambient lighting effects.

Spot

Focused lighting on specific areas or individuals, often used to highlight speakers or create dramatic effects.

Gel

Colored transparent sheets placed in front of lights to change their color. Modern LED lights can change colors electronically, reducing the need for physical gels.

Gobo

A stencil or template placed inside a light fixture to project patterns, logos, or shapes. Custom gobos can display company logos or event branding.

Haze vs. Fog

Haze creates a thin, translucent atmosphere that makes light beams visible. Fog is thicker and more dramatic but can obscure vision. Both are created with specialized machines.

Client consideration: Always check venue policies on haze and fog machines, as some locations prohibit them due to fire safety systems.

Staging and Set Design

Deck

The platform or stage where presentations, performances, or displays take place. Can be permanent venue features or temporary installations.

Riser

Portable platforms used to create elevated areas for equipment, performers, or VIP seating. Available in various heights and configurations.

Scrim

A translucent fabric that can appear solid when lit from the front but becomes transparent when lit from behind, allowing for dramatic reveals.

Cyc (Cyclorama)

A curved or flat backdrop, usually white, used for projection or lighting effects. Provides a seamless background for presentations or performances.

Green Room

A private space where speakers, performers, or VIPs can prepare and relax before their appearance. Not necessarily green in color despite the name.

Wings

The areas on either side of a stage that are hidden from audience view, used for entrances, exits, and equipment storage.

Catering and Service Terms

Plated Service

Meals that are pre-prepared in the kitchen and served to guests at their seats, similar to restaurant service.

Buffet Style

Self-service food stations where guests select their own portions. Often more cost-effective but requires more space and creates potential lines.

Family Style

Large portions served on platters at each table, with guests serving themselves. Creates a more intimate, social dining experience.

Action Stations

Live cooking or food preparation stations where chefs prepare items to order in front of guests. Interactive and engaging but requires more space and staffing.

Butler Service

Servers circulate through the event space offering hors d'oeuvres or drinks from trays. Elegant but can be more expensive than stationed service.

Corkage Fee

The charge venues impose when you bring your own wine or champagne instead of purchasing through their preferred suppliers.

Event Flow and Guest Experience

Reception

The initial period of an event when guests arrive, check in, and socialize before the main program begins. Usually includes light refreshments and networking opportunities.

Transition

The period between different segments of your event, such as moving from cocktail hour to dinner or from presentations to networking.

Planning tip: Build adequate transition time into your schedule. Rushed transitions create stress and can make events feel chaotic.

Breakout Sessions

Smaller group activities or presentations that happen simultaneously, allowing attendees to choose sessions based on their interests.

General Session

Main presentations or activities where all attendees participate together, usually in the largest event space.

Networking Break

Scheduled breaks specifically designed to encourage attendee interaction, often accompanied by refreshments.

VIP Experience

Special treatment or exclusive access provided to important guests, speakers, or sponsors. Can include separate entrances, premium seating, or exclusive reception areas.

Logistics and Operations

Day-of Timeline

A detailed schedule showing exactly what happens hour by hour (or minute by minute) during the actual event day.

Contingency Plan

Backup plans for potential problems like weather, equipment failure, or speaker cancellations. Essential for outdoor events and critical presentations.

Strike

The process of dismantling and removing all event elements after the conclusion. Also used as a verb: "We'll strike the stage after the last speaker."

Bump-in/Bump-out

Australian/UK terms for load-in and load-out. You might encounter these terms when working with international vendors or at certain venues.

Show Call

The time when all team members must be at their positions and ready for the event to begin.

Rehearsal

Practice sessions where speakers, performers, or key participants run through their parts before the actual event. Critical for complex presentations or performances.

Budget and Contract Terms

All-In Rate

A pricing structure where one fee covers all aspects of a service, rather than itemized charges for different components.

Plus-Plus

Industry shorthand for additional charges beyond the quoted rate. Usually refers to gratuity and taxes (e.g., "$50 per person plus-plus" means $50 plus gratuity plus applicable taxes).

Minimum Guarantee

The lowest amount you commit to spend with a vendor, regardless of actual usage. Common with catering and bar service.

Attrition

Penalties charged when your actual attendance falls below guaranteed minimums. Especially important to understand for catering and room blocks.

Force Majeure

Contract clauses that address unforeseeable circumstances (like natural disasters or pandemics) that make event execution impossible.

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Important: Always understand force majeure clauses in your contracts, especially for large events planned far in advance.

Communication and Coordination

Point Person

The designated individual responsible for communication and decision-making for a particular aspect of the event or vendor relationship.

Show Producer

The person responsible for the overall creative vision and execution of the event experience, distinct from logistical coordination.

Technical Director (TD)

The person overseeing all technical aspects of an event, including audio, video, lighting, and special effects.

Stage Manager

The individual who coordinates all activities during the live event, often communicating via headset with various team members to ensure proper timing and execution.

Understanding the Language Leads to Better Events

Mastering event production terminology helps you communicate effectively with your production team and making more informed decisions about your event. When you understand what your vendors are talking about, you can ask better questions, communicate your vision and negotiate more effectively.

Working with Creative Day: Clear Communication, Exceptional Results

At Creative Day, we believe that informed clients make better partners. That's why we take time to explain industry terminology and ensure you understand every aspect of your event production. Our team translates complex technical concepts into clear, actionable information that helps you make confident decisions about your event. Whether you're planning your first corporate event or your fiftieth, we'll ensure you understand the process, the terminology, and the reasoning behind our recommendations.

Ready to start planning an event where clear communication leads to exceptional execution? Contact us on our website today. Our team is ready to guide you through every aspect of event production, ensuring you understand not just what we're doing, but why we're doing it. Because when clients and production teams speak the same language, amazing events happen.