HTM 330 Final
On-premise catering
(a cmp-complete meeting package) Defined as being held in a facility and has its own permanent kitchens and function rooms. This allows the facility to keep permanent furniture, such as banquet style tables and chairs in their inventory. Almost always required to use the catering department of the venue at the site of the meeting. (buffet)
"leads"
In order to represent all of their members, DMos use a process
CEU
Continuing Education Unit Qualifications to be certified in a specific skill or to recognize that they have achieved a specific level or competence in a specific career field, in order to differentiate themselves. These programs are offered at annual conventions, regional seminars, or over the internet.
CME
Continuing Medical Education Doctors are required to take courses to keep current with innovations in health care, to retain their medical license.
CIC
Convention Industry Council - A federation of over thirty MEEC industry associations, has created a standardized format that may be used for RFPs. - Forefront of efforts to advance the meeting, conventions, and exhibitions industry. Facilitates the exchange of information and develops programs to promote professionalism within the industry and educates the public on its profound economic impact.
CVB
Convention and Visitor Bureau Like Destination Marketing Organizations. Not for profit orgs that represent a specific destination and help with the long term development of communities through travel and tourism strategies. RFP's can be submitted to the CVBs for distribution to all properties in the meeting destination.
Room block
Number of rooms guaranteed by the event planner. these rooms are subtracted from the hotel inventory as attendees make reservations.
The relative isolation of the venue
One of the cruise ship's greatest strengths as a meeting facility is
Currency Exchange costs
Profitability requires understanding the following key elements except:
Poster session
Rather than utilizing a variety of meeting rooms to accommodate speakers, panels, or display boards are provided for presenters to display charts, photographs, a synopsis of their research, and so on for viewing. The presenter is at their display board at an appointed time so the attendees can discuss their presentation informally.
Beverage event
Refreshment breaks are non alcoholic drinks and snacks that are a part of the educational program. Receptions have alcohol and food and are for socializing and networking. For hosted bars, host can pay hourly or consumption rates
RFP
Request for Proposal The process for hiring service contractors. One of the first actions an event organizer takes when developing event so the partnership develops as the show develops.
Off-premise catering
Requires transportation of food - either prepared or to be prepared on-site - to a location such as a tented area, museum, park, or attraction. Sometimes food is prepared in a kitchen and fully cooked before transported to event site. Other times, food is prepared in a kitchen and transported to be cooked at the event site, or everything can be prepared from scratch at the event site.
ROI
Return on Investment Financial ratio that indicates the degree of profitability. Can be calculated using: net profit divided by net worth.
DMO fees
Revenue sources for a hotel are the following except
Direct spending
The money that comes out of the pockets of the attendees of a convention is known as:
Set over guarantee
The number of seats or places a facility sets up over and above the minimum number assured by the hotel
Weight
The price for drayage is based on:
There's no need for attendees to interact
Theater style seating is best suited when
Sleeping rooms
what does a convention center not have?
Legal costs
Which of these is not one of the six key elements involved in the cost of an event?
Speaker bureau
A professional talent broker who can help find the perfect speaker to match your event objectives and your budget. Typically have a stable of qualified professionals who can talk on whatever topic you desire.
Needs analysis
A method of determining the expectations for a particular meeting. Can be as simple as asking senior management what they want to accomplish at a meeting and then designing the event around those expectations. The needs of corporate and association meeting attendees are very different.
Subject matter expert
A person with in-depth knowledge of a particular subject
Hotels Convention centers Restaurants
A DMO is general made up of which of the following?
Board rooms
A Hotels have these, which hold fewer than 12 people and usually have a large table and other furniture.
Service contractor
A _______ is anyone who provides a product or service for the exhibitor or show management during the actual show or conference.
Barbacks
A bartender's helper - restocks liquor, keeps fresh ice, cleans glasses and so on - so that the bartender will not have to do it himself during service.
Smaller room near a ballroom or a section of designated ballroom
A breakout room is a
Attrition
A clause that sets legal obligations for both sides. Hits if the guarantee is not met. Difference between the actual number of sleeping rooms/f&b covers/revenue projections picked up and the number or formula agreed to in the terms of the facility's contract. Meeting planners may end up paying fees if their delegates make bookings outside of the contracted room block. (F&B provider sets the legal obligations for F&B)
DMC
A company that handles all local travel and local support functions, including off-site events and ground transfers is called:
Pre-con
A gathering of all critical people representing all departments within the facility who will impact the group a day or two prior to the actual beginning of a meeting.
Track
A good way to communicate to attendees how to select which programs to attend. Refers to separating programming into specific genres, such as computer skills, professional development, marketing, personal growth, legal issues, certification courses, or financial issues.
Levels
A good way to communicate to attendees how to select which programs to attend. Refers to the skill level the program is designed for, whether it is beginning, intermediate, or advanced.
Theater
A space normally used for public performances with fixed seats and a permanent stage is called a(n)
Housing bureau
A third-party company that handles all housing arrangements
Special event
A unique moment in time celebrated with ceremony and ritual to satisfy specific needs is a:
Standard booth
A_____ is based on a 10 x10 grid with smallest allowable exhibit being that size.
APEX Initiative
Accepted Practices Exchange: Created to begin a codification of definitions and standardized practices. The development of accepted practices regarding terminology, created a format that will greatly facilitate the communication between meeting/event professionals and the entities that service their meetings.
offer recommendations for the best hotel deals
All of the following are general services that DMos provide to meeting professionals except
ROI
All of the following are planning tools commonly used by meeting planners except:
Their rates are competitive with other industries.
All of the following are reasons why DMOs are valuable to a meeting planner except: They offer unbiased information about a destination's services and facilities. They do not charge for most of their services. Their rates are competitive with other industries. They are a one-stop-shop for local tourism interests.
Price of rooms
All of the following items are contained on a DMO convention lead sheet except:
Supervising exhibitors
All of the following tasks are associated with service contractors except:
Audience réponse system
Allows meeting/event professionals to survey a variety of stakeholders via handheld devices or a smartphone app that transmits info to the meeting professional in real time. It allows them to make adjustment to the meeting while it is still going on and can provide valuable data for future events.
International Association of Conference Centers
An association in which the member facilities must meet a list of over thirty criteria to be considered an approved conference center
Citywide
An event that requires the use of a convention center or event complex, as well as multiple hotels in the host city.
Trade Show
An event where suppliers present goods to business buyers and is not open to the public is
Butler service
At receptions, refers to having hors d'oeuvres passed on trays, where the guests help themselves
Annual meeting
Attendees participate in these types of meetings for the networking and educational offerings as well as to develop business relationships and to generate leads or make sales.
Relevant when a meeting uses less than the contracted number of sleeping room nights
Attrition penalties are:
BEO
Banquet Event Order Form most often used by hotels to provide details to personnel concerned with a specific food and beverage function or event room setup.
Island booths
What are created by grouping standard booths together into blocks of four, nine or larger configurations. They have aisles on 4 sides and can be excellent format for medium size company.
Incentive trips
What are the trips that companies reward their top performers based on stated criteria?
Associations & Corporations
What are the two major sponsors of gatherings?
- Provide local knowledge and expertise - Provide experience and resources
DMC's are hired by meeting planners to ____________ to important Corporate and Association gatherings
Participants & Vendors Media & Press
Debriefing notes should include feedback from
Tablescapes
Decor and decoration placed on top of tables such as flower arrangements.
Cutoff date
Designated date when the facility will release a block of sleeping rooms to the general public. Generally, room prices increase by $50 - $100 and this occurs three or four weeks before the event.
DMC
Destination Management Company Professional service company possessing extensive local knowledge, expertise, and resources and specializing in the design and implementation of events, activities, tours, transportation, and program logistics.
Group history
Details about who attended the meeting, their likes and dislikes, and all pertinent information that can be used to improve future meetings, including demographics, eating patterns, socially economic status. The info can be answered by questions on the event registration form, association/company records, or after-event evaluations.(allergies, health concerns, religious restrictions, vegetarian)
Teardown
Disassembling booths and packing the into crates and onto trucks is called
Early bird rate
Discounts provided to attendees as an incentive to register in advance and to pay fees early.
Fam trip
Familiarization trips are another method of promoting a destination or particular facility to a meeting/event professional. They are no- or low-cost trips for the professional to personally review sites for their suitability for a meeting or event. Trips may be arranged by the local DMO or CVB or by the hotel directly. During the visit, the facility tries to impress the professional by showcasing what they have to offer. The professional should visit outside F&B outlets, recreational areas, etc.
Concierge
Field staff includes all but which of the following?
Conference centers
For the most part ______ are small, well appointed facilities specifically designed to enhance classroom style learning.
Catered event
Generally have one host and one bill, and most attendees eat the same meal (exception would be if an attendee has dietary restrictions). A mandatory gratuity is added to the check that can range from 18% to 24% of the total bill, and taxes can add another 5% to 9%.
Pre-qualified as having the to make a purchasing decision Have all or most of their travel expenses covered
Hosted buyer attendees are
In-line
If you're an exhibitor with a limited budget, the best booth option for you would be:
Peninsula
What booth types are made up of four or more standard booths back to back with aisles on three sides
Multi-level exhibits
What do companies use to make their exhibit larger without taking up more floor space?
Room setup
Includes the tables, chairs, decor, and other equipment, such as portable bars, stages, and audiovisual equipment. It is essential to communicate exactly how you want the room to be set to the BSM. (hotels don't generally have decor)
Rooming list
Includes type of room, ADA requests, smoking or nonsmoking, arrival and departure dates, names of additional guests in the room, and special requests.
Social Military Educational Religious Fraternal
What does SMERF's stand for?
Seminar
What is a lecture and dialogue allowing participants to share experience in a particular field under the guidance of an expert discussion leader?
American Service
Most functional, most common, most economical, most controllable, and most efficient type of service. Guests are seated and served food that has been proportioned and plate in the kitchen. Food is served from the left of the guest, entree is place in front of guest at 6 o'clock position, beverages are served from right of guest, when guest is done both plates and glassware are removed from the right.
- Training meeting - Management meeting - Board meeting
What is a type of corporate gathering?
Trade show
What is a typical business to business event?
Signing authority
Person from the sponsoring organization who has the authority to make additions or changes to what has been ordered
Advertising
What is defined as any paid form of non-personal communication about the event.
Action station
Similar to an attend buffet, except food is freshly prepared as guests wait and watch. Some common stations include pastas, grilled meats, omelets, crepes, sushi, flaming desserts, salad, waffles
SMART
Specific - only one major concept is covered per objective Measurable - must be able to quantify that objectives have or haven't been achieved Achievable - is it possible to accomplish? Relevant - is it important to overall goals of organization? Time-related - should included when the objective must be completed
Show manager
The The General Service contractor is hired by the _______ to handle general duties necessary to produce the show on site.
Guarantee
The amount of food that the meeting/event professional has instructed the facility to prepare and will be paid for. (number of plates per meal)
Air lift
The availability of flights into and out of a city. A city where the space limitations of the convention center, the hotels, or the air life make the city more appropriate for smaller meetings and events.
Corkage
The fee added to liquor brought into the hotel but not purchased from the hotel. The hotel charges this fee to cover the cost of labor, use of the glasses, mixers, olives, lemon peels, and so forth.
Identification
The first stage of the venue selection process is
Drayage and warehousing
Transportation of materials, booths, exhibits, etc. along with their temporary storage in the host city is
- Attendance is voluntary. - They tend to be large and there are generally a few - hundred to a few thousand attendees - Attendees are responsible for registration, hotel, transportation and other similar expenses
Which is true for association meetings?
Taxes
Which of the following is not an example of direct revenues?
Keynote address
Usually at general sessions, when an important industry leader or recognizable personality will give this address that will help set the tone for the rest of the meeting.
Accepted Practice Exchange
What is the meaning for APEX?
To sell a destination
What is the overall job of a DMO?
To bring together key employees and employers of a corporation to keep them up to date or to gain new skills.
What is the purpose of a Training Meeting?
Evaluating the event
What part of the planning process is often forgotten when applied to meetings?
Where will the event be? Why are these people coming? Who is coming to the event?
What question(s) should you ask when planning a special event?
Board Meetings
What type of Association meeting is usually the smallest?
Tobacco/smoking permit
What type of permit is not used for staging a special event?
Anywhere there are people
Where can you hold meetings?
Speaker ready room
Where the speaker can practice or relax prior to speaking
