HRTM 364 - EXAM3/FINAL (STUDY ALL)

5 Contract Rules:

- A clear plan (needed, wanted, given up) - Alternative location and service provider - Be specific and thorough (F&B prices will be guaranteed 12-18 months out;F&B prices will be guaranteed 12 months prior to the meeting) - Spell out every changes in the contract/addendum - "Dates, rates, and space - you can only have two"

Transportation:

- Availability of free downtown public transit - Choosing a destination & venue with food public transit - % of hybrid vehicles used

How to prevent Greenwashing?

- Be aware, knowledgeable, and not afraid to ask questions. - Meeting planners' careful investigation on venue, back of the house tour (kitchen area). - Develop a checklist to verify all green products and services are verified, certified, and credible

Why go green?

- Cost savings - Meeting expectations of stakeholders and attendees - Community support through donations - Creating competitive advantage and reputation - Educating and influencing long term sustainable behavior with exhibitors, decorators, and attendees

How to go green?

- Develop professional implementation strategies - Establish environmental standards (Ex. Green Hotel Association) - Use technology - Choose a local destination, reducing carbon footprint - 3 R: reduce, reuse, and recycle - Use of dispensers, instead of individual packets/bottles - Eat local; use local flowers & plants for decoration - Save energy using automatic control system

Communication/Expositions:

- Electronic communications - Recycling badge holders - Meeting app - Use of environmentally friendly booth materials

Offer Termination:

- Expiration of specific time - Expiration of reasonable time - Specific revocation by offeror

How to identify Greenwashing/ 6 Sins of Greenwashing?

- Hidden Trade-off - No proof - Vagueness - Irrelevance - Fibbing - The lesser of 2 evils - Worshipping false labels

Accommodations:

- Linen/towel re-use programs - Recycling programs

Catering/F&B:

- Local sourcing - Composting - Left over food donated to local food bank. - Increase fair trade products

Arbitration:

- Means of settling disputes without courts - Designed for quick, practical and inexpensive settlements - Either party can utilize lawyers - Minimum of pre-trial procedures - Parties also agree that results are binding and cannot be appealed to a court of law

Goals of Green Meetings:

- Minimize greenhouse gas emissions & natural resource consumption - Adapt demand to local supply - Avoid waste generation and reuse/recycle remaining waste - Protect biodiversity, water, air and soil resources - Allow the local community to benefit economically, socially and environmentally - Encourage local sustainable development Increase the awareness of sustainability issues among participants, staff, service providers and the local community

What do you need to know about the property?

- Mix between transient/individual and group business - Seasonal fluctuations can be driven by outside factors - Arrival and departure patterns - Primary source of hotel revenue is sleeping rooms (67%) - F&B is the second largest source (25%) - Rack rate is the published room rate - Most properties use yield management program methods - The process of making frequent adjustments in the price of a product in

Essential Elements to A Contract

- Offer by one party - Acceptance of the offer as presented by another party (contract signed) - Consideration (price negotiated and paid)

Common MISCONCEPTIONS employers have about FLSA's over time:

- Only hourly employees are eligible (And not those on a regular salary basis) - Overtime pay can be avoided by giving employees compensatory time off instead - Overtime need only to be paid to those who receive advance approval to work more than 40hrs a week

4 Tips from the Green Meeting Council Video:

- Paperless technology - Reduce, reuse recycle - Establish a policy - Eat green

Venues:

- Recycling program - Environmentally friendly products - LEED certified building

Recovery includes:

-Paying insurance claims for losses suffered by organizer - Actions to overcome any bad press, upset members or exhibitors

ASTM/ APEX Green Meeting Standards cover what 9 areas?

1. Accommodations 2. Audio/Visual 3. Communication 4. Exhibits 5. F&B 6. On-site office 7. Destinations 8. Meeting Venue 9. Transportation

11 Opportunities to Go Green:

1. Create Standards 2. Use Technology 3. Reduce, Reuse, Recycle 4. Chose a Local Destination 5. Volume Up 6. Eat Local 7. Decorate with Nature 8. Use Paper Wisely 9. Save Energy 10. Inform Everyone 11. Sources

10 Tips for Contracts

1. Don't be afraid to ask for what you want. 2. Aim high and expect the best outcome. 3. Shut up and listen. 4. Do your homework. 5. Focus on the other side's pressure, not yours. 6. Always be willing to walk away. 7. Show the other person how their needs will be met. 8. Don't be in a hurry. 9 Don't give anything away without getting something in return. 10. Don't take the issues or the other person's behavior personally

4 Stages of Risk Management:

1. Preparedness 2. Mitigation 3. Response 4. Recovery

4 Methods of Dispute Resolution:

1.Privately / informally (business-like way that encourages continued relationships) 2. Give up possibility of reaching a solution and walk away from the problem 3. Go to court and sue 4. Resolve the dispute through other means

An agreement between 2 parties that details the intention to or not to do specific things is:

A contract

Carbon Footprint is:

A measure of the impact human activities have on the environment due to the release of greenhouse gases (measured in units of CO2)

Contract is:

Agreement between 2 or more parties consisting of a promise of mutual promises that the law will enforce

Types of Contracts Examples:

Agreement with hotel / trade show facility, Ancillary services, Temporary employees, Security, Audio / visual equipment, Destination management (e.g. tours and local transportation), Entertainment, Outside food and beverage, Exhibitor services / decorating, Housing bureaus, Travel agencies, Airlines, and Rental car companies

ANSI:

American National Standards Institute

ADA:

Americans with Disabilities Act

ASTM:

An ANSI certified international standard development organization

Going Green

An action to curb harmful effects on the environment through consumer habits, behavior, and lifestyle

ISO 20121 is:

An international management system standard designed to help MEEC organizations improve the sustainability of their events

Offeroer:

An offer proposed to them after negotiation (Hotel or other venue)

What is Greenwashing?

Any misrepresentation that leads the consumer to believe that their policies and products are environmentally responsible, when their claims are false, misleading or cannot be verified

Event planners must determine the extent to which _____ have ______ and make reasonable efforts to accommodate the special needs at _____ _______ to the attendee.

Attendees, Disabilities, No Cost

3 Major Provisions are:

Attrition, Cancellation, and Termination

Technology used at events to poll attendees is:

Audience Response System

Sustainability:

Broader Implementing and executing a plan to save resources while improving performance

LEED (Leadership in Energy and Environmental Design)Levels:

Certified (40-49 points), Silver (50-59 points), Gold (60-79 points) and Platinum (80+).

Green Sheen

Companies that are making a concerted effort to show that they are adopting green practices (regardless of whether it's true)

3 options of Preparedness and Mitigation:

Contracts (narrow or shift liability to responsible party or specify damages) Insurance (shifts some liability to insurance company) Security (hiring security guards mitigates risk of injury or loss)

What agreement must legally be in writing?

Contracts for the sale of real estate, lease of real estate, and that won't be performed with 1 year of agreement

"Statute of Frauds"

Contracts must be in writing - Contracts for the sale or lease of real estate - Contracts that are not to be performed within 1 yr of agreement

Complex Response is:

Coordinating evacuation and providing first aid

Offeree:

Counteroffer ("I accept, with the following addition") Meeting sponsor

Certification in Green Meetings & Events (CGME)

Designed to assist meeting professionals with all stages of the meeting planning process in a way that promotes social and environmental responsibility

EPA:

Environmental Protection Agency

City Scorecard ranks cities according to:

Environmental programs that are administered by the local CVB, convention center, and hotels offered in the city's conference package

The Green Movement started in the 1960s with:

Environmentalists advocating the sustainable mgmt. of resources and protection of natural environment

Planners conduct post-event surveys to:

Evaluate the event

What is parol evidence?

Evidence of an oral agreement

Your green efforts are measured by _____ _____ scorecard.

Green City

GMIC:

Green Meeting Industry Council

Part of Response is:

Having a risk team ready to respond after incidents

Ethics in MEEC

How someone responds is culturally and personally based

Not all contracts have to be ________ to be enforceable.

In writing

Who wrote about the term "greenwashing" in his essay?

Jay Westerveld in 1968

What does LEED stand for?

Leadership in Energy and Environmental Design

ASCAP - American Society of Composers, Authors, and Publishers BMI - Broadcast Music, Inc.

Membership organizations that represent individuals who hold the copy right to approx. 95% of the music written in US

RPF -> ___________ -> Contract

Negotiation

Offeror cannot impose an agreement on other party by stating that contract will be assumed if:

No response is given by a specified date

Companies may be spending more money to _______ ___________ rather than the actual green efforts.

Notify Customers

What is a "green meeting"?

One designed, organized and implemented in a way that minimizes negative environmental impacts and leaves a positive impact for the host community

Main Goal of Recovery is:

Organization can survive financially and through public relations

What is the triple bottom line?

People, planet, and profit

Termination/ Act of God Clause

Permits either party to terminate the contract without damages if fulfillment of the obligations imposed in the agreement is rendered impossible by occurrences outside of the control of either party

Not everything is in control of the _______.

Planner

Association Professional Liability (APL)

Policies protect the organization and its officers, directors, staff, and volunteers against personal liability arising from their official actions Covers the organization as an entity and the individuals

Negotiation

Process by which a meeting planner and a hotel representative reach an agreement on terms and conditions that will govern their relationship before, during and after a meeting, convention, exposition or event

Comprehensive General Liability (CGL)

Protect the organization against personal injury claims and loss or damage to the insured's property as well as the property of others

Exhibitors Liability Policies

Provide protection to the organization for damage caused by exhibitors

Cancellation:

Provides for damages should the meeting be canceled for reasons other than those specified, either in the same clause or in the termination provision

Attrition:

Provides for the payment of damages to the hotel when a meeting organizer fails to fully utilize the room block specified in the contract

Third Party Certifications Examples

Pure Food & Drug Act (PFDA) - assure the public of safe food products Consumer Product Safety Commission (CPSC) - requires full disclosure of any health hazards linked to chemicals used in household products

Simple Response is:

Sending an accouncement

People and organizations must behave ethically with sensitivity toward ____, ______, _____, and ______ issues.

Social, cultural, economic, and environmental

Event Cancellation Policies

Specialized form of protection, insuring against unforeseen circumstances (labor disputes, weather or damage to meeting facility)

Examples of Experiential CSR:

Stop Hunger Now, American Red Cross, Clean the World, The Community Footprints Program

Going green is a by-product of ______.

Sustainability

APEX:

The Convention Industry Council's Accepted Practices Exchange

What is Corporate Social Responsibility (CSR)?

The continuing commitment by business to behave ethically and contribute to economic development while improving the quality of life of the workforce and their families as well as the local community and society at large

Disputes occur due to:

The disagreement to individual rights and obligations or unsatisfactory performance

Parol Evidence:

The evidence of oral agreement in limited instances where the plain meaning of words in the written document is in doubt

Federal Fair Labor Standards Act (FLSA) - 1938

The law that prescribes a minimum wage for a large segment of the working population

Risk Management is:

The process of assessing, analyzing, mitigating, monitoring, and controlling risk

Intellectual Property

The right of the authors of "original works of authorship" includes literary, dramatic, musical, artistic, etc.

Carbon Footprint Calculator

Total amount of carbon emissions generated by all meeting participants by checking types of transportations they use

Which is incorrect about effective event website design:

Use a one-way communication strategy

___ completely immerses users in another location and occludes the users' natural surroundings.

Virtual Reality (VR)