Event words, plainly

A venue’s price per person covering a day delegate package plus an overnight room, dinner and breakfast.

Why it matters. It suits events over two days; compare it with booking rooms separately.

See also Day delegate rate

Taking the fees out of the ticket price yourself rather than adding them on top for the buyer.

Why it matters. A round price is easier to sell, but you receive less of each ticket, so price with it in mind.

See also Booking fee, Platform fee

What a guest needs to take part fully, such as step-free access, a hearing loop, a seat near the front or a quiet space.

Why it matters. Asking before the day lets the venue prepare, and saying what the venue offers lets people decide to come.

See also Step-free access, Hearing loop, Arrival guide

A button that puts one event into someone’s own calendar, in Google, Apple or Outlook.

Why it matters. An event in someone’s calendar is less likely to be double-booked over.

See also ICS file, Calendar subscription

Annual general meeting: the yearly meeting where an organisation’s members receive the accounts, elect officers and vote on business.

Why it matters. Who may attend and vote is set by the organisation’s own rules, so bookings are often members only.

See also Members-only event, Member

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

An event where the organiser says yes to each booking before it is confirmed. Used for members’ dinners and invited guests.

Why it matters. You choose who is in the room, and people know where they stand while they wait.

See also Members-only event, Private event, Roundtable

A venue’s notes on getting there and in: the station, parking and for how long, step-free routes and which door to use.

Why it matters. Written once by the venue, it reaches every guest of every event held there.

See also Joining instructions, Step-free access, Way in

The share of people who booked that came, worked out as people checked in divided by people booked. Also called the show rate.

Why it matters. Your own rate, from your past events, tells you how many places to offer next time.

See also No-show rate, Check-in, Headcount

The list of everyone booked on an event, with their ticket, payment and check-in status.

Why it matters. It is what the door, the venue and the caterer work from, and what you export after the event.

See also Check-in, Name badge

The drop from the numbers you booked with a venue to the numbers who come. In a venue contract, the attrition clause says how far numbers can fall before you pay for empty places.

Why it matters. Knowing your own drop between booked and came helps you agree numbers you will meet.

See also Final numbers, Contract, No-show rate

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Audio-visual: the screens, projectors, microphones, speakers and the people who run them.

Why it matters. Check what is included, what costs extra and how your speaker connects a laptop, before the day.

See also Hybrid event, Run sheet, Day delegate rate

A formal evening, usually a dinner, where awards are presented to businesses or people.

Why it matters. It brings invited guests, tables and dietary needs together, often with sponsors for each award.

See also Banquet layout, Table plan, Sponsorship

What is left to pay after a deposit, due by a date in the contract, often before the event.

Why it matters. Put the date in your plan; the balance is often due before your own ticket money has paid out.

See also Deposit, Payout, Contract

Round tables with chairs all the way round, for a seated meal.

Why it matters. It suits dinners and awards evenings, and needs a table plan if seats are allocated.

See also Cabaret layout, Table plan, Awards evening

A referral group that meets weekly or fortnightly with one member per trade, where each member gives a short pitch and passes business to the others.

Why it matters. Its rhythm of fixed seats, visitors and one-to-ones needs bookings that repeat and a record of who came.

See also Chapter, One-to-one, Referral, Visitor

One large table with everyone seated around it facing each other.

Why it matters. It suits roundtables and meetings where everyone speaks, for small numbers only.

See also Roundtable, U-shape layout, Room layout

A charge added to the ticket price for taking the booking, paid by the buyer.

Why it matters. People are more forgiving of a fee they can see before they pay; a surprise at checkout loses bookings.

See also Platform fee, Absorbing fees

A networking event held early, often 7:30 to 9:00, with coffee, breakfast, a short talk or introductions, and people away before the working day starts.

Why it matters. It is the most common regular business event, and it runs best as a series with the same door routine every time.

See also Event series, Run of show, Elevator pitch

A smaller room used alongside the main room for workshops, discussions or quiet meetings.

Why it matters. Conferences and unconferences need them, so ask for them with the main room, not on the day.

See also Unconference, Conference

An area where businesses vote to pay a levy that funds projects to improve it, run by a BID company. Often shortened to BID.

Why it matters. BIDs often run events for their levy payers and show what their area has on.

See also Region, Partner event

A run of workshops, advice sessions and events for businesses, often funded and run by a council, growth hub or university.

Why it matters. Funders usually ask for a record of who took part, so attendance needs to be kept for every session.

See also Growth hub, Cohort, Attendance rate

Round tables with chairs on one side only, so everyone faces the front.

Why it matters. It suits events that mix talks and table work, such as breakfasts with a speaker.

See also Banquet layout, Breakfast networking, Room layout

Following a whole calendar of events in your own calendar app, so new events appear without doing anything.

Why it matters. Regular guests see every new date where they already look, without an email.

See also iCal feed, Add to calendar, Event series

What a venue or supplier charges if you cancel, usually rising as the date gets closer.

Why it matters. They set how late you can call off an event that is not selling, so plan a decision date before they rise.

See also Contract, Deposit

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

The most people an event can take, set by the room, the layout, the catering or the fire limit, whichever is lowest.

Why it matters. Set it once and bookings stop or a waiting list opens by themselves when it is reached.

See also Waiting list, Headcount, Room layout

How high a room is, which limits screens, banners, stands and lighting.

Why it matters. A low ceiling can rule out a projector screen or a tall stand, so check it before you choose the room.

See also AV, Stand, Load-in

A document confirming that someone attended an event or training session, often for their CPD record.

Why it matters. It should match the check-in record, so only people who came receive one.

See also CPD, Check-in

A membership body for businesses in a town, city or county, offering events, advice, trade documents and a voice with government.

Why it matters. Chambers run some of the busiest event calendars in an area, often with member and guest prices.

See also Member, Membership tiers, Region

One local group within a larger network, meeting in its own place with its own members.

Why it matters. Each chapter needs its own dates and venue, while the network keeps one calendar of them all.

See also BNI-style chapter, Region, Event series

A rule for a meeting: people may use what is said, but must not say who said it or which organisation they are from.

Why it matters. Saying it at the start lets people speak more openly at roundtables and briefings.

See also Roundtable, Panel

Marking people as arrived at the door, by scanning their pass or finding their name.

Why it matters. It gives you the true headcount and the record of who came, which every report after the event depends on.

See also QR pass, Walk-in, Attendance rate

Taking over a venue or organisation already listed on a platform, so you can keep its page up to date.

Why it matters. The page and its events stay, now looked after by the people who know them.

See also Listing, Organisation, Moderation

Two events for the same people at the same time. Seeing the calendar before you pick a date avoids most of them.

Why it matters. In a busy area the same people are invited to everything, so a clash splits your room.

See also Save the date, Calendar subscription

Rows of tables with chairs facing the front, so everyone has somewhere to write or put a laptop.

Why it matters. It suits training and workshops, and holds fewer people than theatre in the same room.

See also Theatre layout, Workshop, Room layout

A group of people who share a starting point, such as everyone whose first event was in March, followed over time.

Why it matters. Looking by cohort shows whether newer people stay as well as earlier ones did.

See also Repeat attendance, Business support programme

A larger event of a day or more with talks, panels and breakout sessions on a theme.

Why it matters. It brings together several rooms, speakers and sponsors, so the running order and venue terms need the most care.

See also Day delegate rate, Breakout room, Keynote

The email sent when a booking is made, with the details, the pass and a calendar file.

Why it matters. It is the email people search for on the day, so it should carry everything they need.

See also QR pass, ICS file, Reminder email

People you met at events you both went to, saved with a note of your own. Nobody is shown until they choose to be.

Why it matters. You remember who you met and where, which is what makes the next conversation easier.

See also One-to-one, Profile, Consent

A person’s clear, freely given yes to a particular use of their data, which they can take back at any time.

Why it matters. Where you rely on it, keep a record of who agreed to what and when.

See also Lawful basis, Cookie consent

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

The signed agreement with a venue or supplier: the date, rooms, numbers, prices, payment dates and what happens if things change.

Why it matters. Most surprises, from attrition to cancellation charges, are already written in it, so read them before you sign.

See also Cancellation charges, Attrition, Minimum spend

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

The share of people who took the step you wanted, such as visitors to an event page who went on to book.

Why it matters. A page with many views and few bookings has a problem worth finding, such as price or date.

See also Landing page, UTM

Asking website visitors before setting cookies or counting visits that are not strictly needed for the site to work.

Why it matters. It is required for analytics cookies in the UK, and visitors trust a site that asks plainly.

See also Consent

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Continuing professional development: the learning many professionals must record each year, often by hours of events attended.

Why it matters. Guests may need proof they attended, so keep the check-in record and offer a certificate.

See also Certificate of attendance, Check-in, Workshop

The organisation that decides why and how personal data is used, and is responsible for it.

Why it matters. An organiser is usually the controller for their guests’ data, so the duties to them sit with the organiser.

See also Data processor, Data processing agreement, UK GDPR

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

The written contract between a controller and a processor setting out how the processor handles the data.

Why it matters. UK GDPR expects one, so ask your suppliers for theirs.

See also Data processor, Data controller

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

An organisation that handles personal data on a controller’s behalf and only on its instructions, such as a software supplier.

Why it matters. A controller must use processors that protect data properly and put the terms in writing.

See also Data controller, Data processing agreement

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

A venue’s price per person for a day, usually covering the room, refreshments, lunch and basic AV. Often shortened to DDR.

Why it matters. It makes quotes easy to compare, but check exactly what is included and the minimum numbers.

See also 24-hour rate, Minimum spend, AV

Part of a price paid in advance to secure a booking, such as a share of a venue hire paid when the contract is signed.

Why it matters. Check whether it is refundable and when, as that sets how much you risk if numbers fall.

See also Balance, Contract, Cancellation charges

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

What a guest can or cannot eat, such as vegetarian, vegan, halal, kosher, gluten free or a food allergy.

Why it matters. Ask at booking and pass the list to the caterer with the final numbers; allergies need to reach the kitchen.

See also Final numbers, Special category data, Accessibility needs

The time guests can start arriving, usually before the event itself starts.

Why it matters. Putting both times on the event page stops people queuing outside or arriving after the welcome.

See also Check-in, Run of show, Joining instructions

A lower price for people who book before a set date. Also called an early price.

Why it matters. It brings bookings forward, so you see your numbers sooner and can plan the room and catering.

See also Ticket type, Promo code, Member price

A short spoken introduction to who you are and what you do, about the length of a lift ride. In networking groups often a 60-second pitch.

Why it matters. Groups that give everyone a turn need a timer and a run of show that leaves room for it.

See also Speed networking, BNI-style chapter, Run of show

Putting a live piece of one website, such as an events list or a booking form, inside a page of another.

Why it matters. Visitors stay on your website while the events, prices and places stay current.

See also Feed

The plan of what an event will cost, from the room and food to speakers and print, and what it will bring in.

Why it matters. Writing it down before you set prices is how you avoid an event that fills and still loses money.

See also Event ROI, Minimum spend

The page for one event, with when, where, the price, how to book and how to get there.

Why it matters. It is where every share, feed and search result lands, so it has to answer the questions people ask before booking.

See also Listing, Landing page, Share image

Return on investment: what an event brought back, in money or in leads, set against what it cost in money and time.

Why it matters. It is how a sponsor or a board decides whether to back the next one, so agree what counts before the event.

See also Event budget, Sponsorship, Conversion rate

One event that repeats, such as a monthly breakfast, with every date on one page.

Why it matters. People can see every date at once and you set it up once rather than each time.

See also Breakfast networking, Save the date

A business that takes a stand at an expo or conference to show what it does to visitors.

Why it matters. Exhibitors judge an event by the visitors they meet, so registration and footfall matter to them.

See also Stand, Expo, Floor plan

An exhibition where businesses take stands to show what they do, and visitors walk round to meet them. Also called a trade show.

Why it matters. Visitor registration and a quick door matter most, as people arrive all day.

See also Exhibitor, Stand, Floor plan

A live list of events, venues or organisers from a platform, shown on another website and kept up to date by itself.

Why it matters. You list an event once and it appears on your site and partners’ sites, never copied by hand.

See also Embed, Feed maker, Partner event

The place in Studio where you make a feed for a website: choose which events, how it looks, then place it on your site.

Why it matters. You set it up once and your website keeps itself up to date.

See also Feed, Embed, Studio

A short set of questions sent after an event asking people how it went.

Why it matters. Send it while the event is fresh and keep it short; a few honest answers beat a long form nobody finishes.

See also Net promoter score, Repeat attendance

The confirmed headcount you give the venue or caterer by an agreed date before the event.

Why it matters. Contracts often charge for the final numbers whether or not everyone comes, so give them from real bookings.

See also Headcount, Attrition, Minimum spend

A relaxed interview on stage between a host and one guest, more conversation than presentation.

Why it matters. It suits a well-known guest who would rather not give a talk, and needs only two chairs and two microphones.

See also Panel, Keynote, AV

A drawing of a room or venue showing its shape, doors, stands, tables and exits.

Why it matters. It helps exhibitors and guests find their way, and lets the venue check exits stay clear.

See also Stand, Expo, Arrival guide

A publicly funded service that helps local businesses grow, with advice, workshops and introductions.

Why it matters. Hubs run business support programmes and report to their funders on who took part.

See also Business support programme, Cohort

The number of people at an event, either expected from bookings or counted on the day.

Why it matters. The venue and caterer need one number from you, and the door count tells you how close it was.

See also Final numbers, Capacity, Check-in

A system that sends sound from a microphone straight to hearing aids set to the loop, cutting out room noise.

Why it matters. It only helps if speakers use the microphone, so check it works and tell people it is there.

See also Accessibility needs, AV, Step-free access

A request to hire a venue’s room, sent to the venue’s team with the date, numbers and what is needed.

Why it matters. An enquiry with the details in it gets a quicker, firmer answer than an email asking what is free.

See also Room hire, Hold, Contract

A venue keeping a room for you on a date for a short time without charge while you decide. Also called a provisional booking.

Why it matters. Holds expire, so note when yours does and confirm or release it.

See also Option, Hire enquiry, Contract

An event with people in the room and others joining online at the same time.

Why it matters. It needs two kinds of place, a stream link for the online guests and AV that works for both audiences.

See also Online event, AV, Joining instructions

A calendar address that a calendar app checks for new events, so they keep arriving by themselves. iCal is the format’s common name.

Why it matters. It is what makes a calendar subscription work in Google, Apple and Outlook alike.

See also Calendar subscription, ICS file, RSS feed

A small calendar file, ending .ics, that adds an event to almost any calendar app when opened.

Why it matters. Sending one with every booking means people do not have to type the event in.

See also Add to calendar, iCal feed, Confirmation email

The steps a person takes to become a member of a platform: their email, a little about them, the platform’s own questions and terms, then in.

Why it matters. Each platform sets its own welcome and questions, so new members meet your name first.

See also Way in, One account, Member

What a guest needs before they set off: time, place, the door, parking and what to bring.

Why it matters. Clear instructions cut late arrivals and calls on the day.

See also Arrival guide, Doors open, Reminder email

The main talk of an event, given by the headline speaker, usually to the whole room.

Why it matters. It is often the reason people book, so it belongs near the top of the event page and the run of show.

See also Panel, Run of show

The page someone arrives on from a link in an email, post or advert, made to lead to one action.

Why it matters. For an event, the event page usually is the landing page, so send links straight to it, not a home page.

See also Event page, UTM, Conversion rate

The reason, from six set out in UK GDPR, that makes using someone’s personal data lawful, such as a contract, consent or legitimate interests.

Why it matters. Taking a booking usually rests on the contract with the guest; marketing to them afterwards may need a different basis.

See also Consent, Legitimate interests, UK GDPR

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

A lawful basis for using personal data where you have a real reason, the use is needed for it and it does not override the person’s own interests.

Why it matters. It can cover some uses after an event, but you should write down why it applies.

See also Lawful basis, Consent

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

An event, venue or organiser as it appears on a platform, with its details and how to book.

Why it matters. One listing kept up to date is shown everywhere it appears, so nothing goes out of date in one place.

See also Event page, Feed, Claim

Bringing equipment, stands and materials into a venue and setting up before an event. Taking it all out afterwards is the load-out.

Why it matters. Venues set times and routes for it, which decide how early your team must arrive.

See also Run sheet, Stand, Ceiling height

A person or business that has joined an organisation, often paying a fee, in return for prices, events or a say in how it is run.

Why it matters. Members are the people a network exists for; what they get should be clear on every event.

See also Membership tiers, Member price, Renewal

A lower price for members of the organisation running the event, shown when they sign in.

Why it matters. It is one of the clearest reasons to join, and it only works if members see it without a code.

See also Membership tiers, Member

An event everyone can see on the calendar, but only members can book.

Why it matters. It shows non-members what joining gives them without opening the room to everyone.

See also Private event, Member, Approval

Different levels of membership, each with its own price and what it includes, such as individual, small business and corporate.

Why it matters. Tiers let small and large members pay fairly, but keep them few enough to explain in a line each.

See also Member, Member price, Renewal

The least you must spend with a venue, often on food and drink, in return for the room at no or low hire charge.

Why it matters. If numbers fall you still pay the minimum, so set it at what you are sure of.

See also Final numbers, Room hire, Event budget

The platform owner checking new events, organisations and venues before they go live.

Why it matters. It keeps a calendar trustworthy, so people keep coming back to it.

See also Platform owner, Claim, Listing

A printed badge with a guest’s name and organisation, worn at the event.

Why it matters. Badges help people start conversations; printing them needs the names in the spelling people gave.

See also Name tag, Attendee list, Check-in

A sticky label that guests write their own name on at the door.

Why it matters. It covers walk-ins and late bookings that missed the badge print.

See also Name badge, Walk-in

A score from one question, how likely are you to recommend us from 0 to 10: the share answering 9 or 10, minus the share answering 0 to 6. Often shortened to NPS.

Why it matters. It is a quick way to see if an event is getting better, but the comments people add tell you why.

See also Feedback form, Repeat attendance

Someone who booked and did not come. Free events usually have more of them.

Why it matters. No-shows leave empty seats and food uneaten, and knowing your usual number lets you offer more places.

See also No-show rate, Waiting list, Reminder email

The share of people who booked and did not come: the other side of the attendance rate.

Why it matters. It differs by event and by price, so use your own figures rather than a general number.

See also Attendance rate, No-show, Waiting list

One sign-in that works on every platform that runs on Business Event Stack.

Why it matters. People join a new platform in a step, with their bookings in one place.

See also Join journey, Wallet, Profile

A short meeting between two members outside the main event, to get to know each other’s business.

Why it matters. One-to-ones turn a room of names into people who refer to each other.

See also Referral, Connections

An event held entirely on a video call or stream, with no venue.

Why it matters. It reaches people anywhere, so it can be shown on every region’s calendar rather than one.

See also Hybrid event, Region

Your place in the queue for a room on a date. A first option is offered the room first; a second option is next if the first lets it go.

Why it matters. With a second option, ask when the first must decide so you are not left waiting.

See also Hold, Contract

A business, club or body on a platform that runs events, with its own profile and team.

Why it matters. Events belong to the organisation, not one person, so the team keeps going when people change.

See also Organiser, Studio, Claim

A person or organisation that puts on events and takes the bookings for them.

Why it matters. The organiser is who guests deal with and, for paid events, who they pay.

See also Organisation, Stripe Connect, Listing

A session where a chair puts questions to several speakers in front of an audience, often ending with questions from the room.

Why it matters. Panels need speakers confirmed early and a run of show that says who speaks when.

See also Fireside chat, Keynote

Another organiser’s event shown on your calendar or feed, with your own note on why it is worth going to.

Why it matters. Sharing partners’ events makes your calendar the one people check, and they share yours back.

See also Feed, Clash, Listing

Money from ticket sales sent by the card payment company from your account to your bank, on its own schedule.

Why it matters. Payouts are not instant, so plan venue and supplier payments around when money lands.

See also Stripe Connect, Deposit

Your own events site and app, under your name, colours and address, for your network, chamber, venue or region.

Why it matters. Your events, people and history stay under your name instead of a ticketing site’s.

See also White label, Platform owner, Region

A fee the platform owner may set on paid tickets and room hire, paid by the buyer or taken from the price, as the platform decides.

Why it matters. It is how some platforms pay their way; organisers and buyers should be able to see it.

See also Booking fee, Absorbing fees, Platform owner

The organisation that runs a platform: it sets the look, checks listings and decides who pays for what.

Why it matters. The owner’s choices decide what organisers, venues and guests see and pay.

See also Platform, Moderation, Platform fee

The page that tells people what personal data you collect, why, who sees it and how long you keep it.

Why it matters. People must be told at the point you collect their data, such as on the booking form.

See also Lawful basis, Terms and conditions

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

An event shown on the calendar marked private, that cannot be booked through the site.

Why it matters. People see the date is taken and plan round it, while the guest list stays yours.

See also Members-only event, Clash

A person’s or organisation’s page on a platform: who they are, what they do and how to reach them, with only what they choose to show.

Why it matters. A good profile helps people decide to meet you before and after an event.

See also One account, Connections, Organisation

A code someone types at checkout for a lower price or a free place.

Why it matters. Codes show which partner or post brought a booking, but too many teach people to wait for one.

See also Early bird, UTM

A code sent with a booking that is scanned at the door to check someone in.

Why it matters. Scanning is quicker than finding names on a list, and it shows at once if a pass is for another event.

See also Check-in, Wallet, Confirmation email

A record of what someone paid, for what and when, sent with a paid booking.

Why it matters. Business guests need one for expenses, so it should be easy to find again later.

See also VAT invoice, VAT number

A room with few or no chairs, set for people to stand and mix, sometimes with high tables.

Why it matters. It holds the most people for networking and drinks, but plan seats for anyone who needs one.

See also Accessibility needs, Room layout

Passing a business contact or lead to someone in your network.

Why it matters. In referral groups it is the whole point of meeting, and members often track what they gave and received.

See also BNI-style chapter, One-to-one

Money paid back to a buyer, in full or in part, to the card they paid with.

Why it matters. Refunding from the attendee list keeps the place, the money and the booking record in step.

See also Refund policy

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Your published rules on when people get their money back, such as up to a set number of days before the event. In the UK, tickets for an event on a set date are usually outside the 14-day right to cancel that covers many online purchases.

Why it matters. Because that right usually does not apply, your own policy is what buyers rely on, so say it before they pay.

See also Refund, Terms and conditions

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

A platform for one area, such as a county, run by people who know it. hampshire.events is one.

Why it matters. People look for business events near them, so an area’s whole calendar in one place is what they need.

See also Platform, Chapter, Platform owner

An email sent shortly before an event to people who booked, with the time, place and how to get in.

Why it matters. Reminders bring people who would otherwise forget, which helps the room fill as booked.

See also No-show, Confirmation email, Joining instructions

A member paying again to stay a member for another period, usually a year or a month.

Why it matters. Most members leave at renewal, so remind them of what they used in the year before it falls due.

See also Member, Membership tiers, Repeat attendance

People who come back to another of your events after their first.

Why it matters. Regulars are the heart of a network; knowing who came back, and who did not, shows whether the format works.

See also Cohort, Attendance rate, Event series

A person’s right to ask for their personal data to be deleted, in some circumstances. Also called the right to be forgotten.

Why it matters. Some records may need to be kept, such as payments for tax, so know what you delete and what you keep.

See also Subject access request

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

A written look at what could cause harm at an event and what is done to prevent it, from trip hazards to crowding.

Why it matters. Venues and insurers often ask for one, and the duty to think about safety sits with the organiser as well as the venue.

See also Capacity, Contract

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Paying a venue for the use of a room for a set time, with or without food and AV.

Why it matters. Venues earn from rooms between events, and organisers need to see what is free and what it costs.

See also Hire enquiry, Day delegate rate, Minimum spend

How the furniture in a room is set out for an event, such as theatre, classroom or cabaret. The same room holds different numbers in each.

Why it matters. A venue’s capacity only means something next to its layout, so always ask for both.

See also Theatre layout, Cabaret layout, Capacity

A small discussion where everyone sits as equals and takes part, usually around one table with a chair to guide it.

Why it matters. Numbers matter more than for a talk, so a capacity and approvals help keep the right mix.

See also Boardroom layout, Chatham House Rule, Approval

A web address that lists new items, such as news posts, in a standard form that feed readers and other sites can follow.

Why it matters. Partners and newsletters can pick up your updates without you sending them.

See also Feed, iCal feed

A reply to an invitation saying whether you will come, from the French for “please reply”.

Why it matters. An RSVP is a booking by another name; counting replies is how you know your numbers.

See also Approval, Headcount, Save the date

The running order of an event, minute by minute, with who does what.

Why it matters. Everyone working on the day reads from the same page, so changes are made once.

See also Run sheet, Doors open

Another name for the run of show, often the working copy with contacts, cues and set-up times for the team and the venue.

Why it matters. Share it with the venue so their staff know when the room turns round and when food arrives.

See also Run of show, Load-in, AV

The line “runs on Business Event Stack” in a platform’s footer and emails.

Why it matters. It tells people the platform is part of a network they can use with one account.

See also White label, One account

An early message telling people an event’s date before booking opens or the details are final.

Why it matters. It gets the date into diaries before others fill them, which matters most for annual events.

See also Clash, Add to calendar, RSVP

The picture shown when a link is shared on social media or in a message. Set by tags in the page called Open Graph.

Why it matters. A clear image with the event’s name and date gets more clicks than a cropped logo.

See also Event page, Landing page

A paper list at the door where guests write or tick their name as they arrive.

Why it matters. It is the fallback if phones or signal fail, and some funders still ask for one.

See also Check-in, CPD, Attendee list

Personal data the law protects more closely, such as health, religion or ethnicity. Dietary and access needs can reveal it.

Why it matters. Ask only what you need, share it only with those who need it, such as the caterer, and delete it after.

See also Dietary requirements, Accessibility needs, Lawful basis

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

A networking format where people meet in pairs or small groups for a few minutes each, then move on when a bell rings.

Why it matters. It suits rooms where people do not know each other, and needs a clear time plan and a host to keep it moving.

See also Elevator pitch

A business paying, or giving goods or services, to support an event in return for being seen and meeting the guests.

Why it matters. Sponsors come back when you agree what they get beforehand and show them afterwards that it happened.

See also Event ROI, Exhibitor

An exhibitor’s space at an expo, from a table to a built booth. Also called a booth.

Why it matters. Stand size and position set the price, so the floor plan is the thing exhibitors look at first.

See also Floor plan, Exhibitor

A route from the street to the room with no steps, using level ground, ramps or lifts.

Why it matters. Wheelchair users, people with pushchairs and anyone carrying kit rely on it; say plainly whether a venue has it.

See also Accessibility needs, Arrival guide, Hearing loop

Stripe’s way of letting a platform take card payments on behalf of others, with each organiser connecting their own Stripe account so ticket money goes straight to them.

Why it matters. The organiser stays the seller with their own account and payouts, and card details never pass through the platform.

See also Payout, Refund

The part of the platform where organisers, venues and platform owners run things: events, bookings, rooms, feeds and settings.

Why it matters. Everything you run is in one place, with a view for each role you hold.

See also Organisation, Platform owner, Feed maker

A person asking an organisation for a copy of the personal data it holds about them.

Why it matters. You normally have a month to answer, so know where your guests’ data lives.

See also Right to erasure, Data controller

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Who sits at which table at a seated event, shown on a board or in a list.

Why it matters. It mixes people on purpose and puts sponsors and guests where you want them.

See also Banquet layout, Awards evening

The rules people agree to when they book or join, such as refunds, behaviour and photography.

Why it matters. They only protect you if people see them before they book, and you can show which version they agreed to.

See also Refund policy, Privacy notice

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Rows of chairs facing the front, with no tables. Holds the most people in a room.

Why it matters. It suits talks and AGMs, but nobody can write or eat easily and networking needs a second space.

See also Room layout, Classroom layout

One kind of place on an event with its own price and number of places, such as member, guest or table of ten.

Why it matters. Separate types let you price fairly for different people and see which sold.

See also Member price, Early bird, Capacity

Tables in the shape of a U with chairs on the outside, open at the front for a speaker or screen.

Why it matters. Everyone sees the front and each other, which suits training and discussions of up to a few dozen.

See also Boardroom layout, Classroom layout, Room layout

The UK’s main data protection law, alongside the Data Protection Act 2018, setting out how personal data may be collected and used.

Why it matters. Every booking holds personal data, so the law applies to every organiser, however small.

See also Lawful basis, Data controller, Data processor

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

An event where the people who come set the agenda on the day, proposing sessions and choosing which to join.

Why it matters. It needs several rooms or corners and a board for the sessions rather than a fixed programme.

See also Breakout room, Roundtable, Conference

Short tags added to the end of a link that tell analytics tools where a visit came from, such as a newsletter or a post.

Why it matters. Tagged links show which channels bring bookings, so you spend effort where it works.

See also Landing page, Conversion rate, Promo code

An invoice from a VAT-registered seller that shows its VAT number and the VAT charged, which a VAT-registered buyer needs to reclaim it.

Why it matters. Business guests often ask for one after paying, so know what yours will show.

See also VAT number, Receipt, VAT on tickets

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

The registration number HMRC gives a VAT-registered business, shown on its invoices and receipts.

Why it matters. Business guests reclaiming VAT need it on their receipt, so add it once in your organisation’s details.

See also VAT on tickets, VAT invoice, Receipt

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

Value added tax on the price of a place. A VAT-registered organiser in the UK usually charges VAT on admission to a business event; one who is not registered does not.

Why it matters. Whether your prices include VAT changes what you keep and what business buyers can reclaim, so say which on the event page.

See also VAT number, VAT invoice, Ticket type

General information as at 12 November 2026. It needs review before you rely on it, and it is not legal, tax or financial advice; ask a professional about your own situation.

A non-member who comes to a networking group’s meeting to try it out, often invited by a member.

Why it matters. Visitors are where new members come from, so make booking a visit easy and follow up after.

See also BNI-style chapter, Member

People who would like a place once an event is full, offered places in order as others cancel. Also called a waitlist.

Why it matters. Places given back are filled without you emailing round, so the room stays full.

See also Capacity, No-show

Someone who comes on the day without booking. Check-in can add them at the door.

Why it matters. Adding them at the door keeps the headcount and the record of who came complete.

See also Check-in, Capacity, Headcount

The place in a person’s account for their tickets and passes only, coming up and past, across every platform, with today’s pass first.

Why it matters. Guests find their pass at the door without searching their email.

See also QR pass, One account

How a platform lets new members join: open to all, by approval, closed for a while, free or with a fee. On a venue’s arrival guide, the way in is the door to use.

Why it matters. It sets who gets in and on what terms, from a public network to a members’ club.

See also Join journey, Approval, Arrival guide

Software that carries your name and look instead of the maker’s. Your platform is white label.

Why it matters. People trust a name they know, so they book with you, not with a supplier they have never heard of.

See also Platform, Runs-on line

A hands-on session where people learn by doing, usually in a small group with a trainer.

Why it matters. Places are limited by the room and the trainer, so a waiting list and an attendance record matter.

See also Classroom layout, CPD, Waiting list