HFT3542 CHAPTER 6 FINAL EXAM

a) The agreement is only valid within a prescribed period of time

"Time is of the essence" means: a) The agreement is only valid within a prescribed period of time b) All parties should have watches c) The event must start and end on time d) The event must be held in a timely manner

Catering

- *On premise* (wherein a caterer has a permanent presence in the event venue) - *Off premise* (wherein the caterer transports food, beverage and their equipment to the venue) - *Concession* (wherein a caterer serves food and beverage from specially designed catering vans, trucks or exhibit books (stands) at your event -- Ex: Doak Campbell Stadium concessionaires

Necessary Permits and Licenses to Operate Events

1) Alcohol 2) Fire 3) Music 4) Noise 5) Occupancy 6) Street closure

Understand and Comply with Environmental Regulations Governing Events

1) Determine in advance all environmental regulations regarding your event (emissions, recycling, waste removals, noise levels, composting, etc.) 2) Comply with these regulations by conducting an environmental audit of your event and documenting all actions

Develop and Implement the Design for Your Event

1) Determine the needs, wants, and desires of your guests 2) Form follows function 3) Engage proper vendor partners to assist you with developing and implementing the event design (which type of vendors are better for your event; certain ones specialize in certain things)

Recognize and Comply with Standard and Customary Event Regulations and Procedures

1) For most events, you will require permits and licenses. Research these in advance and bring originals and copies with you on site to the event 2) Some vendor partners will also be required to have specific licenses and permits. Request a copy of these ten days in advance of the event

Conduct and Analyze the Site Inspection

1) Identify the locations your guest will be traveling from to attend the event 2) Determine their individual and collective needs in terms of accommodation, catering, leisure, and recreation 3) Use services such as CVENT and MeetingMatrix to identify appropriate venues for your event 4) Create a site inspection checklist and visit the sites you have identified as having met the criteria through their response to your request for approval 5) When visiting the sites ask the representatives: "Is there anything else I should know that will help my event be more successful?"

Comply with Regulations and Governing Sponsorship of Conferences and Meetings

1) In the last decade, health care organizations in the pharmaceutical field have adopted strict regulations regarding their sponsorship of events 2) Contact these health care associations and insure that your event's request for sponsorship confirms with these regulations

Coordinate Catering Operations

1) Location, location, location 2) On and off premise caterers 3) Styles and timings * Quality food, quality beverages, quality service

Trends in Event Catering

1) Nutrition 2) Food and menu labeling 3) Smaller portions

Develop Appropriate Resources

1) Resources may include vendor partners, staff, volunteers, and other individuals and organizations who may bring ideas and expert execution to your event 2) Contact the local convention and visitors bureau or a professional events association for referrals of appropriate resources 3) Always seek references from clients who have worked with the resources in the past. Make certain the clients have produced events that are similar in size and scope to the one you are producing

Develop and Manage Risk Management Procedures

1) Risk management begins with risk assessment 2) Identify the frequency and severity of all risks 3) Document your findings and assign tasks to individuals to avoid, reduce, or transfer risks

Access, Plan, Manage, and Control Potential Event Liabilities

1) Slip and falls 2) Theft 3) Fire 4) Alcohol 5) Crowding

Develop and Construct the Production Schedule

1) The production schedule begins with inspect the venue 2) Each task on the production schedule should be in a time increment of 15 minutes or less 3) List on the schedule the task, the start and end time, who is responsible, and any further notes for the vendor partners

Anticipate and Resolve Operational Conficts

1) Typical operational conflicts may include disagreements about the set up of the room, vendor partners disagreeing on location or access to the venue, late arriving vendor partners, and catering service that may be off schedule 2) To resolve these conflicts, anticipate them in advance and prepare solutions that may be executed by your staff

Technical Resources: Lighting, Sound, and Special Effects

1) Why = What 2) LED vs. incandescent lighting 3) Sound 4) Pyrotechnics

Read, Understand, and Evaluate Legal Event Documents

1) You must be able to confirm that the documents used for your event are legally valid 2) Engage a local attorney with knowledge of the laws of your jurisdiction to review key documents in advance to insure they are legally valid

Concessionaire

A food and beverage provider who is mobile and serves from a truck, trailer or within a venue in a food and beverage concession specified area

Contract

A written agreement between two or more parties specifying the obligations of each party in the production of the special event

Permit

A written approval from a local jurisdiction or other government or private organization that allows you to conduct the event - One of the key _________(s) is occupancy which specifies how many persons may be allowed in the event venue at one time

License

A written approval to conduct the event provided by a government or private organization - One of the typical ______________(s) is to be able to serve alcohol at your event - A more recent type of _____________ is one for the use of copyrighted recorded or live music performed at your event

a) A written agreement usually takes precedence

Although an oral agreement may be binding: a) A written agreement usually takes precedence b) A handshake takes precedence c) An Internet tick box is sufficient to seal the deal d) None of these answers are correct

d) All of these answers are correct

During the coordination phase, some conflicts may include: a) Late-arriving vendor partners b) Multiple vendor partners arriving simultaneously c) Guests arriving too early d) All of these answers are correct

d) All of these answers are correct

Event resources include: a) People b) Time c) Finances d) All of these answers are correct

a) Strategically integrated into every event plan

Henderson and Mcllwraith stated that CSR must be: a) Strategically integrated into every event plan b) An add-on consideration after the event is developed c) A corporate success response d) An occasional consideration

d) All of these answers are correct

One of the key parts of an event contract is the: a) Acceptance b) Parties c) Offer d) All of these answers are correct

b) Local convention and visitor's bureau

One source for event vendors and suppliers/partners is the: a) Employment agency b) Local convention and visitor's bureau c) Local hospitals d) Local schools

b) Accepted Practices Exchange

The Convention Industry Council term APEX means: a) Annexed Policies Extent b) Accepted Practices Exchange c) Approved Practices Exchange d) None of these answers are correct

d) All of these answers are correct

The cancellation clause usually includes: a) The circumstances for the cancellation b) How notification of cancellation will be provided c) What penalties may be required in case of cancellation d) All of these answers are correct

ESTA

The electronic pre-authorization required for non-US citizens without official visas to enter the United States

Off-premise caterer

The firm or individual who generally prepares the bulk of the food in one location and then delivers it to a temporary location for the event

On-premise caterer

The firm whose permanent catering kitchen is in the same location as the facility hosting the event - Ex: hotel, club, resort

d) Parties and offer; and consideration and acceptance

The key contract components include the following: a) Parties and offer b) Consideration and acceptance c) Cancellation and termination d) Parties and offer; and consideration and acceptance

Visa

The official document issued by a government at their consulate or embassy allowing entry into their country

Audio-visual

The sound, lighting, and projection production elements used in your event

Production

The technical ______________ elements such as sound, lighting, projection, and special effects that may be used in your event