MCOM 3395: Chapter 15 Organizing Meetings and Events

What term is used to describe a series of meetings that is usually spread out over a period of two or more days? Seminar Convention Committee Workshop

Convention

Steven is a journalist attending a trade show to get story ideas for his column. He walks the exhibit floor to examine products and talk to spokespeople. Then he goes to a specialized area within the facility to conduct interviews, pick up media kits, and write and send his story to the news agency he works for. What is this specialized place in a trade show called? Exhibit booth Newsroom Hospitality suite Reception

Newsroom

A health insurance company is conducting an awareness program to promote better health and improved lifestyles. The company decides to invite a celebrity to participate in and promote an event at a health food store. What should the company's public relations team make sure to arrange when planning this particular event? Permits from various city departments for the use of public streets and parks and cleanup of all public spaces after the event Signed release forms from all participants, to protect the company if someone suffers a heart attack or another kind of accident Liability insurance, just in case there is an accident and a subsequent lawsuit charging the company with negligence Professional security personnel to handle crowds, protect the personality from being hassled, and prevent any other disruptions

Professional security personnel to handle crowds, protect the personality from being hassled, and prevent any other disruptions

What is a cost-effective way to celebrate an organization's or individual's achievement, to introduce a new chief executive to the employees and the community, or simply to allow college alumni to get together? Convention Banquet Reception Conference

Reception

Which type of seating arrangement is primarily used for seminars? Lunchroom Round-table Classroom Theater

Theater

A ________ is a ceremonial and formal dinner function. convention conference seminar banquet

banquet

An invitation to a large group meeting should always include the following basic information: the meeting date, day, time, place, purpose, and customized directions for each guest. a list of the people invited. where to buy gifts for the host. highlights of the program.

highlights of the program.

Adria is organizing a special tour of her company's newest solar panel factory. The guests will be real-estate developers who specialize in planning and constructing environmentally friendly residential communities. What is the most important factor that Adria should consider while planning for the plant tour, and why? Adria should ensure that the factory workers dress normally; because the visitors will learn more about the company's work culture if they see the workers in their regular attire. Adria should ask the visitors to arrive at the factory via public transport; because this will prevent any parking hassles or chances of visitors getting lost. Adria should include a special tour of the most dangerous equipment in the factory; because visitors get a kick out of seeing the most hazardous material. Adria should provide sufficiently trained guides for the visitors; because they can often explain the work being done more clearly than the experts working at a site.

Adria should provide sufficiently trained guides for the visitors; because they can often explain the work being done more clearly than the experts working at a site.

Bashir is responsible for organizing a banquet for a charity fundraising event. He is asked to pick the place, menu, centerpieces, entertainment, guest list, seating arrangement, and more. A portion of the evening is reserved for short speeches by representatives of the organizations that benefit from the charity. What should Bashir do to make sure the event runs smoothly and stays on schedule, and why? Bashir must give a timeline to the master of ceremonies and scheduled speakers; this tells them how long their introductions and short speeches should be, so they can adjust them as needed. Bashir must establish a timeline for the entire process; this ensures everything is systematic and organized, from contacting the catering managers to lining up speakers and sending out invitations. Bashir must have a detailed timeline for the days leading up to the event; this ensures that everything is in place and already paid for, and the banquet can begin on time. Bashir must have a detailed timeline to work out the logistics for handling guests; this ensures that registration lines are kept to a minimum and that everyone is assigned to a table.

Bashir must give a timeline to the master of ceremonies and scheduled speakers; this tells them how long their introductions and short speeches should be, so they can adjust them as needed.

Croupons is a small chain of discount stores, and the twelve store managers meet each month to discuss new sales promotions. Brent begins each meeting by handing out the list of discussion points and going around the table, asking if anyone wants to add an additional issue to the agenda. As a result, the meetings always run longer than planned and few necessary decisions are made. What guideline should Brent follow to conduct a more effective staff meeting? Distribute the agenda in advance Use Robert's rules of order to hold votes Distribute a summary memo Limit the number of attendees

Distribute the agenda in advance

Harris, a media relations officer for TomBolt Inc., is planning how he can promote his company's products and services to journalists at a trade show. It's one of the biggest trade shows and competition for media attention will be intense, but Harris wants an exclusive story on his company. In addition to designing an eye-catching exhibit booth, what should Harris do to increase his chances of securing coverage during the trade show, and why? Harris must provide cell phone numbers, Twitter hash tags, and email addresses in the promotional material; this makes it easy for journalists to track down key spokespeople. Harris must provide product photos, media kits, and other promotional materials online; this helps the journalists who cannot attend or who prefer digital formats. Harris must personally promote his exhibit, pitch story ideas, and schedule interviews in advance; this gives him a better chance of standing out from the competition at the show. Harris must train his spokespeople to make brief presentations; this will equip them with answers to the most-likely questions from journalists who drop by the company's booth.

Harris must personally promote his exhibit, pitch story ideas, and schedule interviews in advance; this gives him a better chance of standing out from the competition at the show.

Shirley manages alumni relations for a local college and has been asked to help the volunteer planning committee organize their upcoming 10-year reunion. There are about 5,000 alumni in the class and the committee wants to make it possible for the greatest number of people to attend, while not taking on too much work themselves. What type of invitation should be used for this situation, and why? Online invitation service; this makes it easier for people to RSVP and pay in advance, and organizers can have a more accurate head count and budget Mailed invitations; these emphasize the reunion as a special event and can include RSVP cards, payment envelopes, and requests for donations Email invitations; the money saved by not printing and mailing invitations can help lower the costs for alumni to attend An announcement in the online alumni magazine; the alumni who subscribe and read about it can forward the information to others

Online invitation service; this makes it easier for people to RSVP and pay in advance, and organizers can have a more accurate head count and budget

Why do marketing and public relations professionals consider face-to-face meetings and events to be valuable means of achieving their objectives? People become more emotionally involved when socializing in person. Any number of guests or participants can be invited. The host takes care of all detailed planning and logistics. They can be held anywhere, for any reason, at any time.

People become more emotionally involved when socializing in person.

In which type of meeting do employees or group members have a chance to express their views and participate in organizational decision making? Conference Workshop Staff meeting Convention

Staff meeting

Judy organized a banquet where liquor and wine were provided by the hotel; she was confused when it was time to settle the bill. She noticed the final bill was over 40% greater than the expected cost. What fee did Judy ignore when budgeting for the event? Tax and gratuity Gratuity and corkage Corkage and tax Extra charge for weekend booking

Tax and gratuity