Event Venue Glossary
Common terms you will meet when planning an event or choosing a venue, with examples from VELE AOYAMA.
Layouts
- Theater layout
- Chairs only, facing a stage or screen, with no desks. It seats the most people in a given space and suits talks and presentations. At VELE AOYAMA, up to 80 guests in seminar layout.
- School layout
- Desks and chairs in rows facing the front, like a classroom. Good for training sessions where people take notes, but it seats fewer people than a theater layout.
- Pod (island) layout
- Desks grouped into islands so each team sits together. Suited to workshops and hackathons where participants work with each other.
- Standing reception
- Minimal seating; guests stand around high tables to eat, drink and talk. People move freely, which encourages networking, and more guests fit than when seated. At VELE AOYAMA, up to 100 guests.
- Reception
- A gathering to welcome guests or celebrate an occasion, such as after a product launch or for an anniversary. Often held standing.
Planning & setup
- Catering
- A service that delivers food to the venue and handles plating and cleanup. Food and drink carry-in is free at VELE AOYAMA, and you can bring in a caterer of your choice.
- Load-in / load-out
- Bringing equipment, decorations and food into the venue (load-in) and taking them out afterwards (load-out), usually planned within the booked time. VELE AOYAMA has partner parking in the building basement (paid, reservation required); ask about the loading bay when booking.
- Reset
- Returning the layout, fixtures and the room to their original state after use, including taking out rubbish. Including teardown time in your booking keeps the end of the day relaxed.
- Green room
- A separate room where speakers, performers and VIP guests wait and prepare. At VELE AOYAMA, the VIP room can be used as a green room (paid, weekends and holidays only, subject to confirmation).
Equipment & streaming
- Hybrid event
- An event held in person and streamed online at the same time. It needs a stable connection and video and audio output. VELE AOYAMA has fast 5 GHz WiFi, displays and a projector.
- PA (sound system)
- Short for public address: the microphones, speakers and mixer that carry voices and sound through the venue, and their operation. Needed for talks and events with an MC.
- Projector & displays
- Equipment for showing slides and video at a large size. VELE AOYAMA has a 75-inch 4K display, eight 27-inch monitors, and a projector and screen.
- 5 GHz WiFi
- A WiFi frequency band that is less prone to interference and faster than 2.4 GHz, making it more stable for crowded venues and streamed events.
Booking & payment
- Provisional hold
- Temporarily reserving a date and time. At VELE AOYAMA, sending a booking request places a provisional hold; our team reviews it and then confirms.
- Viewing
- Visiting the venue before booking to check the size, view, flow and equipment. Request one from the Tour tab on the booking page.
- Cancellation fee
- A fee charged when a booking is cancelled. At VELE AOYAMA: free up to 30 days before, 50% from 29 to 8 days before, and 100% from 7 days before.
- Stablecoin
- A crypto asset designed to track the value of a currency such as the yen or dollar. VELE AOYAMA venue fees can be paid in stablecoins such as USDC, USDT and JPYC.
- JASMY
- The crypto asset used in the Jasmy project. VELE AOYAMA venue fees can be paid in JASMY; because its price moves, the amount is fixed at the price at the time of payment.
About VELE AOYAMA
- Aoyama-itchome Station Exit 0
- An exit of Aoyama-itchome Station (Tokyo Metro Ginza and Hanzomon lines, Toei Oedo line) connected underground to the Aoyama Building. You can reach VELE AOYAMA without going outside.
- Lounge-style event space
- A lounge with sofas and a bar counter where you can host events such as seminars and networking. VELE AOYAMA is run as a lounge-style event space connected to Jasmy's business and consortium activities.
- Salon de Vert AOYAMA (former name)
- The former name of VELE AOYAMA. The same space on the 11th floor of the Aoyama Building now goes by VELE AOYAMA.
