Event planning exam

2. Which of the following is held to introduce key hotel personnel to group officials, to review the convention agenda, and to review details?

. a. pre-convention meeting

7. It can be difficult to locate the site selector for a particular corporate meeting. Once a salesperson has found that person, however, it is easy to solicit business for that meeting, since the decision-making responsibility in the corporate meetings market is typically:

A. Concentrated

1. An advertising consultant tells a hotel;s director of sales that text in the hotel;s print ads should be specfic and to the point. The consultant encourages the director to use white space and bold or large type for easy readability. Which of the following parts of the AIDA principle is the consultant emphasizing?

A. Interest

Which of the following market segments is similar to the associations market in that they alternate the sites of their annual national meetings from one half of the United States to the other?

A. Labor unions

All other factors being equal, which of the following properties is likely to get the most corporate meeting business?

A. The property with the best food service

2. Some meeting programs get designed with so litle time hetween events that it is impossible to provide good service in the time promised All of the following are typical causes of this problem escepe

A. The salesperson's desire to challenge the conventionservice staff to an highest speed of service

3. Oswald is the catering manager at a small property. Today he's spending time on the phone soliciting banquet business. he makes entries in the function book himself and contacts the sales department to tell them about meetings he books. Oswald is serving as a _______ as well as the catering manager.

B conventional services manager

If the resume gives a board overview, a banquet event order should give:

B. A close-up view of an event

Certain kinds of government agencies are particularly good sources of meetings business. The department of agriculture and the international food organization of the United Nations are examples. What category do these two agencies fall into?

B. Agencies that deal with business groups

Sometimes the nature of a groups plays a large role in what it will need for a meeting; in other cases, groups that seem very dissimilar have similar meeting needs. A labor union and a medical group with the same number of attendees will require:

B. Different amounts of meeting space; the medical group will need more

4. The MarketShark Corporation is planning a two-day meeting that will start on Monday. December 22nd. Hotels are unlikely to grant the group a 24-hour hold because

B. Doing so would decrease the typically high volume of catering business at that time of year

Conventions most frequently begin on Sunday and run through Wednesday or begin on thursday and end on Sunday. The reason for this pattern is that:

B. Most airlines require a saturday-night stay over for reduced airlines

Some properties are cautious about tentative bookings; they do not want to loose out on other business while protecting a tentative account that many not "go definite." That is why it is important to limit the length of a hold by designating a(n)______ date.

B. Option

Which of the following types of corporate meetings is held to safeguard a company's work force against obsolescence?

B. Professional/technical meetings

All of the following are ways associations earn money from convention except:

B. Through bed taxes

4. Video brochures have some advantages over printed convention brochures, but there are some functions for which a printed brochure is more suitable. Which of the following statements about video brochures is false?

B. Video brochures typically go into more details about the dimensions of a property's meeting space than printed convention brochures do

A final list of candidates to host an associations meeting is usually presented to the _______ for the final selection.

C. Associations board of directors

It would be difficult for an association to book as many as five annual conventions in a single contrast, mainly because:

C. Atendance is unpredictable, since attendance is voluntary

8. The role of convention service manager (CSM) is an important one in the meetings industry. "Tracing" is what

C. Build a relationship of trust and cooperation with the meeting planner

7. The Spree Resort Hotel has made an arrangement with a local newspaper in which the newspaper will print an ad for the hotel on a weekly basis and the hotel will give the newspaper's VIPS a free dinner once a week. This arrangement would be best described as an example of which of the following?

C. Exchange trade advertising

6. Which of the following statements about site inspections and familiarization tours is true?

C. Familarization tours require proper qualification of the prospects involved.

5. From the standpoint of public relations, which of the following is a good reason to target the religious meetings market?

C. Many religious groups do community service projects when they visit a city

Which of the following types of association meetings is typically smaller than a conference and often focuses on training and continuing education?

C. Seminar or workshops

Duchesse, a hotel sales person, wants to get a short messages to a client as quickly as possible. All of the following methods of communication would suit duchelle's need except:

C. Sending a surface mail message

8. Meeting News. Meetings, Comventions, and Successful Meetings are all examples of which of the following sources of information about corporations?

C. Specialized periodicals

6. Which of the following types of meeting facilities was originally positioned to attract business travelers and the relocation market? a. conference centers b. convention centers C. all-suite hotels d. condominium resorts

C. all-suite hotels

2. During which of the following types of occupancy periods can a hotel charge the highest prices?

C. peak

5. "Resume," "master prospectus," and "convention summary" are all alternate names for the

C. specification sheet.

2. Which of the following types of meetings is commonly held on an annual basis and usually involves a general session and supplementary smaller meetings? a. convention b. workshop C. seminar d. clinic

Convention

Hotels that consider multiple-meetings contrasts must be careful. Which of the following should they keep in mind when considering these contracts?

D. A hotel's negotiator should be reasonable sure that the hotel can make more money hosting several meetings for this group than it would make hosting meetings at the proposed times for several different groups.

4.Juanita is an experienced hotel sales director who knows the meetings market well. Which of the following would most likely surprise her, considering the types of groups these organizations represent?

D. An educational meeting for which all expenses are paid by a school district

finding cheaper deals on the Internet. What these 50 association members did is referred to within the hotel only 350 of the rooms booked at the Redstone, because 50 association 8. The ABC Association booked 400 rooms for its convention at the Redstone Hotel. However, it ended up using members booked at other hotels after industry as:

D. Booking outside the block

Which of the following types of meetings is designed as a reward for excellent performance in a company?

D. Incentive meetings

Generally, all properties selected as finalists for meeting host have been approved by which of the following associations parties?

D. The associations executive director

8. What is it about postive publicity that lends a property credibility in the eye of the public?

D. The fact that the source of the publicity appears to be an impartial third party

Bart, a hotel salesperson, has been given the name of an association (the Association of Corporate Travel Executives) and he is supposed to find its address, phone number, and contact person. The hotel has not solicited business from this organization before. Bart should look for this information in any of the following sources except:

D. The master card for this account

1. Which of the following organizations offers a program through which professionals can achieve the designation of Certified Meeting Manager (CMM)? a. American Society of Association Executives b. Meeting Professionals International c. International Association for Exposition Management d. Council of Meeting Planner Executives

Meeting professionals international

Which of the following statements about what association meeting planners look for in a convention site is true?

Nearly all association meeting planners prefer to have all attendees staying at the same property if possible.

1. A contract or letter of agreement protects in case there is a dispute over services.

a both the hotel and the meeting group

relating to the service of conventions and meetings a giving the sales department functional authority over the more and more hotels that serve the meetings market are: 1. Because a meeting planner needs to trust that the hospitality salesperson can deliver what he or she promises, front office, catering, and housekeeping in tasks d. instructing salespeople not to make c. disbanding sales departments and distributing the sales function to b. giving the sales department an advisory position. customer service departments. commitments that they may not be able to fulfill.

a giving the sales department functional authority over the front office, catering, and housekeeping in tasks relating to the services of convention and meetings

3. The Professional Convention Management Association developed its meeting space certification program mainly to address which of the following a miscommunication

a miscommunication about the sizes of meeting rooms

2. The National Association of Procrastination is well-known for its sporadic, unpredictable meeting attendance. Which of the following methods is the professional meeting planner for the group LEAST likely to use when requesting guestroom reservations at the host hotel?

a postal reply cards

2. The of a hotel should have the most effect on who services convention groups.

a size

5. "The CIA and the person signing this Agreement on its behalf represent and warrant that the undersigned person is an authorized and appointed agent of the CIA who is fully empowered to bind the CIA to all agreement." This statement would typically be found in which of the provisions contained in the agreement and that no further action is required the CIA's part to enter into this following sections of a letter of agreement or contract between a hotel property and a meeting planner?

a the warranty of authority

3. Which of the following statements best summarizes the purpose of a marketing plan? a. The marketing plan should include programs to attract business to cach of the property's revenue centers. b. Properties still sell rooms and meeting space through their sales departments. c. The research done in the carly stages of developing the plan can identify opportunities to increase revenue in some market segments and point out previously ignored segments. d. The increased competition and sophistication of the hospitality industry today have increased the need to apply marketing principles to develop successful sales techniques and strategies.

a. The marketing plan should include programs to attract business to cach of the property's revenue centers.

4. Most resumes for three-day meetings are 8 to 12 pages long. The resume should be long enough to:

a. include all the details of the meeting

A convention delegate arrives at the hotel at which her convention is to take place only to find that the hotel is overbooked—there is no room available for her. While the front desk agent is calling another hotel to make housing arrangements for the delegate the delegate asks the front office manager why hotels overbook hotels typically overbook rooms because of past problems with:

a. no-shows

1. Which of the following sales techniques offers a salesperson the opportunity to present the most detailed manner, to answer questions immediately, and to see the full reaction of the prospect so he or she can better respond to the negotiating situation?

a. personal sales calls

1. Once a property's sales team has determined which nonprofit groups it can best serve, the team should:

a. start calling the national headquarters of these groups.

3. A salesperson's job depends on the impression his or her property makes on a group's decision-makers when a meeting is booked at the property. At some properties, therefore, the sales department is responsible for making sure the group's decision-makers.

a.get the best rooms and VIP treatment.

5. Which of the following statements about the relationship between the no-show problem and the overbooking problem is true

b. A group for which no-shows are rare often overbooks rooms.

2. Which of the following is a feature of a hotel directory that a magazine typically does not have?

b. A hotel directory presents information about properties in a standard format that facilitates comparison shopping

2. Which of the following meetings targets meeting planners who represent nonprofit organizations?

b. HSMAI's Afordable Meetings Exposition and Conference

8. Convention and visitors bureaus (CVBS) work to promote a city and to coordinate citywide events. What does a CVB usually do once it learns that a group has selected its city for its meeting? '

b. It sends convention lead forms to member hotels.

6. Which of the following statements about contract standardization is true?

b. Standardized contracts are criticized by some meeting planners who feel that every event is unique.

5. Telephone selling is increasing as personal sales calls become more expensive to make. Which of the followine statements best summarizes the role telephone selling should have in a hospitality property's overall sales effort?

b. Telephone selling should be used to screen prospects and increase customer contact; it should be used only when the department can manage no more personal sales calls.

7. Which of the following is used as the work form for an event by hourly employces?

b. banquet event order

1 Problems may arise when group members get too informal when making guestroom reservations for their group meetings. Two examples of informal ways for a group's members to reserve guestrooms at a property are by:

b. calling in their reservation on a toll-free line and by sending an email message

6. Which of the following types of market research activities helps identify market segments not being serviced at a property and also provides clues for changing current marketing strategies in order to generate additional business? a property analysis b. competition analysis C. zero-based analysis d. positioning analysis

b. competition analysis

8. "Green meetings" place an emphasis on: a. saving money. b. conserving natural resources. c. promoting responsible alcohol service. d. achieving "win-win" outcomes in contract negotiations between meeting planners and hotels.

b. conserving natural resources.

4. When a hotel salesperson sends out letters of agreement/contracts to clients, it's very important that the salesperson:

b. date them.

convention service managers should assume the role of primary coordinating their conference?" For question "How and when should meeting planners large and complex conventions in particular, be turned over to the individual within the hotel who will have charge of 7. A common debate in convention management centers on the hotel contact person:

b. immediately after the point of sale.

1. "Sales" and "marketing" do not mean the same thing. Marketing a is part of sales b. includes sales but is more than sales c. has a more short-term perspective than sales. d. is more focused than sales.

b. includes sales but is more than sales

6. Some meeting planners want to be assured that the they are considering meeting. For such a meeting planner, it may be best to have the convention service salesperson's promises can be fulfilled by the hotel at which manager assume the role of primary hotel contact person:

b. just before the meeting contract is to be signed.

8. In order to fully implement a zero-based budgeting process in the marketing department, an organization would first have to develop: a. a mission statement. b. marketing action plans.

b. marketing action plans.

2. Ideally, a hotel's sales office should be located: a in the hotel's basement. b. near the property's meeting and banquet facilities c. in an unused guestroom or suite. d. off the hotel's main lobby.

b. near the property's meeting and banquet facilities

4. The sales team at the Lake Hotel has just received a tip sheet from a sales lead service. They should:

b. promptly contact the leads that are part of the hotel's targeted market segments.

5. The Society of Motion Picture and Television Engineers and the Professional Photographers of America are examples of what kind of association? a trade associations b. technical societies C. veterans and military associations d. educational associations

b. technical societies

4. Which of the following convention service staff positions is typically directly responsible for the physical setup of all mecting and banquet rooms?

b. the houseperson(s)

3. In which of the following elements of a letter of agreement or oontract would you expect to find information on who pays charges for speakers and performers?

b. the section on master account and credit procedures

a to make sure all staff have the same information. b. to give input to managers of other departments on how to supervise their personnel. c. to help eliminate potential problems by identifying and dealing with them carly. d. to generate ideas for creative sales techniques and approaches..

b. to give input to managers of other departments on how to supervise their personnel.

6. Which of the following statements about the corporate meetings market is false?

c. Independent hotels can never compete with hotel chains when a corporation wants to repeat a meeting in several cities

3. Which of the following statements about convention service managers is true?

c. The convention service manager's work usually requires long hours.

6. Banquet event orders are a necessary part of convention services. Which of the following statements about banquet event orders is false?

c. They are only necessary for mectings of 30 people or more.

4. Which of the following statements about implementing a marketing plan is false? a The implementation of the marketing plan will affect everyone on the property. b. The main thrust of marketing plan implementation begins in the sales team. c. While non-sales departments should be familiar with the property's marketing plan, the role they play in the success of the property's sales efforts is insignificant. d. Some properties' marketing plans never get implemented.

c. While non-sales departments should be familiar with the property's marketing plan, the role they play in the success of the property's sales efforts is insignificant..

4. In the conventions and meetings industry, all of the following are categorized as nonprofit organizations except: a. government agencies. b. labor unions. c. corporations. d. SMERF groups.

c. corporations.

3. The greatest distinction between collateral material and other advertising devices is the ________of collateral pieces.

c. directness

1. The Holiday Resort's manager that it is important for them to be likely to accept which of the following feels that some salespeople don't handle visible to the meeting planners with whom they convention servicing adequately, but negotiated. This manager is options for the salesperson's role in servicing convention groups?

c. having the salesperson greet each group that he or she has booked as they service manager service the group, and having the salesperson contact the meeting planner near the end of arrive, having the convention the meeting to try to sell another meeting

2. During a personal sales call to a corporate meeting planner, the meeting planner tells the salesperson, "We are happy with our present hotel." This statement would be best described as a(n):

c. lack-of-interest objection.

7. If the wrap-up meeting of a convention is a luncheon, the host property typically does which of the following?

c. provides special late check-out service

5. Many corporate meeting planners submit rooming lists to hotel salespeople before the meetings that will be held at that property. Properties that serve the corporate meetings market can expect: a. far more attendees than the rooming list indicates. b. far less attendees than the rooming list indicates. c. very nearly the number of attendees the rooming list indicates, barring emergencies. d. more attendees than the rooming list indicates, because it usually does not include attendees' spouses.

c. very nearly the number of attendees the rooming list indicates, barring emergencies.

3. Maria, a corporate training director, is planning a series of small group meetings to focus on enhancing supervisory skills of managers. These types of meetings are best described as: a. symposiums. b. conferences. c. workshops. d. conventions..

c. workshops.

following 1. Swimming pool areas can be used as space for cocktail parties This fact is an illustration of which of the

d Some areas that are not traditionally thought of as function rooms can serve function oms

2. Which of the following statements about marketing is true? a. Marketing focuses on field work and desk work to sell to the customer. b. Marketing focuses on short-term considerations-today's products, markets, and consumers. c. Marketing focuses on creating new products, markets, and strategies for future growth. d. Marketing focuses on sales volume and quotas.

d. Marketing focuses on sales volume and quotas.

5. Which of the following best describes the two types of lists a hospitality property should assemble for its direct mail campaigns?

d. One should list prospects who you are fairly sure would be interested in the property, and the other should list screened prospects and past customers.

3. A human resources director who is reviewing resumes should be surprised to see which of the following on the resume of a convention sales manager? a. Initiated prospecting and solicitation of new acounts. b. Supervised and shared one secretary with another individual. c. Tentatively blocked rooms and function space in accordance with office policy. d. Reported to the front office manager.

d. Reported to the front office manager.

5. When conducting property analyses, hospitality managers should ask themselves certain questions if they want. to attract meeting and convention business. All of the following are those kinds of questions except: a. Would a meeting planner feel we have adequate transportation services? b. Would a meeting planner find our meeting rooms free from distractions? c. Would a meeting planner consider our staff highly trained and professional? d. Would a meeting planner think our company's organization chart is simple enough?

d. Would a meeting planner think our company's organization chart is simple enough?

and to coordinate citywide events. Which of the following would be an unusual situation for a 7. Convention and visitors bureaus (CVBS) work to promote a city convention and visitors bureau?

d. a CVB that is completely funded by local income taxes

3. All of the following are similarities between the nonprofit organization market and the associations meeting market except:

d. both are easy to locate through a central source,

7. Two types of hospitality operations that have emerged with the growth of the meetings and convention industry are the: a. resort hotel and the all-suite hotel. b. conference center and the resort hotel. c. conference center and the economy hotel. d. conference center and the all-suite hotel.

d. conference center and the all-suite hotel.

6. A hotel's director of sales wants all the hotel's advertisements to be easily distinguishable from those of other hotels. The director's concern has to do with the of the property's advertisements

d. consistency

3. A bridge statement is often used in the opening of a personal sales call. The purpose of a bridge statement is to:

d. lead into the main body of the presentation.

7. After conducting market research, the next step in developing a marketing plan is to: a. set marketing objectives. b. implement action plans. c. analyze the competition. d. select target markets.

d. select target markets.

wich of the following convention service staff positions is typically responsible for servicing small meeting groups and for assisting the convention service manager(s)?

d. the convention coordinator

1. All the following positions are likely to be number of banquets, meetings, and complex setups except: expected at a pre-convention meeting for a large convention with a

d. the director of human resources.

6. Roosevelt is designing the filing system in the sales office of a new hotel. Several of the newly hired salespeople indicated that they dislike having to know the exact name of a prospect to find the prospect's file. Which of the following filing methods would best address the sales team's concern? a the numerical method b. the alphabetical method c. the SOP method d. the keyword-of-title method

d. the keyword-of-title method

4. A certain small group books a meeting at a hotel that will be held in the third week of Octobera period of traditionally very high occupancy for the hotel. Which rate did this group most likely receive?

d. the rack rate

4. Hotel chain operations are some of the most efficient in the convention field, and their role is expected to continue to grow. An important reason for their success is their: a. use of independent hotel representatives b. abandonment of marketing plans. c. rule that every meeting at every property must be booked separately. d. use of corporate sales staffs in regional sales offices

d. use of corporate sales staffs in regional sales offices

4. Perry is a part-time salesperson at the 85-room Sun and Surf Hotel. The Sun and Surf Hotel is a beachfront hotel in a warm region. It has a single large meeting room, which has a capacity of about forty people and has high-tech audiovisual equipment. There are four smaller meeting rooms been researching a nearby company that has 2,000 employees nationwide found a list of meetings it typically holds each year. All of the following sound like meetings for which Perry connected to the large one. Perry has (10% are salespeople), and Perry has could solicit business from this corporation except:

typically this a. the national sales meeting. b. the quarterly management meetings. c. line-level training seminars. d. management training seminars.