Exclusive Hire
Exclusive hire means that you have full use of the venue, and no other events will be taking place there at the same time. This is ideal for those seeking privacy or wanting to create a unique, tailored experience for their guests. However, it can also come with a higher price tag.
Dry Hire
A dry hire venue provides you with the space only, without any additional services such as catering, furniture, or equipment. This gives you complete control over every detail but also means you'll need to arrange and bring in all other necessary components for your event.
Wet Hire
In contrast to dry hire, wet hire includes not only the venue but also some services like catering, furniture, and sometimes even staff. This is a more convenient option if you prefer a package deal, though it may be less flexible in terms of customisation.
Corkage Fee
If you plan to bring your own alcohol to the event, some venues charge a corkage fee. This fee covers the service of opening and serving the beverages. It’s important to factor this into your budget if you're considering providing your own drinks.
Breakdown Time
Breakdown time refers to the period after the event when you can dismantle and remove your equipment, decorations, and other items. Ensure you confirm how much time you have for this to avoid any additional charges.
Turnaround Time
Turnaround time is the time allocated between two different events for the venue to reset or prepare the space. This might include cleaning, rearranging furniture, or setting up new decorations. If your event requires extensive setup, discuss this with the venue to ensure ample time is provided.
Capacity
Capacity refers to the maximum number of guests the venue can accommodate. This can vary depending on the type of event (e.g., seated dinner vs. standing reception), so clarify the numbers for your specific event style.
Site Visit
A site visit is an appointment to tour the venue before booking. It’s an opportunity to see the space, assess its suitability, and ask any questions about logistics, capacity, or amenities. Always consider a site visit to avoid any surprises on the day of your event.
In-House
"In-house" refers to services provided directly by the venue. For example, an in-house catering service means the venue has its own catering team. Often, venues prefer or require you to use their in-house services, so check what's included in your hire package.
Minimum Spend
Some venues operate on a minimum spend basis, meaning you need to spend a certain amount on food, drinks, or other services to book the venue. This can be a useful option if you have a flexible budget and want to ensure you get the most value for your money.
Day Delegate Rate (DDR)
This term is common in corporate event planning. A day delegate rate is a per-person pricing structure that usually includes room hire, refreshments, lunch, and sometimes audiovisual equipment. It’s a convenient option for full-day events or conferences.
Preferred Suppliers
Many venues have a list of preferred suppliers, such as caterers, decorators, or AV companies. These are vendors the venue trusts and regularly works with. While using these suppliers might be encouraged (or even required), it can also simplify planning, as these vendors are familiar with the venue.
Load-in/Load-out
This refers to the time and process of bringing in and setting up equipment (load-in) before the event, and taking everything down and removing it after the event (load-out). Understanding the load-in and load-out schedules is crucial for coordinating with your vendors and avoiding extra charges.
Rigging Points
Rigging points are specific locations in the ceiling or structure of a venue where lighting, sound, or other equipment can be securely attached. These are important for events requiring special lighting or AV setups. Be sure to check the venue’s rigging capabilities if your event has complex technical needs.
Event Manager/Coordinator
An event manager or coordinator is a staff member provided by the venue to help you with the logistics of your event. They often act as your point of contact on the day, ensuring everything runs smoothly. This can be an invaluable resource, especially for larger or more complex events.
Uplighting
Uplighting refers to lighting that is placed on the floor and aimed upward to create a dramatic effect on walls, pillars, or other architectural features. It's often used to enhance the ambience of a venue, and some venues offer uplighting as part of their package or through their in-house AV team.
RSVP Management
RSVP (Répondez S'il Vous Plaît) management is the process of tracking and organising responses from guests who have been invited to an event. Some venues offer this service, handling guest lists and seating arrangements, which can be particularly useful for larger events or weddings.
Floor Plan
A floor plan is a detailed layout of the venue, showing the arrangement of tables, stages, dance floors, and other key elements of your event. Reviewing the floor plan helps ensure that the space will accommodate your vision and meet any specific logistical requirements.
Banquet Style
Banquet style refers to a seating arrangement where guests are seated around round or rectangular tables, typically used for dinners and formal events. It’s important to clarify the type of seating arrangement you need, as it affects the venue's capacity and the overall flow of the event.
Theatre Style
Theatre style seating involves rows of chairs facing the front, much like in a traditional theatre setting. This arrangement is ideal for presentations, lectures, or performances. Knowing this term helps when discussing seating plans with the venue.
Cabaret Style
Cabaret style is a seating arrangement with small, round tables surrounded by chairs, typically leaving one side of the table open. This setup encourages interaction among guests and is often used for workshops, networking events, or informal dinners.
Conference Style
Conference style refers to seating arranged around a large, rectangular or oval table, where attendees can easily see and interact with each other. This setup is common for meetings, boardroom-style events, and smaller conferences.
Reception Style
Reception style generally refers to a more informal arrangement where guests stand and mingle rather than being seated. High-top tables might be used, and this setup is common for cocktail parties or networking events.
Green Room
A green room is a private area within a venue where performers, speakers, or VIP guests can relax before or after their appearance. If your event involves talent or high-profile guests, ensuring access to a comfortable green room can be a key consideration.
Load-bearing Capacity
Load-bearing capacity refers to the maximum weight that floors, stages, or other structures within the venue can safely support. This is especially important for events with heavy equipment, elaborate sets, or large installations.
Force Majeure
Force majeure is a clause found in many venue contracts, referring to unforeseeable circumstances that prevent the fulfilment of the contract, such as natural disasters or pandemics. Understanding this clause can protect you in the event of such occurrences.
AV (Audio-Visual) Package
An AV package includes the equipment and services needed for audio and visual presentations, such as microphones, speakers, projectors, screens, and lighting. Venues often provide these as part of a package deal, or you may need to hire them separately.
Blackout Dates
Blackout dates are specific dates when a venue is not available for hire. These could be due to holidays, maintenance, or other pre-scheduled events. It's important to check for blackout dates early in your planning process to avoid any scheduling conflicts.
Deposit
A deposit is an upfront payment required to secure the venue booking. This is typically non-refundable and is usually a percentage of the total cost. Knowing the deposit terms helps you plan your budget and avoid any surprises.
Balance Payment
The balance payment is the remaining amount owed after the deposit has been paid. This payment is typically due a certain number of days before the event. Be clear on these timelines to ensure all payments are made on time.
Cancellation Policy
The cancellation policy outlines the terms and conditions under which you can cancel your booking and what fees, if any, will be incurred. Understanding this policy is crucial for protecting yourself financially in case you need to cancel or reschedule your event.
Room Block
A room block is a set of hotel rooms reserved for your event guests, usually at a discounted rate. If your event involves out-of-town guests, coordinating a room block with the venue or nearby hotels can be a helpful service.
Noise Ordinance
A noise ordinance is a local regulation that limits the level of noise that can be emitted from the venue, especially during certain hours. If your event includes live music or loud activities, make sure you’re aware of any noise restrictions that could affect your event.
Soft Hold
A soft hold is a tentative reservation of a venue for a specific date without a formal commitment or deposit. It gives you the chance to secure a date while you finalise other details, but the venue can still offer the date to other clients until a deposit is made.
Hard Hold
A hard hold is a confirmed reservation where a deposit has been paid, and the date is secured for your event. This means the venue is officially booked and will not be offered to other clients for the same date.
Conclusion
Navigating the world of venue hire can be complex, but understanding the jargon makes it much easier to communicate with venue managers, negotiate contracts, and ensure that every detail of your event is accounted for. With this expanded glossary at your fingertips, you're better equipped to plan and execute a successful event, whether it's a wedding, corporate conference, or social gathering. Happy venue hunting!