HFT2750 Exam 2

Concessions

- Contractual agreement where one party provides something of value to the other party in exchange for something else, pending certain conditions - Concessions are usually contingent upon filling 80% of the room block and can be adjusted if pick up drops too low - The larger the block, the more concessions

Mixer or Sound Board

- Controls all of the audio for a system - Sound level, audio elements of sound (adjusted for each speaker's tone of voice) - Each "channel" can control one microphone

Minimum clauses in contract

- Description of parties involved - Event name & dates - Deposit / payment schedule - Dates & amounts - Cancellation terms - Dates & amounts - Impossibility / Force Majeure - Acceptance - Signatures - Hotel Specific Clauses - Room Block - Types (ROH, standard, suite) - Rates - Commitment per night - Resort fee - Reservation cutoff date - Meeting space reserved (with names/ dates & times) - Attrition - Rooms and F&B - F&B commitment - Misc. fees - Resort fee - Parking - Concessions

Alchohol Liability

- Dram Shop Laws Hotels (or those serving the alcohol) can be held liable if they: Serve alcohol illegally Serve alcohol to a minor Serve alcohol to someone who is intoxicated Language on bar menu stating they have the right to not serve someone who is intoxicated *In the US, the person who pours the alcohol may be legally responsible if a person being served overindulges and causes injury to others

Channels

- Each "channel" can control one microphone - Ex: 5 channel mixer can control 4 mics + 1 computer audio (or any combination of these)

Types of Exhibit Booths

- End - Double - Peninsula - Island

Feedback Loops

- Feedback happens when the sound from the speakers makes it back into the microphone, is amplified and sent back through the speakers - Layout: Microphones to be placed behind the speakers with the speakers facing away from the microphones to prevent feedback

Coffee Calculations

- In the morning - 60% of your group will drink at least one coffee - In the afternoon - drops to 40% - Two-thirds of the group, both in the morning and in the afternoon, will prefer regular coffee versus decaf or tea.

Issues to look out for when evaluating a venue's meeting space (chandeliers, pillars, low ceilings)

- Low hanging chandeliers - Poles - Low ceilings (issues with projectors) - Room capacity didn't include space for a stage

2 x 8 rule (screens)

- No one should be sitting closer to the screen than 2 x the screens height OR - Further than 8 x the screens height

Buffet Setups

- Order of food on the buffet - Put items that take more time to serve in a separate area (Soup/salad at event) - Double Sided Buffets - Preset items on the table to save serving time - Provide welcome drinks to prevent long lines at the bar

Force Majeure

- Problem beyond the anticipation or control of the party to a contract - Clause outlines specific situations in which there is no penalty for canceling the contract Ex: hurricane, pandemic, labor strike

Active Shooter Strategy

- See something, say something - Terrorism is a foreseeable event legally Video: - Natural human reaction to freeze after hearing a gunshot - Barricade and protect yourself if no escape, call 911 if able to - Run if you can and evacuate asap - Once clear of danger reach 911 to help them understand the situation - Search around for sharp, heavy objects to fight back - Design evacuation/response plan

5 ft rule (screens)

- The bottom of the screens must be no lower than 5 ft from the floor - Average height of seated attendee is 4.5 ft

Hotel Points of Contact

- Transitioning properly between POC is vitally important - Sales Manager (SALES PHASE) → CSM or Event Manager (PLANNING PHASE) → Banquet Captain (ONSITE)

What 3 elements make up a contract?

- acceptance - offer - consideration

All events carry 2 risks

1. The risk of a negative occurrence both on site and off site 2. The negative publicity that comes from this negative occurrence

When planning AV for a panel discussion, what is the maximum number of speakers that should be using the same microphone?

2-3 speakers per microphone

How many Ps are in the Event Marketing Mix?

8

If a contract states that you have a $25,000 F&B Minimum with a 20% allowable attrition, then you must spend _____% of this dollar amount.

80

DMO (Destination Management Organization)

Attract for the purpose of enhancing the local economy through the purchase of room nights, food and beverage, retail items

Who you work with onsite

Banquet Captain

Acceptable viewing angles

Between 45-90 degrees, but 22-45 is ok

Who you work with in management

CSM or event manager

The below illustration shows what type of event setup?

Classroom style seating

Switchers

Controls which visual input is displayed on the screen

A _______ is a facility with large rooms to host the meeting or event, but has no sleeping rooms attached to or affiliated with the event space.

Convention Center

Rack rate

Current public rate for the rooms (online). Usually gets higher the closer you are to the check in date

Rooming List

Detailed listing of all reservations - Name - Check in date, Check out date - Room type - Billing arrangement - Special requests

Group Rate

Discounted room rate assigned to the rooms in the group room block

Throw distance (projectors)

Distance from screen to projector Should be 1.5 -2 x the width of the screen

Elements of negligence

Duty Breach Causation Injury

When creating a marketing message, it is not important to list a very specific target audience. General details on the target group are sufficient.

False

Resort fee

Flat fee added to the room night rate to cover amenities at a resort. Ranges from $15-$45/night

DMC (Destination Management Company)

Focuses on logistic services like meet and greets, hotel accommodation, activities, excursions

Types of Caterers

In house - Has permanent kitchens in the venue - Usually required to utilize this caterer if you are hosting the event at the venue. No outside caterers permitted Off-Premises - Provide meals at a variety of locations. - Food is usually partially cooked/prepper off-site and the final prep is completed at the venue - Importance of a catering kitchen during site visits Concessionaire - Event dates and schedules - Anticipated attendance (speakers, exhibitors, attendees) - Types of rooms needed - Sleeping rooms - Event history

In the AIDA principle, the "I" represents:

Interest

A wireless microphone that attaches to a shirt or jacket is a:

Lavaliere microphone

Service Charge

Percentage fee that is charged on F&B, room rental, AV etc. Usually ~20%-24%

Frustration of Purpose

Performance of the contract remains possible but the purpose/value of the agreement has been destroyed due to reasons beyond the excused party's control

_____ is the current public rate for sleeping rooms at a hotel. Usually this price increases the closer you are to the check-in date.

Rack Rate

RFP is an acronym for:

Request for Proposal

Who you work with in the sales

Sales Manager

SEO

Search Engine Optimization

Room Block

Set number of rooms that is "owned" by the event. (i.e.) 50 rooms on Friday night + 50 rooms on Saturday night = 100 room nights 100 room night block

Pickup Reports

Shows block usage used to keep track of numbers for attrition purposes

Brightness (projectors)

Strong projectors are needed in rooms with ambient light or where lights are not dimmable

When hotels bid for an event, do they just evaluate income from F&B and sleeping rooms?

When placing a bid for an event, they are looking at the total value of the event, not just the F&B minimum or room block size

On a mixer or soundboard, each ______ can control one audio input (i.e. 1 microphone, 1 computer audio etc.).

channel

In the StoryBrand Framework, the _________ of the story, has a problem and discovers a ____________.

hero, guide

When you book an event at a hotel and you are required to use their caterer, what type of catering is this?

in-house

A local event planning business is offering a free digital download of their "Event Vendor Tipping Guide" on their website and over paid social media marketing ads. To download the guide, you must first provide you email address. This document is an example of a:

lead magnet

A safe event environment

one that is free from hazards

A secure environment

one that is protected from future harm

A ___ controls the visual input on a screen.

switcher

With an open bar, who pays for the drinks?

the event host - billed to the master account

In lecture we discussed 5 locations where SEO terms should be included on a website. Which of the below is NOT one of the 5 we discussed?

website footers