AV (Audiovisual)

AV refers to the audiovisual equipment used for slideshows, videos, music, lighting, and sound amplification during your wedding ceremony or reception. Audiovisual equipment may include the projector, projection screen, microphone, lighting, the sound system, and TV monitors.

Wedding planning tip: If your venue doesn’t provide AV equipment in-house, ask about rental options and whether setup and operation are included.

Banquet Captain

The banquet captain is the on-site point person or the person who is in charge of your wedding reception food and beverage service. They oversee staffing, timing, service execution, and the set-up of the reception banquet tables. Think of the banquet captain as the “F&B face” of your event. They ensure everything runs smoothly behind the scenes during dinner and throughout the reception.

Banquet Event Order or BEO

The banquet event order or BEO is a formal agreement between you and the caterer and/or event venue. This document outlines the following:

• Ballroom or event space setup

• Food and beverage selections

• Staffing requirements

• Event timelines and other key details

• And, in some cases, the audiovisual needs

Important: Review your banquet event order carefully before signing it. The banquet event order is considered to be a binding agreement.

F&B (Food and Beverage)

F&B stands for food and beverage, and it includes all meals, cocktail hours, receptions, and any other food-related functions you’ll host during your wedding weekend.

Floor Plan

A floor plan is a diagram showing the layout of your event space, including tables, dance floors, stages, and other key elements.

FYI: Not all floor plans are drawn to scale, so confirm with your venue contact or your planner to ensure accurate spacing and to avoid layout surprises on the day of your wedding.

Podium

A podium is a small raised platform sometimes used for speeches, entertainment, or presentations. Other names include dais, riser, or stage.

Note: Some people call the lectern a podium. That is incorrect. The lectern is the stand where someone places their notes. People use the two words interchangeably so make sure you get clarification.

Round (or Banquet Round)

When your venue refers to a “round,” they’re typically talking about a circular banquet table. Rounds are commonly used for guest seating at wedding receptions, usually seating 8–12 guests depending on the table size.

Wedding Pro Tip: If you are using banquet rounds that are 60″, you should seat no more than eight (8) guests at the table. If the banquet rounds that you are using are 72″ round, you may set ten (10) guests at that table.

Set-Up Time

Set-up time refers to the period allocated for installing décor, assembling furniture, and creating your event design before the ceremony or reception begins. Be sure to confirm how much set-up time your venue provides, especially if you have elaborate décor plans.

Site Visit (or Site Inspection)

A site visit is a formal tour of a potential wedding venue to evaluate whether it suits your vision, guest count, and logistical needs. This is your chance to see the space in person, so make sure that you ask detailed questions, and take photos for later reference.

Site visit tip for couples: Bring a wedding venue checklist with you so you don’t forget key questions about space, amenities, parking, and contingency plans.

Spotlight

A spotlight is a focused lamp used to highlight specific elements of your wedding reception, such as the cake table, dance floor, escort cards, guest book, or entertainment stage. Thoughtful lighting design can dramatically enhance the ambiance of your wedding.

Square

A square refers to a double- or triple-wide table that can be used for display tables, family-style seating, or a unique reception layout. Squares are often used to create more intimate seating arrangements compared to traditional rounds.

Strike (or Tear Down)

Strike or tear down is the industry term for disassembling and removing décor, rentals, and setups after the wedding reception ends. Make sure you know who is responsible for the strike of your wedding. Is it your vendors, the venue staff, or a combination of both?

Want to Expand Your Wedding Planning Vocabulary?

If you’re enjoying this wedding venue terminology guide, check out our other helpful posts that answer common questions couples often have, including:

• What is a banquet check?
• What is the difference between a service charge and a gratuity?
• What is a round?  Or a banquet round?
• What does force majeure mean?

Final Thoughts on Common Event Terms Every Couple Should Know

Learning event and venue terminology might seem overwhelming at first, but a little knowledge goes a long way. By familiarizing yourself with these wedding planning terms, you’ll be better equipped to navigate conversations with venues, caterers, and planners like a pro.

Knowledge truly is power when it comes to creating a seamless, stress-free wedding day.

Best wishes on a joyful and successful wedding celebration!

If you are you ready to plan your worry-free wedding experience, please contact your wedding planning team at Howerton+Wooten Events

Love and Soul Always, Kawania

Photo: shutterstock.com

P.S. If you’re interested in booking me as a speaker or wedding industry expert, click here to learn more.