Introduction
Planning a wedding is one of the most exciting journeys you’ll ever take — especially in South Florida, where the fast-paced energy of the big city meets the elegance of waterfront venues, private estates, and luxury ballrooms. This region is renowned for its highly qualified professionals, extensive vendor options, and magazine-worthy celebrations that couples dream about. From glamorous Miami soirées to timeless Boca Raton estate weddings, the beauty and sophistication of South Florida events are unmatched.
But with all that glam and possibility comes a need for clarity. Suddenly, your planner mentions a “BEO,” your venue coordinator talks about “load-in,” and your caterer brings up “minimum spend.” If you’re not familiar with the language of the industry, it’s easy to feel overwhelmed. That’s why focusing on the details of contracts, paperwork, and communication is just as important as choosing the perfect flowers or gown.
Saint Patrick Palace, situated near the beautiful city of Hollywood, Florida, has hosted a range of events, from intimate micro-weddings to large-scale celebrations. We understand the importance of confidence for couples as they navigate the planning process. To help, we’ve broken down some of the key wedding and event terms you’ll hear most often — explained in plain language, with real-world examples from celebrations at Saint Patrick Palace and across South Florida.
Outdoor wedding ceremony setup at Saint Patrick Palace, South Florida — promoting a wedding glossary blog for couples.
📋 Planning & Coordination Terms
Contract
A legally binding agreement between you and the venue or vendor. It secures your date, outlines financial obligations (such as retainers, payment schedules, and cancellation policies), and establishes the terms of service. Once signed, both parties are obligated to honor it.
Example in a sentence: “We signed the venue contract to officially secure our wedding date and agree on payment terms.”
Banquet Event Order (BEO)
A detailed event document is usually prepared by the venue and caterer, usually closer to the wedding date. It includes your final selections — guest count, menu, timeline, room setup, and service details. Think of it as the operational blueprint for your event.
Key Difference: The contract is a legal agreement that secures your booking, while the BEO is a planning document that staff use to execute your event.
Example in a sentence: “The BEO outlined our dinner service and timeline, while the contract we signed months earlier locked in the date and policies.”
Run of Show (ROS)
The minute-by-minute event schedule that outlines everything from the processional to the last dance. This is the master timeline vendors and coordinators use.
Example in a sentence: “Our ROS had the cake cutting set for 8:30 p.m., just before opening the dance floor.”
Load-in / Load-out
The designated times for vendors to arrive and set up (load-in) and later pack up and leave (load-out).
Example in a sentence: “The florist requested a two-hour load-in window for arranging the ceremony arch.”
Strike
Industry shorthand for the breakdown and removal of décor, rentals, staging, or AV equipment once the event ends.
Example in a sentence: “Strike began promptly at midnight, and by 1 a.m. the ballroom was clear.”
Vendor
Any professional or company that provides services or products for your wedding. Common vendors include caterers, florists, DJs, photographers, and rental companies. Venues like Saint Patrick Palace often maintain a preferred vendor list, but couples may also bring in their own, thanks to our open-vendor policy.
Example in a sentence: “We hired six vendors for our wedding, including a florist, DJ, and catering team.”
Licensed Vendor
A vendor who holds the necessary permits or certifications to operate legally in their field. For example, caterers may need food service permits, and bartenders may require liquor licenses. Always ask vendors to provide proof of licensing where applicable.
Example in a sentence: “The caterer showed us their food service license, which the venue required before confirming our booking.”
Insured Vendor
A vendor who carries liability insurance to protect both themselves and their clients in case of accidents, damages, or injuries. Many venues, including Saint Patrick Palace, require vendors to list the venue as an “additional insured” on their policy.
Example in a sentence: “Our DJ provided a certificate of insurance naming Saint Patrick Palace as additionally insured for the event.”
Day-of Insurance for Vendors
A short-term insurance policy purchased by a vendor specifically for the day of your wedding. This is often required if a vendor does not carry an annual liability policy. It ensures the vendor is covered while working on-site.
Example in a sentence: “Our photo booth company didn’t have ongoing coverage, so they purchased day-of insurance for our wedding.”
Event Insurance (for Couples)
A policy purchased by the couple to protect their financial investment in the wedding. Event insurance can cover unforeseen cancellations (like extreme weather), vendor no-shows, or even accidents and property damage during the event. Many venues, including Saint Patrick Palace, encourage couples to purchase event insurance for peace of mind.
Example in a sentence: “We purchased event insurance to protect our deposits in case of a hurricane during our South Florida wedding weekend.”
💡 Tip for Couples: Always confirm whether your venue requires vendor insurance, day-of insurance, or event insurance. At Saint Patrick Palace, these policies ensure both hosts and vendors are protected, creating a stress-free experience.
DIY (Do-It-Yourself)
Refers to wedding elements created or managed by the couple, friends, or family instead of hiring a vendor. DIY can apply to décor, favors, invitations, or even entertainment — though it often requires more time and effort.
Example in a sentence: “We DIY’d our wedding favors by making custom candles for each guest.”
Tented wedding reception at Saint Patrick Palace in South Florida, promoting a wedding glossary blog for couples.
Planners & Coordinators: Who’s Who
Full-Service Wedding Planner
Works with couples from start to finish — managing budgets, design, vendor sourcing, contracts, and execution.
Example in a sentence: “Our full-service planner created the vision board and kept us on budget the whole way through.”
Partial Planner
Steps in the middle to help manage certain aspects once couples have booked their venue or some vendors.
Example in a sentence: “We handled the venue booking, then hired a partial planner to organize the rest.”
Month-of Coordinator
Hired about 4–6 weeks before the wedding, this role ties up loose ends, confirms vendors, and creates a final timeline.
Example in a sentence: “The month-of coordinator took over communication with vendors so we could relax leading up to the wedding.”
Day-of Coordinator (DOC)
Focused on the wedding day itself. They manage logistics, vendor arrivals, and keep everything running on schedule.
Example in a sentence: “Our DOC ensured the band was set up and the processional started on time.”
Event Coordinator (Venue Coordinator)
Employed by the venue, this person oversees the venue’s staff, catering, and rentals. They may not manage outside vendors or design elements.
Example in a sentence: “The venue’s coordinator supervised catering while our planner handled the décor and entertainment.”
Event Designer / Stylist
Specializes in the visual elements of a celebration — flowers, lighting, color schemes, and overall aesthetic.
Example in a sentence: “Our stylist transformed the estate into a whimsical garden with chandeliers and cascading greenery.”
Event Producer
Often used in large weddings or corporate events. This role manages technical aspects like staging, lighting, and sound in addition to overall event flow.
Example in a sentence: “The producer coordinated rehearsal cues and the AV team for our large gala reception.”
Bride in an elegant suite, preparing for an Airbnb wedding in South Florida
🎉 Venue & Event Space Terms
Bridal Suite
A private room designed for the bride (or one partner) and their attendants to get ready before the ceremony. Bridal suites usually feature vanity stations, full-length mirrors, seating areas, and soft lighting — perfect for hair, makeup, and pre-ceremony photos.
Example in a sentence: “The bridal suite at Saint Patrick Palace gave the bride and her party plenty of space to prepare in comfort.”
Groom’s Lounge
A dedicated space for the groom (or the other partner) and their party. Groom’s lounges are often styled with lounge seating, TVs, and refreshments, offering a relaxed environment for dressing, toasting, or unwinding before the ceremony.
Example in a sentence: “The groom’s lounge at the estate gave the groomsmen a place to suit up, share a drink, and enjoy the big game before the wedding.”
Green Room
Traditionally, a backstage area for performers, in the wedding world, the green room serves as a private retreat during the celebration. Couples use it to rest between photos, share a quiet moment, or make a quick outfit change. At Saint Patrick Palace, the bridal suite can double as a green room once the ceremony begins.
Example in a sentence: “We slipped into the green room after dinner for a private toast before rejoining the dance floor.”
All-Inclusive Package
Some venues provide bundled offerings that include catering, rentals, bar service, and even coordination. This simplifies planning but may limit flexibility.
Example in a sentence: “We debated an all-inclusive package but loved the open-vendor flexibility at Saint Patrick Palace.”
Open-Vendor Policy
A rare perk, this allows you to choose your own caterers, florists, DJs, or décor teams rather than being locked into a venue’s list. Saint Patrick Palace is perfect for couples that love the freedom to work with trusted professionals or explore unique options.
Example in a sentence: “Thanks to the open-vendor policy, we brought in our favorite Cuban caterer to celebrate our heritage.”
Preferred Vendor List
Even if you can choose or bing your own vendors, many venues maintain a list of trusted professionals they’ve worked with before. This can save time and reduce risk.
Example in a sentence: “Our planner recommended choosing a photographer from the venue’s preferred vendor list for peace of mind.”
Tented Event
An outdoor celebration held under a rented tent, often complete with flooring, chandeliers, and climate control. At Saint Patrick Palace, couples frequently choose this option to transform the estate’s expansive lawn or patio spaces into a magical reception setting.
Example in a sentence: “The couple opted for a tented event on the travertine patio to enjoy South Florida’s perfect winter weather.”
Sweetheart table with candles and floral décor at Saint Patrick Palace, promoting a South Florida wedding glossary blog.
💵 Contract & Financial Terms
Retainer / Non-Refundable Deposit
A payment made upfront to secure your venue or vendor. This is almost always non-refundable and applied toward your final balance. It demonstrates commitment on both sides and officially secures your date.
Example in a sentence: “We paid a 25% non-refundable retainer to reserve our wedding date at the estate.”
Security / Damage Deposit
A separate, refundable deposit held by the venue to cover any potential damages or violations of contract terms (like going over guest count, extra cleaning needs, or broken items). If no issues arise, this money is returned after the event.
Example in a sentence: “The venue required a $1,000 security deposit, which was refunded after the inspection showed no damages.”
Minimum Spend
A required baseline amount that must be spent on specific services, often food and beverage. If your choices don’t meet the minimum, you may be billed the difference.
Example in a sentence: “The catering contract had a $10,000 minimum spend, which encouraged us to add a late-night snack station.”
Overtime Fee
Extra charges apply if the event runs beyond contracted hours. This covers staffing, security, and extended venue use.
Example in a sentence: “We decided to extend the party by an hour and paid the venue’s overtime fee.”
Service Charge
A mandatory percentage (often 20–25%) is added to the total of food and beverage costs. It covers administrative costs and is separate from gratuity.
Example in a sentence: “Our catering invoice included a 22% service charge on top of the menu pricing.”
Gratuity
Tips are given to staff members, such as servers, bartenders, or valet attendants. Sometimes included in contracts, other times left to the couple’s discretion.
Example in a sentence: “We set aside envelopes for gratuities to thank the event staff at the end of the night.”
Check-in / Check-out
Applies to overnight stays. Check-in is when hosts, guests, or wedding parties can arrive and begin using accommodations; Check-out is when they must vacate. It is popular for couples at Saint Patrick Palace to check in the day before the wedding and check out the morning after.
Example in a sentence: “Our wedding party checked into Saint Patrick Palace on Friday and checked out after brunch on Sunday.”
Elegant white wedding cake with floral décor at Saint Patrick Palace, promoting a South Florida wedding glossary blog.
Closing
Planning a wedding doesn’t have to feel like learning a foreign language. By understanding the terms your vendors and venue teams use, you’ll feel empowered to make informed decisions and manage stress effectively.
Saint Patrick Palace combines South Florida charm with flexibility and expertise. From all-inclusive packages to open-vendor options, we’re here to make your celebration as seamless as it is spectacular.
✨ Ready to start planning your dream wedding? Discover more about hosting your wedding at Saint Patrick Palace.