Event Management - Exam 2 Multiple Choice
How many sessions does an average attendees go to a day?
3 to 6 sessions
What are the top 5 international event locations?
Germany, Brazil, South Korea, South Africa, Dubai
Which lodging option do attrition fees tend to occur?
Group rate option
association in which the member facilities must meet a list of over 30 criteria to be considered an approved conference center
International Association of Conference Centers
common method of writing meeting objectives
SMART
Type of Risk: natural disasters, flooding, and earthquakes -create effective and active response and recovery tactics in case these events happen; backup plans
act of god risks
Style of food service: -sometimes referred to as "performance stations" or "exhibition cooking." -Food is freshly prepared as guests wait and watch. -Ex. Pastas, grilled meats or shrimp, omelets, crepes, sushi, flaming desserts, Caesar salad, Belgian waffles, and carved meats.
action stations
Servers should know what 3 things regarding the menu items?
allergies, diet and health concerns, religious restrictions
protect organization and its officers, directors, staff, and volunteers against personal liability arising from their official actions.
association professional liability
Style of food service: -guests are served by chefs or attendants -More elegant with high portion control.
attended buffet/cafeteria
What 2 options are available for lodging?
attendees arrange for own room or there can be a group rate arranged for multiple locations
Who is this: needs to know the sound and lighting needs for each venue used in an event.
av company
Style of food service: The food is fully prepared in the kitchen, then served from platters or an Escoffier dish. -Server controls the amount served to each guest.
banquet Russian service
Program type/format: basically another name for a workshop session.
breakout session
Style of food service: -food is attractively arranged on tables. -Guests serve themselves and then take their place to a table to sit and eat. -Generally, more expensive than plated served meals because there is no portion control, and surpluses must be built in to assure adequate supplies of each food item. -Allow adequate space around the table for lines to form, and to allow efficient replenishment by the service staff.
buffet
Style of food service: hors d'oeuvers are passed around on trays and guests serve themselves.
butler service
easily see which destination sites have the least amount of carbon emissions generated by air travel based on points of origin
carbon footprint calculator
ranks cities according to environmental programs that are administered by the local convention and visitor's bureau, convention center and hotels offered in the city's conference package
city scorecard
Style of food service: inexpensive items are presented in buffet style, while more expensive items are served by an attendant for portion control.
combination buffet
protect organization against personal injury claims and loss or damage to the insured's property as well as the property of others.
comprehensive general liability
Program type/format: a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format. -Typically serve groups of 150+ attendees, and several sessions may be offered simultaneously at a specific time.
concurrent session
What are 3 hints for catering events?
conduct site inspection, choose menu items appropriate to group, sample food/menu items
part of qualifications to become certified or licensed, or renew a certificate or license.
continuing education units (CEU's)
Type of Risk: people not sticking with contract or backing out of contracts -having contract written in writing and clearly stating termination/cancellation clauses
contractual risks
Who is this: provides information about hotel room tax, city events, and union contracts.
convention and visitor bureau
Who is this: negotiates sleeping rooms, meeting rooms, shuttle service, etc.
convention services manager
Type of social media: two examples are paper.li and flipboard -Help filter the flow!
curation tools
company that specializes in arranging activities and is an expert on the local area -should get them to handle the ancillary activities
destination management company
What are the three reasons people attend meetings?
education, networking, conduct business
insuring against unforeseen circumstances such as labor disputes, inclement weather, or damage to the convention or meeting facility.
event cancellation
comprehensive document that outlines the complete requirements and instructions for an event -Includes 3 parts: --the narrative: general overview of meeting --function schedules: timetable outlining all functions that compose meeting --function set up orders: specifications for each separate function that is part of overall meeting
event specifications guide (ESG)
protection to organization for damage caused by exhibitors.
exhibitor's liability
Type of social media: where you can find the MeCo Group for Meeting Professionals. -Excellent meeting communities for people to share and follow industry content -Transform Facebook's news feed into a richer content, storytelling, and sharing platform.
no or low-cost trip for the meeting/event professional to personally review sites for their suitability for a meeting or event. --another method of promoting a destination or particular facility to a meeting/event professional
fam trips
Style of food service: -guests are seated, and large serving platters are placed on the table. -Guests pass the food around the table -Guests pass the food around the table -EXPENSIVE style of service
family style/English service
expenses incurred regardless of number of attendees (Ex. venue spaces)
fixed cost
Who is this: needs to be provided with staging information for a large event's reception, general sessions, trade show, and awards night.
general services contractor
Program type/format: primarily used as a venue to communicate with all conference attendees at one time in one location. -Can last between 1 and 1.5 hours -Industry leader will often give keynote address -May be held at the end of a convention to provide closure and summarize what was accomplished during the meeting
general session
individual action that a person or company can take to curb harmful effects on environment. --product or service specific --concerned about CURRENT state of environment
going green
Type of social media: allows anyone to host free video conferences for up to 10 people. -Believe that the level of professional interaction is GREATER here than any other social media.
google+
amount of food that the meeting/event professional has instructed the facility to generate and will be paid for
guarantee
Style of food service: -guests are seated and there is one server for every two guests. -Servers wear white gloves, carry two plates and stand behind the two guests, serving them at a signal. -Foods are PRE-PLATED
hand service
overhead or administrative items
indirect cost
Type of social media: this combines the power of the visual image with the content threading of the hashtag.
What are the 6 less obvious factors to know about a hotel before entering into negotiations with them?
know hotel's transient business, know where business comes from, know what "high or low" season is, arrival and departure patterns of attendees, know yield management, seasonal fluctuations
refers to the skill level the program is designed for, whether it be beginning, intermediate, or advanced
levels
Type of social media: many planners, especially baby boomers use this as their "go-to" social tool. -Groups and high level communication
Stage of Risk Management: part of this phase is creating and implementing contingency plans. -What could you do to DECREASE the probability that rain would occur and to DECREASE the consequences if it did rain. -Common Measures: • Contracts • Insurance • Security
mitigation
What is this called: -hotel amenities preferred -medical or dietary needs -organization paying -guests of attendees (spouse) -Importance of networking -distance attendees travel -International guest special needs -special accommodations -educational outcome expected
needs analysis
method of determining the expectations for a particular meeting
needs analysis
Type of Risk:
negligence risks
What do these things help with: -go into negotiations with plan -always go into contract negotiation with alternative location -be thorough -do not assume anything -be specific -beware of language that sounds acceptable but is not specific -do not accept something just because it is pre-printed by other party -read small print -look for mutuality in the provisions
negotiating a meeting contract
Type of Risk: employees not coming to work or machinery not working. -establish regular checks on equipment and know which employees have overtime and which ones don't
operational risks
What are the 4 major types of risks involved in event management?
operational, act of god, contractual, negligence
Style of food service: -guests are seated and served food that has been proportioned and plated in the kitchen. -Food is served from the LEFT of the guest. -Beverages are served from the RIGHT of the guest. -Most functional, most common, most economical, most controllable, and most efficient type of service.
plated/american service
Program type/format: basically another name for a general session
plenary session
Program type/format: a more intimate presentation method often used with academic or medical conferences. -Panels or display boards are provided for presenters to display charts, photographs, a synopsis of their research, and son on for viewing.
poster session
Stage of Risk Management: the exhibition organizer assesses and analyzes the possible risks during this stage. -Looks at PROBABILITY that each risk would occur and the CONSEQUENCES if it did -Ex. look for rain, accidental injuries, and violence.
preparedness
Style of food service: light foods are served buffet style or are passed on trays by servers. -Usually stand and serve themselves and DO NOT usually sit down to eat.
reception
Stage of Risk Management: dealing with a risk that results in loss or harm causing damages to property, people, or reputation. -Consider things like: refunding attendee/exhibitor fees and filing with insurance company -Pay close attention to these things: • Worker's Compensation - provides courage for employees who are injured on the job. • Comprehensive General Liability (CGL) - protect organization against personal injury claims and loss or damage to the insured's property as well as the property of others. • Association Professional Liability (APL) - protect organization and its officers, directors, staff, and volunteers against personal liability arising from their official actions. • Event Cancellation - insuring against unforeseen circumstances such as labor disputes, inclement weather, or damage to the convention or meeting facility. • Exhibitor's liability - protection to organization for damage caused by exhibitors.
recovery
What are these things referring to: -Important to provide breaks -may be more productive to keep attendees in facility rather than eating outside -breaks foster connections -cocktail refreshments and dinners - be careful with alcohol consumption
refreshment breaks
Stage of Risk Management: the tricky part of this stage is figuring out both when to respond and how. -Creating a response plan -Answers really depend on the size and scope of the event as well as the nature of the plan. -Must fit the realized risk!
response
What are these: -registration fees -corporate/association funding -exhibitor fees/sponsorships -advertising fees -government assistance -sales of banner ads -renting of membership list -partnerships
revenue sources
Program type/format: small interactive sessions designed to cover specific topics of interest. -Eight to twelve attendees convene around a large round table, and a facilitator guides discussion about the topic at hand. -Subject matter expert to inform and moderate the group.
roundtable discussion group
What are these things referring to: -timing is crucial -variety of activities -don't double book events over same time period -coordinate trade shows and workshops -allow enough time between sessions for restroom, travel time, checking messages, etc.
session scheduling
Sin of Greenwashing: stating that the property or product has a specific certification when it does not, or the certification does not exist.
sin of fibbing
Sin of Greenwashing: using or referencing environmental efforts/products that don't make sense.
sin of irrelevance
Sin of Greenwashing: stating that eco-friendly cleaners are being used, but not being able to produce evidence of these claims.
sin of no proof
Sin of Greenwashing: providing an organic product that requires shipping instead of an equally beneficial local plant.
sin of the hidden trade-off
Sin of Greenwashing: claiming eco-friendly statements about products or services that are, by nature, not eco-friendly.
sin of the lesser of two evils
Sin of Greenwashing: using terms that are not particularly clear, such as zero-waste conference.
sin of vagueness
Sin of Greenwashing: claiming third-party endorsement through the use of words or images when no such endorsement exists.
sin of worshipping false labels
These factors must be considered when: -rotation of location -location of majority of attendees -cost for planner and attendees -mode of travel -type of hotel or meeting facility
site selection
What 5 things impact all meetings?
site selection, food/beverage, transportation, room layout and setup, program content
What are these guidelines for: -background information -date and location of meeting -special events person may attend -room set and a/v availability -request for short biography -remuneration policy -dress code -Instructions/format for handouts -date, time, location of room -presentation topic and duration -demographic and estimate of attendees -transportation and lodging info -deadlines for all materials to be returned -guidelines for speaking to group -tape, CD-rom and internet waiver
speaker arrangements
implementing and executing a plan to save resources while improving performance --Impact company has on the environment, society, and economy --meet current consumer demands without impact future generations ability to meet demands
sustainability
separating programming into specific genres, such as computer skills, professional development, marketing, personal growth, legal issues, certification courses, or financial issues
track
Type of social media: for many event professionals this is the essential conference social tool. -Value is the HASHTAG! - provides a way for posts to be threaded and aggregated. -Share fantastic content with one another
based on the number of attendees (Ex. food)
variable costs
provides courage for employees who are injured on the job.
worker's compensation
Program type/format: a more intimate session that offers a more interactive learning experience in smaller groups. -May learn about the latest trends, challenges, and technologies of a specific field. -Usually serve groups of 150 or FEWER attendees -MAINSTAY of any convention -Typically, last from 50 minutes to 1 hour
workshop session
Type of social media: collision media marketplaces (Connect, Collaborate, and Rejuvenate) use their channels. -Video posts have BETTER traction and response than text and/or photos.
youtube
