RTM 424 FINAL STUDY SET

Foreign work permits can be expensive, sometimes running in excess of _________ per permit

$300 to $500

Which of the following questions should be considered while planning the Risk and Safety Factors?

- A back-up plan for outdoor events if the weather turns nasty - A proper licensing for any special activities (like fireworks) - A plan for medical emergencies should an accident take place during the event.

Which of the following location examples do not fit the goal?

- A fun interactive event does not work well in an aquarium, office, or yacht - An elegant affair is not best in a warehouse, sports complex, or a dilapidated airplane hanger - A Harley Davidson revel is not best in an art museum.

When disaster strikes you must:

- Assess the situation - Protect everything within the event - Decide whether to continue or hold the event.

Which of the following states the advantage of hiring an agency?

- Can provide creative recommendations for specific types of acts -Saves time in sourcing entertainment - Can distill good acts from bad acts

Which of the following needs to be measured during a site inspection?

- Doors - Rooms - Ceiling

When it comes to your vendor and venue, you should provide all vendors with a site map indicating:

- Emergency Pathways - Emergency Evacuation Assembly Point - Location of Amenities

You must ensure that the vendors have the following:

- Food vendors should hold appropriate food/license/permit, and that license should be displayed in some form. - If alcohol is to be served, an alcohol license must be obtained and displayed. - Make sure all vendors have appropriate insurance.

Samuel is now working on the Food and Beverages for the event. What do you think are the key aspects that he needs to consider?

- He needs to determine the time of the event - He needs to know what types of food needs to be served - He needs to consider dietary restrictions

Robert has planned for an event and does not want to have a bunch of no shows. What do you think should he do?

- He should assign the RSVPs to either one person or group of people (i.e., managers, volunteers, etc.) - He should follow up with a personal phone call or electronic communication to each guest on the RSVP list at least a week before the event. - He should remind them about the event even if they have RSVP'd, or as them why they have not.

Phil is organizing his booth for an upcoming tradeshow, what do you think will be required for a successful event?

- Highly motivated people manning the booth - Aesthetic booth display - Incentives to visit the booth

Which of the following demonstrates leadership during a disaster?

- If an evacuation is necessary, you and your staff should be trained and prepared to direct it. - Self-evacuations can be chaotic and dangerous. - Direct attendees to a predetermined location and maintain calm.

Which of the following questions do you think must be asked during your inspection?

- If it is an outdoor event, are there lots of bugs at night at this location? - Are there any issues with plumbing? Are all restrooms in working order and regularly cleaned? - Is the surrounding area safe at night?

Which of the following could be a common budget mistake that you could make?

- Ignoring the objective - Using guesswork - Failing to consult all stakeholders

George must know the following factors while he organizes an incentive program event

- It is designed to reward exceptional achievement, usually a sales or service-oriented goal. - It must have a healthy budget, as these are top-notch events and trips - It is usually better to provide a shorter trip than a longer one.

The term "production" for an event is the all-encompassing equipment and staff required to support entertainment acts, meetings, and large-scale special events. This includes elements such as:

- Rigging, power, and staging - Lighting, video, and audio

Which of the following will the fire marshal be most concerned with?

- Risk of fire-causing substances - Number of people in the event space - Ability of attendees to exit in case of emergency

What should you do before booking an act if possible?

- See them before you book them - Rely on a professional agent - Get references

Rachel starts working on Step 2- the budget for her client. What do you think she must pay attention to while working on the budget plan?

- She should create a line item budget of expenses and revenue. - She must be aware that budgets can fluctuate, be prepared to explain them to the client. - She should create a list of all things you want for the event with categories and line items underneath each category.

What are the components of a contingency plan?

- Signage should be clear - Ensure that all doors labeled as emergency exits are located where expected and functional - Know the location of extinguishers and alarms

The outdoor event permits must specify:

- Stage Location. - Type of emergency services on site. - Proposed route for emergency service vehicles.

Ruth wants to ensure she does her best in providing exceptional client service. What do you think she should/can do to fulfill the service?

- Take an industry professional/mentor to lunch or dinner and share insights - Invest in new courses as they become available - Attend as many functions as possible (e.g., arts exhibits, theatrical performances) to gather ideas and spur your creative side.

What are the factors that comprise an Employee Recognition Event?

- The company recognizes employees for their hard work and presents an award to the, for outstanding achievement - Coworkers, spouses, and guests often attend these types of events - Dinner, beverages, and entertainment are usually part of this event.

While working on a green event you must always ensure that you reduce:

- Water and energy usage - Waste and greenhouse gas production - Limit impact on biodiversity

After you have confirmed the guest list what should do next?

- You must have a Guest Check-In - Create guest credentials or conference name badges can serve as their identification and verify that they are supposed to be there. - Create an accurate, detailed list of the invited attendees.

Labor is based on how long it takes the vendor to get the item(s) delivered, installed, set up, and tested. What other factors should you consider during this process?

- You must keep waiting times to a minimum; you are still being charged! - Always remember that items that are suspended from the ceiling go in first and come out last.

Esther is in the process of preparing a proposal for her clients. What do you think are the key aspects that needs to be included while drafting the proposal?

-It should have a catchy and descriptive event title - It should include an exciting blurb -It should have a body filled with real photos

The 3 factors of providing entertainment are:

1. Determining your entertainment 2. Finding/booking your entertainment 3. Producing your entertainment

The three most important things to know when selecting your entertainment are:

1. Knowing your audience 2. Understanding the goal and the vibe you are trying to create. 3. Knowing if the entertainment works in your venue.

Venue

1. Site or destination of meeting, event, or show. 2. Location of a performance, such as a hall, a ballroom, or an auditorium.

3 elements of the sales proposal:

1. The event title ties the look, feel, and goal into a title that clearly identifies the event. 2. The blurb is a paragraph or two at the beginning of the proposal explaining the overall feel or vibe of the event. 3. The body of the proposal should include easy-to-read, clear, and definitive descriptions, with the quantity of all the items to be provided and photos of that exact item(s)

Fire apparatus roadways shall be ______ feet wide with _______ vertical clearance capable of supporting the imposed load of fire apparatus.

20/13'-6"

Guestrooms control book:

A book or computer program used to monitor guest-room allocation to groups.

Zero-based budget:

A budget that starts at zero and requires planners to justify expenditures for each activity.

Mailing list

A collection of names and addresses of past and potential customers to which mailings are directed. Generally maintained on a computer.

Computer-assisted design (CAD)

A computer program that allows meeting planners to graphically implement meeting room designs and layouts.

Self check-in, self check-out terminal

A computerized kiosk system, usually located in the hotel lobby, that allows guests to review their registration information and receive their room keys at check-in. At check-out, they can review their folios and settle their accounts with the credit card used at check-in.

How is the computer used to facilitate the communication of meeting details?

A computerized system allows the creation of a number of forms. It can be tailored to specific servicing needs. Database management programs provide meeting information stored in the computer to be isolated, manipulated, or sorted to answer specific requests. A computerized system allows the creation of a number of forms. It can be tailored to specific servicing needs. An ultimate electronic resume software combines room block information, BEO information, and department information in one document.

Event Specifications Guide (ESG)

A concise document, prepared and authorized by the meeting planner, detailing specifics of a meeting or other event. ESGs include activities (by day, time, room, setup, and special requirements), complimentary room assignments signature authority and other important details. The ESG, which encompasses the full operation of the event, is shared with all key individuals. Also called staging guide or a specifications guidebook.

Citywide convention

A convention which, because of its size or special requirements, requires accommodations at several hotels for its delegates.

Capacity Chart

A diagram that details the specifics of a meeting room, including the name of the space, the dimensions of the room, and the room's capacity in various room setups, including classroom, rounds, boardroom, and so on.

Reader file:

A file containing copies of internal and external correspondence generated by a salesperson. Useful for reviewing the performance of the sales staff.

Working File

A file set up as soon as a booking is definite, containing information relevant to the event.

Advertising agency

A firm that provides advertising and marketing services to clients. Types of advertising agencies include full-service agencies, a la carte agencies, creative shops or boutiques, and media-buying services. Ad agencies may be paid by receiving a commission from the media or a predetermined fee from the client.

Resume questionnaire

A form on which meeting planners answer questions relating to the upcoming event. Having detailed information readily available reduces the need for frequent contact with the meeting planner and assists hotels in preparing for both the pre-convention meeting and the event itself.

Resume

A form providing a comprehensive overview of the entire convention program. Sent to the various hotel departments involved in the event, a resume provides specific instructions to the staff for servicing the event. Resumes include a summary of all group activities, billing instructions, key attendees, arrival and departure patterns, and other relevant information. Also called a specification sheet.

Banquet event order (BEO):

A form that provides a detailed breakdown of a single event. The banquet event order generally serves as a contract for the client and as a work order for the hotel's departments. Also called a function sheet.

Fax on-demands

A function that provides an immediate response to information requests via fax transmission. In most cases, information is requested through a toll-free number.

Broadcast fax

A function that transmit fax messages to a large number of pre-selected recipients.

Local host

A group of local people that carries out the strategies and policies established for the organization of an event held in their geographic area. Also called an organizing committee.

Panel

A group of persons who discuss before an audience a topic of public interest.

Competitive set:

A group of properties that are the most important competition for a hotel in a given market.

Walk-in

A guest who does not have a reservation but requests accommodations at a hotel. Also called transient business.

24 hour hold

A hold on a meeting room that gives the group sole, continuous access to the room 24 hours a day. Typically requested when the group wants to keep the existing setup for that can't be torn each day.

Octagonal Setup

A hollow setup using eight tables whose upper left corners are in close proximity to the upper right corners of the next table. Seating is on the outside only.

Revenue center

A hotel division or department that sells products or services to guests, thereby directly generating revenue for the hotel. Also called profit centers, these may include food and beverage outlets, room service, retail stores, recreational facilities, and other services, such as laundry services and valet parking.

all-suite hotel

A hotel in which every room is a suite, with a bedroom and living room, catering to business travelers. Since meeting space is limited, these hotels are good for board meetings, small training meetings, and meetings for smaller groups. They also appeal to groups that include families as they create their own sleeping space and create their own meals.

Key personnel roster

A list of hotel personnel who are available to the meeting planner to help service the event.

Rooming list

A list of the names of attendees who will occupy the previously reserved accommodations. Submitted by the meeting planner, it is also called a housing list.

Food and Beverage Mins

A lower limit or threshold above which a group agrees to spend on food and beverage during their event.

The marketing plan should cover what time frame?

A marketing plan should cover a three-year period to be most effective.

Congress

A meeting featuring much back and forth discussion, generally led by panelists or presenters. Two or more speakers might take opposing sides and address the audience rather than each other, and there is a moderator.

Post-convention meeting (post-con):

A meeting held after the completion of a meeting or convention to evaluate the forecasting and planning that preceded the convention and the hotel's performance during the event.

Hybrid meetings

A meeting or event, such as a trade show, that combines a "live," in-person component with a "virtual" online component. Hybrid meetings offer the advantage of bringing the event to members who cannot be there in person and enable the event to be shared with members at a number of locations.

Cooperative advertising

A pooling of marketing dollars by several tourism businesses for promotional purposes in order to increase market impact and/or reduce costs.

Press release

A prepared statement, usually one or two pages, released to the news media regarding a hotel, one of its products or services, an individual, or a special event. Designed to be newsworthy, a press release can be "For immediate release" or prepared to be released at a specified time or date. Also called a news release.

Brochure

A printed folder containing descriptive or advertising material; rack brochures, tent cards, key rings, matchbooks, postcards, and video brochures.

Third party housing company

A private company that is contracted to manage the housing of convention delegates.

Trade magazines

A publication, such as Financial & Insurance Meetings, magazine, that targets a specific industry or profession.

Lectern

A reading desk used to hold the speaker's papers. Either rests on the floor (full size) or on a table.

Tickler file:

A reminder to make an important call, follow-up visit, or other sales activity on a particular date. Previously filed on index cards, these reminders are now entered into computer systems or stored in mobile devices.

Credit card guaranteed reservation

A reservation made by credit card that assures the guest that a room will be held until check-out time of the following day of arrival. The guest guarantees payment for the room, even if it is not used, unless the reservation is properly canceled.

Cutoff date

A reservation made by credit card that assures the guest that a room will be held until check-out time of the following day of arrival. The guest guarantees payment for the room, even if it is not used, unless the reservation is properly canceled.

Strategic Meetings Management

A return on investment program implemented by corporations to bring accountability, consolidation, collaboration, and cost-consciousness to the meetings management process.

Reception style

A room setup designed to encourage the flow of traffic to enable participants to mix and mingle. Usually consists of high-top tables placed throughout the room, and limited or no seating is provided (if chairs are used, they are usually placed along the perimeter of the room).

Pod seating

A seating setup with two long rectangular tables facing each-other and three chairs on each side and one at one end (the open and should face the presenter). Best used for small group discussions as well as presenter interaction with small groups.

Video brochure

A short video (typically four to six minutes) that presents a property's products and services and is designed to be viewed off-site.

Landing page

A single website page that is reached via an Internet search or a link on a website or a social media page. Most hotels have multiple landing pages to ensure optimum search engine results.

Boutique Lifestyle Hotel

A small, trendy hotel typically known for its unique architecture and decor. Frequently bought out by meeting planners to ensure privacy, attentive service, and a unique experience for meeting attendees. They have a hip vibe appeal and they allow a planner to book an entire hotel so the group has privacy. Their meeting furniture can easily be moved to the lobby or the rooftop.

Mobile app

A software application designed to run on smartphones, tablet computers, and other mobile devices. Hospitality uses include apps to keep a meeting planner in touch with the hotel's staff during an event and apps that display additional information regarding menu items and beverages.

Day package

A special package created for groups that will be utilizing the hotel only during daylight hours. A day package is often the most economical option for meetings that do not require overnight accommodations, as they typically include a single price per attendee for the entire day - the price is inclusive of all food and beverage, rather than having meals and breaks broken down.

Publisher's statement

A statement by a publisher that includes information about circulation (broken down by paid subscriptions, number of copies available at newsstands, circulation of regional editions, and so on), subscription rates, advertising rates, mechanical requirements for ads, and deadlines for submitting ads.

Positioning:

A strategy to develop a business's product and service as distinct in the minds of consumers. Positioning attempts to distinguish a firm from any of its competitors.

Head table

A table, often elevated on a dais or stage, used to seat VIPs, speakers, and other dignitaries.

Yield management:

A technique used to maximize the revenue/profit of the hotel by basing prices for guest rooms and banquet space on supply and demand.

Site inspection

A tour of the property conducted by the representatives of the association or corporation in order to determine whether the hotel is suitable to host the meeting/event.

Media buying service

A type of advertising agency that does not offer creative services but instead specializes in purchasing print space and radio and television time for their clients.

Gantt chart

A type of bar chart, developed by Henry Gantt in the 1910s, that illustrates a project schedule.

Exhibition

A type of meeting used for display, usually by vendors of goods and services and has a built in audience since it is held as part of a convention.

Logo

A unique trademark, name, symbol, signature, or device used to identify a company or other organization. Used in advertising, for promotion and for image building.

Institute

A usually brief intensive course of instruction on selected topics relating to a particular field.

Angled hollow square

A variation of a hollow square setup, with seating on one side of four sets of double tables angled by placing a single table between each set.

Mobile optimized website

A website that is designed specifically for a smartphone or a tablet. Navigation is efficient, with quick loading and the capability to display content on the smaller screens of mobile devices.

Clinic

A workshop style meeting where attendees often learn by doing.

Marketing plan

A written guide detailing sales, advertising, and promotion programs used to attract business to the property's revenue centers.

Barrier free

Absence of obstacles preventing handicapped persons from moving freely to all public areas within a building.

At the end of your proposal, you should typically offer this to the client:

Add-on options for their event.

Print advertising

Advertising appearing in print in such media as newspapers, magazines, and directories.

Which of the following suits an adrenaline junkie planner?

All of the above; Embraces a Challenge Not affected by pressure or stress Often have new and innovative ideas.

Which of the following does not include the critical factors to success?

All of the above;Clear Concise Communication, Listen more than you talk, Watch your tone

Which of the following things can you do to improve your communication skills as an event planner?

All of the above;Listen more than you talk Watch your tone Pay attention to non-verbal

Basic Banquet Tables

All tables 30" in height - 8 Foot (8' by 30") - 8 Foot Classroom (8' by 18") - 6 Foot Classroom (6' by 18") - 3' x 3' - Crescent (6' x 30") - Quarter Round (30" x 30") - 72" Round - 66" Round

Peter is generally supportive, dependable, loyal and easy going. He hates dealing with impersonal details and cold hard facts. He is quick to make a decision and is a warm person. What do you think is his behavioral type

Amiable

SMERF groups

An acronym for the nonprofit organization market segment made up of social, military, educational, religious, and fraternal groups.

Banner ad

An ad placed on another firm or organization's web page, such as the site, banner ads are the dominant form of web advertising.

Pop-up ad

An advertisement that opens in a new window over content current being viewed, partially or totally obscuring the content. Considered annoying and intrusive, pop-up ads are prohibited on the Google search engine.

Pop-under ad

An advertisement that opens in a new window under the window in use. The ad appears after the content window is closed, so users are not interrupted while viewing content.

Room block

An agreed upon number of rooms set aside for members of a group planning to stay at a hotel.

Run-of-the-house rate

An agreed upon rate for all available rooms except suites. Generally priced at an average figure for group accommodations. Also called a flat rate.

Complete Meeting Package

An all-inclusive pricing plan (including lodging, all meals, and support services) offered at conference centers.

Housing assistance desk

An area used to provide services to convention attendees who have concerns about their reservations.

Exchange trade advertising

An arrangement in which the hotel exchanges rooms, meals, recreational amenities, etc. for advertising space or time. Also called reciprocal advertising, barter advertising, and trade-out advertising.

Early departure

An attendee who checks out of the hotel earlier than scheduled. A fee may be charged by the hotel to make up for lost business. Also called an understay or an early out.

Permission marketing

An email marketing campaign in which messages are sent only to those who have requested (opted-in) to receive specific types of information.

Competition Analysis

An evaluation of competitors in order to identify their strengths and weaknesses in comparison to your own. Part of the market research step.

Marketplace analysis

An evaluation of the environment in which the property operates. Assesses both opportunities and problems in the marketplace, and determines how they impact the property. Part of the market research step.

What is an independent hotel representative? What considerations are important in choosing an individual or firm to effectively represent your property?

An independent hotel representative are people that independent hotels frequently look to assist in their sales efforts. These firms, which usually have offices in major cities such as the US capital, Ottawa Canada, and Chicago, have their own portfolio of clients such as an extension of the independent hotel's sales office, much like the national and regional offices of the major chains.

Independent hotel representative:

An individual or firm that accounts as an addition to the hotel's internal sales staff.

Pay per click

An internet advertising option in which a publisher, usually a website owner, is paid a contracted amount each time an advertisement is clicked on. Also known as cost per click.

Creative Planner

An out of the box thinker A creative mind that often sees things others don't. A person who can change their mind often during the creative process. Typically, not well organized. Details can be overlooked.

Amy is a well organized planner and tends to take notes for everything. What could be her personality type?

Anal Retentive

Noah is technically sound and holds a personal reserve and emotional control. He is systematic and well organized. He appreciates his team when they present information in a logical manner. What do you think is his behavioral type?

Analytical

Pre-function space

Area adjacent to the main event room; used to assemble attendees prior to a function. Often used for receptions prior to a meal or for refreshment breaks during an event.

Sketch job descriptions for the various positions within the sales department? How will these vary between large and small properties?

As a Convention Sales Manager, he works in the marketing department within the sales and marketing department. His basic function is to review the marketing strategy along with the Director of Sales which will obtain maximum occupancy levels and average rate. The sales manager is responsible for sit convention group business related to the market segments as they relate to annual revenue projection. The sales manager will be the primary person for booking of long term convention group businesses, with long-term being more than six months out. The work he is supposed to do to perform is to initiate prospecting and solicitation of new accounts; manage current accounts to maximize room nights from the account in relation to the hotel to perform the aforementioned. The convention service manager is the intermediary between the promises made by the sales manager, the expectations of the meeting planner, and the execution of the event by the hotel operating departments. The immediate conclusion that can be drawn from the chart from the chart below is that this individual must be a good communicator, very detail-oriented, and tolerant of high degrees of stress during an event (pg. 81). The importance of a revenue management's role in sales and marketing becomes more important as the hospitality industry moves from yield management to revenue management. A revenue manager's role consists of simply analyzing booking patterns and making necessary adjustments/"crunch numbers" to compare performance from the current and previous years to tweak availability and rates; today's revenue managers are an integral part of a property's overall marketing effort. The roles that are apt to being a general manager are making a daily telephone call, stopping in during site inspections, going on sales calls to top accounts, and providing the "GM close." "The role of a director of sales is to work closely with other departments. The other departments that the director of sales works with the closest are convention services, banquets/catering, and revenue management. (pgs. 78-79)

The first step to planning the Event's design and flow is:

Assessment and Evaluation

Which of the following is the potential disaster caused by guests?

Attendees are heavy drinkers, elderly, or youth.

What is the relationship between no-shows, underdepartures, and overbooking?

Attendees who fail to check into their own hotel despite having a reservation are called no-shows. No-shows can either be guests who fail to attend a convention or guests who attend the event but do not use the rooms booked in the group's block. Under Departures are when guests decide to stay another day and when there are not enough rooms available booked for other business. Overbooking is when the hotel has committed more rooms than what are actually available for use (usually due to anticipated no-shows).

One of the most important things to remember about galas is ____________

Balance

Hold all function space

Blanket holds on all available space in facility without specific meeting or function rooms named.

While planning for the event, Keisha created an environment to have the customer sample a product or service in order to drive awareness. What type of event do you think she is organizing?

Brand-To-Customer Event

__________ are small but a mighty marketing tool.

Business cards

What are CSR activities? How do they benefit attendees and the community?

CSR (Corporate Social Responsibility) activities are a growing number of companies that are focusing on contributing to their host community while building bonds among attendees. Most meeting planners that are successful use CSRs. CSRs were put in place because of criticism over corporate excesses, meaning profits while people suffer. Meeting planners will set up programs that partner with nonprofits like working at Food Kitchens for poor people, cleaning up trails at National Parks, or building homes or bicycles for needy people.

Large Motor and Motor Hotels

Can be an option when a number of attendees are in driving distances of the number of the meeting sights. Most of these properties can handle small properties and can handle on-sight restaurants or adjacent restaurants for small food functions.

Ideal components for good acoustics would be:

Carpeted floors, carpeted walls and insulated ceiling

Auditorium theater style

Chairs set up in rows facing the head table, stage or speaker. Number of Aisles may vary. Some variations are V-setup and semi-circular.

45 minutes into your event, everything is going well. People are flowing in nicely, the vibe is good, the weather is perfect, and everyone is eating and drinking. Then the caterer tells you that they are about to run out of food. Half of the people haven't even arrived. What should you have done to prevent this?

Checked the RSVP and confirmed the number of guests attending the event prior to giving the caterer the guarantee.

Rounds

Circular banquet tables, usually 60 inches (152 centimeters) in diameter (also available in 66-inch and 72-inch and 168-183 centimeter sizes). The 60-inch diameter table provides place setting for up to 8 people; the 72-inch size for up to ten people.

What are some sources for locating associations?

Cities like Washington DC, NYC, Chicago, Austin, Indianapolis, LA, Milwaukee, Oklahoma City, Philadelphia, and Richmond in the USA are high sources for locating associations. In Canada, sources for association businesses are generally found in Ottawa and in the capitals of the provinces (page 142).

Walkable cities

Cities that offer hotels, dining, shopping, cultural activities, and entertainment in close proximity to the meeting site. Choosing a walkable city not only stimulates attendance, it also cuts costs by eliminating the need for bus or shuttle services.

Refresh the meeting room

Clean a room after or between meetings (refilling water pitchers, changing glassware, and other general housekeeping).

This principle considers the needs of the guests and the client's goals in a collaborative environment to achieve the best results.

Collaboration

What factors are taken into consideration to ensure the smooth check-in and check-out of a convention group?

Computer technology has made it easier for hotel front desk staff to register meeting attendees quickly. Self-check-out terminals appeal to attendees who are familiar with kiosks and airports and it is common for hotels to offer kiosks with 32 inch touchscreen as well as the option to select additional services such as a daily newspaper, laundry, or valet services, a reservation in the property's restaurant, or reserve a cabana at the pool. Additional kiosks are located near elevators or meeting rooms to enable guests to get replacement key cards without having to walk to the front desk. If extending checkout times is not possible, attendees should be asked to check-out by or before the established check-out time and arrangements should be made to store their baggage until departure time.

How has computer technology changed the sales office? How is automation being used to enhance the sales effort?

Computer technology has positively changed the sales office. Automation is being used to enhance the sales effort because with advanced technology, it can make it easier for people in the sales office to keep track of the progress in sales being made in a business.

_______ are air-pressurized tubes that shoot confetti and streamers out over your guests.

Confetti cannons

The Eight Traits of a Successful Event Planner

Confident Creative Resourceful Logical Organized Outgoing Calm Business savvy

Eyebrow pattern seating

Contains two rows of five chairs each that face each other in a crescent shape. It is an ideal formation for sensitive conversations, debates, in-depth conversations, or viewing a video presentation or film, as attendees can engage with each other without having to move around.

Attrition clause

Contract wording that outlines potential damages or fees that a party may be required to pay in the event that it does not fulfill minimum commitments in the contract.

Trace the procedures used to service a citywide convention. Describe the forms used.

Convention and visitor bureaus provide the service only when multiple hotels are used. When a group contacts the CVB, the CVB sends out a bid-sheet to hotels to check the availability of requested types of rooms during the group's dates. Hotels can return their bid-sheet to CVB and include a cutoff date for reservations. The CVB presents the bids to the sponsoring organization which chooses a host hotel and at least one overflow hotel. Rooms are assigned on a first come, first served basis and the CVB sends reservation confirmations to the registrants. The CVB prepares a reservation housing report that is sent to the hotel sponsoring organization to enable them to stay on top of group room block pickup.

What individuals in the association make a site selection decision?

Convention management companies, committee chair people, and the association president in the association make a site selection decision.

Why are conventions extremely important to associations for financial reasons?

Conventions are extremely important to associations financially because conventions are the association's largest source of revenue besides dues.

What three classifications of groups hold meetings and what groups hold meetings and what are the characteristics of each?

Corporations, associations, and nonprofits.

John generally has the ability to see things others do not, can think way out of the box, and may have a challenge with punctuality. He also is not great with minutiae details. What could be his personality type?

Creative

serpentine

Curved, S-shaped tables that make a sake form when placed together.

Josh helps his clients in hosting an event to thank their customers for their patronage and loyalty. What kind of event do you think it is?

Customer Appreciation Event

No-shows

Customers who made reservations but do not show up at the hotel and did not cancel their reservation before the hotel's cancellation deadline.

Release date

Date when the hotel or conference facility will require the meeting planner to designate final space needs and release an unneeded space back to the facility.

_________ applies to anything that can be used to enhance the look or feel of an event space.

Decor

_________ defines the event's decoration in a cohesive way, within the client's budget

Decor

Why is direct mail an effective tool for reaching meeting planners? What are the elements involved in an effective direct mail campaign?

Direct mail is an effective tool for reaching meeting planners because direct mail advertising can be used to screen prospects, follow up on advertising leads, and make a printed sales presentation in great detail to many prospects at once. At far less cost for print and broadcast advertising. The elements involved in an effective direct mail campaign are a good mailing list, several directories and a number of publications that supply the names, addresses, and phone numbers of most association, corporation, incentive, fraternal, and other meeting planners.

Sales

Direct selling efforts through face-to-face calls, telephone calls, and mailings.

When an event involves training or classes, timing of the learning modules is an important consideration. Time to rest, eat and mingle should be included.

Distributed Learning

Before determining the location, which of the following question must you answer?

Does it fit the goal and budget?

Jonah always works on remaining objective and controls his team and tells them what needs to be done. He is very practical and his focus is on getting results. What do you think is his behavioral style?

Driver

You must always conduct __________ before and during the event.

Due Diligence

Email

Electronic mail messages sent via computer.

Describe elements of a "green meeting."

Elements of a "green meeting" are using less paper by employing electronic means to convey information, choosing recyclable products, and using meeting rooms that are built using natural materials and environmentally friendly lighting. Water efficiency and conservation efforts include conservation practices for linens, the installation of water-efficient toilets and shower heads, and the use of recycled water for landscaping. Sustainable food practices include the increased use of organic and locally grown food items, which reduces the amount of pesticides and fertilizers that harm the environment, and the amount of fuel used to transport food. Recycling involves the recycling of such items as glass, plastic, metal, paper, ink and toner cartridges, and grease. Composting of food waste, either on property or through an outside composting service, is a green practice that more and more hotels are embracing. Hotels should make staff members and guests aware of property conservation efforts to enable them to actively participate in recycling and other "green" programs at the hotel. For example, meeting planners should be made aware of options to reduce paper such as using electronic signs, online registration forms, and electronic note taking, document downloads, and surveys.

Deciding what type or types of act to provide, booking talent, and managing budgets are all part of the __________ planning process

Entertainment

Good _________ is the key to a killer event

Entertainment

The overall success and lasting impressions of your event hinge on you securing the right _________

Entertainment

________ are part of the contractual documents that go with name act performers to outline all the requirements of their production.

Entertainment riders

Which of the following can be potential issues with agents?

Excessive Mark up

What are exchanges, trade and cooperative advertising? What are the advantages and disadvantages of each?

Exchange trade advertising is an arrangement in which the hotel exchanges its services (rooms, food, beverage, use of recreational amenities) for advertising. Advantages of exchange trade marketing provides the opportunity to build relationships with media firms, but does require increased record keeping. Disadvantages of exchange trade advertising is that exchange trade advertising is not free, there is a cost to the hotel and the cost must be budgeted. Cooperative advertising provides a way to save on advertising costs. Benefits of cooperative advertising is that cooperative advertising can be used as a one-shot promotion or an advertising campaign that promotes services and attractions available in an area, and provides meeting planners with more information and options. It can be beneficial to your property. Alliances offer the advantage of consolidating efforts at a lower cost to each participant and these joint efforts may reach meeting planners who have not considered an alternate location. Disadvantages are that you will need to research the benefits of such relationships vs. results you could achieve on your own.

EIC stands for

Exhibit Industry Council

You must not cover the emergency _________ signs, unless approved.

Exit

In this principle, it asks you to consider the event from the perspective of the attendee.

Experience

What are the two keys areas needed for event planning success:

Experience and proper training.

Sarah is keener on her relationship with people than on the task itself. She always has great ideas but finds it a challenge to see the idea through to completion. She enjoys helping others and socializing. What do you think is her behavioral type?

Expressive

What factors must be considered in charging a group for meeting space? For assigning meeting rooms?

Factors that must be considered in charging a group for meeting space and assigning meeting rooms are the function room occupancy by meal period, types of functions, use of guestrooms by function groups, popularity of individual banquet menu items, sales revenue per square foot of function space, average banquet check by type of function, pattern of unused times and and days, average number of persons by type of function.

T or F? As an event planner you are the expert and you know what the best is.

False

T or F? Events very in size, nature and type, so all events do not require assessment, control and monitoring.

False

T or F? Experiential marketing is a form of marketing that does not focus on helping consumers experience a brand.

False

T or F? Impressing your clients, happens only after the event takes place.

False

T or F? Measuring elevators are not required during a site inspection.

False

T or F? Measuring the doors is not important during site inspections

False

T or F? When hiring entertainment, make sure that entertainment does not compliment the goal and but only compliments the audience.

False

T or F? If an evacuation is necessary, you and your staff should seek a trained professional among the guests to direct it.

False.

A ________ show is a common way to close or highlight an outdoor event, most notably a nighttime event.

Fireworks

Which of the following entertainment features fall under the WOW factor category?

Fireworks and Chinese Wish Lanterns

Multiple-association management companies

Firms that function as the executive and office staff for a number of associations.

Make sure lighting is adequate to ensure the safety of guests, you can have _______ on hand to assist as needed.

Flashlights.

The most popular type of centerpiece used is:

Floral arrangement

Which of the following are not the challenges faced by an adrenaline junkie planner?

Focus may have to be reigned in occasionally.

Why is follow-up so important? Describe three key times when hotel personnel commonly follow up on a meeting.

Follow up is important to show your commitment to servicing a group's meeting. Follow-ups should be dim after initial contact with a client and checking details increases likelihood that there will be fewer problems during the event. Frequent contact with the meeting planner and the staff is important to check to ensure that all is going well and reassures the meeting planner of your commitment to his or her group. A post convention meeting (post-con) should be held with the same people who met for the pre-convention meeting and should meet for an after the fact review of the convention.

Don't take chances with _________ permits. Just get them.

Foreign work

Bid sheet

Form used by local convention bureaus to obtain room commitments and prices from local hotels. The list is later forwarded to the meeting planner or site selection committee.

Describe the different types of meeting planners. What kinds of meetings does each organize?

Full Time Meeting Planners, Single Event or Part Time Planners, Committees, and Third Party Planners. Full Time Meeting Planners organize big events and are likely to sponsor multiple events. Single Event or Part Time Planners sponsor a single event and probably sponsor one event. Third Party Planners are more likely to sponsor SMERF events. Association Management Companies, because they work for small associations, they are more likely to need more hotel staff than meeting management companies. Destination hotels are behind the meeting scenes. They will probably have greater needs for hotel staff.

Incentive Travel Houses

Full-time professional travel companies that make arrangements for companies that wish to offer incentive trips

When it comes to kids parties, the main concern for you, the event planner, is the _______________

Fun factor

What is "function room furniture"? What features should you look for when selecting function room furniture?

Function room furniture is coined for equipment use in meetings and banquet rooms. Four features to look for in function room furniture include: 1. Strength and durability: look out for the weakest link such as devices that are easily broken, the safety of guests is the most important, and they are simple and effective that minimize the possibility of failure. Frequency of use means frequency of cleaning. Parts on contact with the floor must be able to withstand and facilitate frequent scrubbing, waxing, and vacuuming. 2. Ease of Handling: All folding or knock down equipment should be simple to set up. A variety of carriers such as dollies or trucks are designed to aid in handling. 3. Ease of Storage: Equipment should be stacked so that one piece does not mark the next and prevents vulnerable parts from protruding. 4. Flexibility: You can buy function room furniture that serves two or more purposes in order to avoid extra handling/storage. A knock down cabaret table allows for different sides tops to be used interchangeably with one column and base to fill many different needs. A dual height holding platform serves two different levels in many different purposes and can save 50% on initial outlay and 50% on handling costs and storage space.

Quick set

Function room setup that saves turnover time, limits the function rooms required, and eliminates additional charges for changing room setups. Examples include the use of round tables for lunch and dinner functions in the same room and the use of a classroom-style for both morning and afternoon sessions.

What is a function room? List the basic types of function rooms.

Function rooms are rooms specifically designed to house meetings or social gatherings. Different types of function rooms are exhibit halls, ballrooms for banquets and large meetings, conference rooms, and additional rooms or suites located near the main conference.

Ergonomic

Furnishings, especially tables and chairs, specifically designed to provide maximum comfort and alertness in a conference environment.

Feeder cities

Geographic areas from which business is derived, but where a company may or may not have a property of its own. For example, Calgary, in Alberta, may be a feeder city for Vancouver in British Columbia, Canada.

You have planned an outdoor, employee-appreciation event to take place on the grounds of the organization's headquarters. Just as the awards for years of service are being presented, you hear the sound "click, click, click" and the drops of the sprinklers coming on. What should you have done to help prevent this?

Gone with the maintenance man/woman to ensure the sprinklers were turned off prior to the event starting.

How does dealing with government agencies differ from dealing with other meeting groups? What types of hotels are best-suited for the various types of government meetings?

Government agencies are different when dealing with other meeting groups because all government business levels, federal, state, and local, operate under specific guidelines, and hotels that wish to attract this market must meet the criteria. Government employees have to follow a per diem schedule. It is contracted differently than corporate business because government contracts are awarded through the GSA (General Services Administration) which oversees all procurements made by the federal government.

A _____________ is an event that is executed in an environmentally and socially responsible manner.

Green Event

Fraternal Organizations

Groups in which membership is based on common personal interests rather than on common work or career responsibilities.

__________ use everything from the type of invitation to how to manage RSVPs must be planned.

Guest List

Which of the following is a weakness when it comes to planning an event?

Guests are heavy drinkers, elderly, children, or teenagers.

Walked Customers

Guests holding confirmed reservations who are sent to another facility because of overbooking. If a hotel accepts a reservation but can't provide a room, the hotel has breached the contract and the injured guest is owed damages. The usual practice is for the guest to be compensated for the first night to stay at the second hotel (reimbursement for transportation between the two hotels is usually included)

Neil is assigned to plan an event in a location which has an ample amount of outlets and power. During the event, when the band started performing, the power went off and the band fell silent in the dark. What do you think he should have done to prevent this from happening?

He should have checked with the venue in the planning process to ensure adequate power was there.

How will meeting rooms of the future differ from today's meeting space?

Here are how the meeting rooms of the future differ from today's meeting space.The use of plasma screens 1-3 inches thick are self-contained units which will change the way in which presentations are made in the shape of meeting rooms. Lighting requirements will change and the sizes of rooms will have to be adjusted to accommodate the new wide screen. There is no need to dim lights to see the image. Other changes include changes and table shape, room decor, and controls used for presentations. Tables will have a look of heavy wooden tables but will be hollow, light, and easily moved. Rooms will be wiped or light colored to provide contrast when video cameras are used while rooms and plasma screens are dominant and can be painted in lively hues. It is expected that control panels will become less visible.

Describe in detail the types of reservation systems used to handle group bookings.

Hotel managed reservations: hotels offer reservation links on their website or provide a link on their group's website and hotels can set up separate landing pages for groups where the planner can use a password to access group reservation information. Rooming lists: Provides names and arrival and departure dates for all attendees and provides this information to the hotel which can be downloaded into a reservation system. Convention Center Housing Bureaus (CVB): offers housing services to groups and is beneficial if the meeting is spread out over several hotels. Planners can negotiate with convention center housing bureaus that can handle housing at no cost to the group. Third Party Housing Companies: when the group needs are complex, third party firms help in the business of housing and registration by offering the most streamline reservation systems. They can be an extension of the group's staff and the group can use the same company every year to become familiar with the group's needs and so the planner can leave housing and reservation details to the firm.

Discuss how hotels are upgrading guest rooms with extra services and "perks" to meet specific business traveler needs.

Hotels are upgrading guest rooms and extra services and "perks'' to meet specific business traveler needs in order to have loyal customers which could also be spread to new clients through word of mouth.

_________ can be a real risk

Hypnotists

Company meetings come in many sizes and shapes. If you were the sales manager of a small property with limited meeting facilities, what types of company meetings would you get?

If I was a sales manager at a small property with limited meeting facilities, the types of company meetings I would get are management meetings and training meetings.

Which of the following stands true when it comes to parking space for an event?

If the restroom decor matches your event color scheme.

_________ can create a dramatic appearance at your show.

Illusionists

Consistency

In advertising, refers to the design of advertising messages for a similar look or sound to enhance audience recognition and greater cumulative impact.

Timing

In advertising, refers to the scheduling of ads.

Employee procedure manual

Instructions for employees to do specific jobs. Often includes illustrations or drawings. Helps ensure consistent setups.

You must make sure all the vendors have appropriate _______

Insurance

You must protect yourself and your business with proper ________

Insurance

Workshop

It calls for general sessions involving only small groups and is commonly used by training directors for skills and drills.

Seminar

It involves much participation, much give and take, a sharing of knowledge and experience by all. It usually is under the sharing of knowledge and experience by all. It usually is under the supervision of a discussion leader and relatively small group.

Lecture

It is even more formal and structured, using individual presentations often by just one expert.

Why is it necessary to plan an advertising strategy? What factors should be considered?

It is necessary to plan an advertising strategy in order to be prepared for success when reaching out to clients. When devising a strategy, include whom I wish to target, what media I will use, and how much money I can spend.

Which of the following statements does NOT include defining the vibe of an event?

It is the timing of when the food needs to be served

Retreat

It is usually a small meeting, typically in a remote location, for the purpose of bonding, an intensive planning session.

Which of the following does NOT fall in the 4 types of behavior?

Judgmental

Which of the following is NOT a Open Bar type?

Known Brands

Full Time Meeting Planners

Large National Associations who need convention revenues will have a full time staff.

Permit

License required by many local governments to use parks or even private property for special events. The police, the fire department, and (in many places) the building code officer must be notified when a permit is desired.

Schedule

Listing of times and locations for all functions related to an event. This information should be included in the specifications guide or an event.

What role do local chapters or business offices of regional, national, or international corporations play in determining meeting sites?

Local chapters are often approached by corporate meeting planners to often find suitable hotels in the area to look for a meeting.

Target market:

Market segments that a property singles out as having the greatest potential, and toward which marketing activities are directed.

Integrated marketing

Marketing activities with a common focus on the marketplace or a specific customer segment. The execution of each individual component is consistent with, and supportive of, each of the other elements in the marketing plan.

Consumer research

Marketing research aimed at providing a profile of present and future guests.

Relationship marketing

Marketing that views customers as assets and emphasizes retaining customers by nurturing and sustaining relationships with them.

Function book:

Master control of all banquet space, broken down on or screen by banquet rooms with a page or screen for each day of the year.

Which of the following principles gives you the opportunity to connect with guests in the event that will produce the desired effect?

Meaningful Engagement

When visiting a potential event venue, it's always best to bring:

Measuring tape and camera

Why is the medical meetings market segment likely to grow?

Medical meetings market segments are likely to grow because of factors such as globalization, modern advances such as robotic surgery, immunotherapy, and implantable brain chips, the obligations of having to earn Continuing Medical Education to keep credit, and the constant emergence of new medical specialties.

Booking outside by the block

Meeting attendees book rooms at hotels other than those specified by the meeting planner's or block rooms within the specified hotels but not as part of the convention group's block of rooms.

What are the positions of the meeting planner and the convention service manager regarding a key personnel roster? What have some hotels done to compromise?

Meeting planners often ask for a key personnel roster from the CSM so that they have someone to contact if there is trouble at the convention. This would include the names and phone numbers of the hotel department heads and other specialists. Hotels have compromised by dedicating special meeting directors to each group and meeting concierges who work only with the group. These concierges attend to the meeting planners, special VIPs, and other attendees. The concierges are often available by text, phone, email, or a dedicated app.

Concurrent sessions

Meeting sessions on different topics scheduled at the same time.

Options:

Meeting space or guest rooms that are reserved by the meeting group but not yet under contract. A hotel extends a right of first refusal to either confirm or release the space if there is demand from another group.

Incentive Meetings

Meetings held during incentive trips given to employees, distributors, and dealers as a reward for top performance.

Preferred Technical Meetings

Meetings held in order to update the company's technical personnel, usually taking the form of seminars/workshops.

Dealer Meetings

Meetings held on a regional and national basis for dealers and distributors. Usually held to introduce new sales and advertising campaigns and new products.

Training meetings

Meetings held to update personnel in new company policies, methods, or procedures. Usually fairly small in size.

Social responsibility

Meetings that include a combination of volunteer and team-building activities.

MEEC

Meetings, Expositions, Events, and Conventions.

Entertainment is one of the most _____ components, probably second to _______

Memorable/Food

Define the term "millennials" and describe two ways in which this group is changing the meetings industry.

Millennials are people born between the 1980s and 2000s. Two ways this group is changing the meeting industry is that they want more tech, they are more interactive, and they want to participate and do small groups. (pg. 25)

It is important to ______ potential risks of your event by being __________.

Mitigate/Proactive

Promotional Mix Model

Mix that includes four elements: advertising, sales promotion, publicity and/or public relations, and personal selling. However, this author views direct marketing as well as interactive media as additional major elements in a promotional mix model

When you are staring into the face of adversity at an event, never let __________ cloud your decision to implement the fix.

Money

Air walls

Moveable barriers that usually slide on tracks in the ceiling to divide one large room into multiple smaller spaces. Not necessarily soundproof.

For most planners, _____________ should be at the top of the list in terms of developing a strong client base.

Networking

Which of the following ways are used to attract new clients?

Networking, Advertising, and Online Presence

Press kit

News, releases, fact sheets, photographs, news clippings, and other materials, often attractively packaged, designed to give the news media background information about a property.

While preparing the budget plan, you must always separate the _____________ from the _____________

Nice to have, have to have

There are a few steps that needs to bee considered during a site inspection, what do you think among the following is not a step to be followed?

None of the above

Adrenaline

Not affected by pressure or stress. Rarely focused on details or deadlines. Often have new and innovative ideas. Have evident creativity and enthusiasm. Waver in fiscal awareness from time to time.

Underdeparture

Occurs when a guest scheduled to leave decides to stay longer, also called an overstay.

Pre-registration

Often sued for group business; with pre-registration, the hotel assigns the attendee a room that will be available upon the attendee's arrival.

Publicity

One facet of public relations, it comprises the gratuitous mention or exposure a company receives from announcements, events, and press releases.

Board of directors/conference setup

One wide table or series of tables set up in a rectangular shape with chairs on both sides and at the end. Some hotels have permanent board setups featuring expensive furniture and executive chairs. An oval setup is also used.

Which of the following statement stands true in the case of trade shows?

Organizations attend trade shows to generate sales leads

Tradeshows

Organizations attend tradeshows to generate sales leads. They might attend a tradeshow to reinforce their image or brand. Attendees usually include:- Organization members - Customers - Prospects- Suppliers Successful tradeshows require:- Highly motivated people manning the booth. - Aesthetic booth display - Incentives to visit the booth - Pre-event marketing to solicit booth visits- Post event follow-up to engage the sales process

Third Party Meeting Planners

Outside individuals or firms that handle meeting planning for companies. Services may include site selection, negotiations, and assisting in all phases of staging the meeting.

A Marshalling yard is used for:

Parking trucks.

Advance deposit reservation

Payment to the hotel (prior to arrival) for the first night's lodging. The hotel is obligated to hold the room regardless of the guest's arrival time.

Open sale period

Period of time during which catering is free to sell function space due to projected slow convention business (catered events would not be likely to displace convention groups needing meeting space).

Blog

Personal or corporate online journals that offer reporting and/or opinions about people, things, and events. Blogs are designed to allow readers to post responses or comments, so the most successful blogs generate a high degree of interaction.

If you think you need security for a private event, bring in __________ officers

Plainclothes

Which of the following is NOT a Bar Purchase option?

Premium

How important is price to association executives? What implications does this have on a hotel's sales efforts?

Price is very important to association executives. Examples include the rate schedule, which the most important rate is the guest room rate, although the charges for meetings and food functions will be part of the registration fees. This implies that hotel's have to make a high amount of sales effort in order to get loyal customers and even more future clients in order for them to make the money.

What is print advertising? What elements should always be included in print ads? Where can print ads be placed to effectively reach meeting planners?

Print advertising appearing in print in such media as newspapers, magazines, and directories. The elements that should always be included in print ads are headlines, publications circulation, subscription rates, distribution, and other pertinent information such as the readership they serve, allowing you to get information on the circulation of your audience of print media. Print ads can be placed in trade magazines, hotel directories, the internet/property website, meeting related websites, social media, email advertising, fax transmissions, collateral materials, brochures, and other collateral materials such as postcards, fliers, maps, menus, tent cards, and newsletters.

Key account management:

Prioritizing of accounts based upon their individual profit potential.

The term ______ consists of all the equipment and services that have to do with power, sound, lighting, video, and staging.

Production

__________ involves all the elements and staff required to execute the event, from lighting to special effects

Production

_________ is the structure and sequence of all event components and aligning these components with the client's vision.

Program Design and Content

______ insurance is used to secure your business' physical assets in the case of damage.

Property

The _______________ is a sales document that you create for the client.

Proposal

Housing bureau

Provided by a city's convention and visitors bureau, housing bureaus help place delegates into the city's hotels when large conventions are booked.

Distinguish between rack rates, run-of-the-house-rates, spread rates, and split rates.

Rack rates are the standard rate established by a property for a particular category of room. May vary depending on the season. Run-of-the-house rates are an agreed-upon rate for all available rooms except suites. Generally priced at an average figure for group accommodations. Also called a flat rate. A split rate is the pricing of group guestrooms based on different room types, such as regular guest rooms versus tower rooms. Rate Spread is calculated by taking the difference between Potential Average Double Rate and Potential Average Single Rate.

Dais

Raised platforms on which the head table is placed or where people stand while speaking to an audience or performing.

Continuous Breaks

Refreshment areas that are continually replenished while the meeting is in session. This allows attendees to break at will, in groups or individually, with the assurance that refreshments are always available to them.

strategic partnerships

Relationships between independent parties that agree to advertise cooperatively but still retain their separate identities.

Which of the following are the most common mistakes made when booking entertainment?

Relying solely on a Demo Video

Business status and trend summaries:

Reports that assess the property's current position in the marketplace by examining the property's sales history and current guest base. This is part of the property analysis.

Geographic origin or study:

Research identifying key feeder cities and the zip codes from which guests are generated. Part of the business status and trends summaries.

Research should be conducted in what areas before developing action plans?

Research should be conducted to set specific goals for each market segment

Double booking:

Reserving space for two groups to use the same space at the same time; neither can be fully accommodated as contracted.

RSA is abbreviated as:

Responsible Service of Alcohol

ROI stands for:

Return on Investment

After understanding the Purpose of the event, what is the next factor Ryan must concentrate on?

Return on Investment (ROI)

________ assessment is the process of identifying the risks specific to the destination and specific type of event being planned.

Risk

What are SMERF groups? Why are they an important market segment? What SMERF market segments show the potential for future growth?

SMERF stands for Social, Military, Educational, Religious, and Fraternal groups. They are an important market segment because they are economically viable to both large and small properties because of their sheer numbers and their ability to fill "soft spots," as most meet during the typically slow summer months.

Event ______ Safety planning has become a vital component in the planning stages of all events.

Safety

Which of the following are not part of audio visual?

Seating

Crescent round

Seating arrangement in which 60, 66, or 72 inch diameter rounds have seats on two-thirds to three-quarters of the table and no seats with their backs to the speaker. It is often used for banquet-to-meeting or meeting-to-banquet quick setups. Also called half-moon seating.

Chevron Setup

Seating arrangement in which chairs are arranged in rows slanted in a V shaped facing the head table or speaker (rows are separated by a center aisle.).

Hire ___________ personnel for any large event.

Security and Medical

_____ are typically day events, they can last a couple of hours, half a day, or the entire day.

Seminars

Brand to Consumer Events

Seminars are typically shorter events, lasting from a couple of hours to a 1/2 day or whole day. They do have guest speakers, but the event tends to keep all of their attendees in the same spot together. Conferences are typically longer events, lasting 1-3 days. They have speakers, but they offer concurrent breakouts where attendees get a choice about the topic they wish to hear.

Incentive Programs

Shorter than retreats and designed to reward exceptional achievement, usually for a sales or service-oriented goal. A predetermined number of employees will "win" and are often allowed to take a guest or spouse. Be sure to have a healthy budget, as these are top-notch events and trips.

Horseshoe setup

Similar to U-shape style; set in the shape of a horseshoe. Chairs can be placed around both the inside and outside.

Which of the following does not fall in the Million dollar Personal Success Plan?

Sincere Desire

Breakout session

Small group sessions held during a larger meeting, formed to discuss specific topics.

Breakout rooms

Small meeting rooms used when larger sessions divide into smaller groups for discussions and group work. Usually planners request that these rooms be located near the main meeting facilities. Multiple breakouts can take place simultaneously at some meetings; attendees may rotate through the breakouts to hear different presentations.

Cocktail round

Small round table, available in 18, 24, 30, or 36 inch diameters, used for cocktail-type parties. Also called a cabaret table. For sit-down service, use 30 inch height; use bar height for stand up service.

Second-tier cities

Smaller cities and suburbs of major cities that offer the meeting planner an attractive location while providing less costly accommodations and transportation.

Apps

Software programs developed specifically for mobile devices. Apps may be developed by an outside provider or by the hotel itself to provide assistance with specific tasks, such as enabling meeting planners to communicate directly with the CSM or other designated hotel staff on their smartphones or other mobile devices.

Why do some properties use advertising agencies? What factors should a property consider when selecting an advertising agency?

Some properties like convention hotels use advertising agencies because advertising agencies help make media decisions that cut through media clutter and make the best use of advertising dollars. Factors that a property should consider when selecting an advertising agency are the types of advertising agencies include full-service agencies, a la carte agencies, creative shops or boutiques, and media-buying services and to determine which agency will help them with all their needs.

SMART objectives abbreviate to which of the following:

Specific, Measurable, Attainable, Relevant, Time-Oriented

How do state and regional association meetings differ from the national association meetings?

State and regional association meetings differ from the national association meetings in multiple ways. For example, while the national or international association convention is the prize for large hotels, the state or regional convention can be targeted by mid-size or large hotels. Second, a state or regional meeting will usually be 4-6 months before or after the national convention. Often it will be in a big city. The major difference between a regional convention of a national organization and the one staged by a state or regional association is sponsorship. A state association usually holds an annual meeting for its members within the state, although in recent years state organizations have ventured beyond state borders on occasion.

List the four steps in developing a marketing plan

Step 1: Conducting Market Research Property analysis. Competition analysis Marketplace analysis. Step 2: Selecting Target Markets and Positioning the Property Segment profitability: determined by analyzing the purchasing patterns of past customers. Positioning: the perception of a property by the guest. Step 3: Establishing Objectives and Action Plans Marketing Objectives: At the beginning of each year, research data should be used to set specific goals for each market segment. To arrive at these goals, certain questions need to be answered. Action Plans: Once objectives have been outlined, action plans must be developed to meet those objectives, Step 4: Reviewing and Monitoring the Marketing Plan

What is strategic meetings management (SMM)? How does it differ from revenue management?

Strategic meetings management is a program designed by meeting planners to get the best return on investment (ROI) for their meeting dollars while providing consistency and an optimal experience for attendees. This differs from revenue management because it also deals with expenses and cost minimization and risk management.

SWOT stands for:

Strengths, Weaknesses, Opportunity, Threats

specialty items

Supplementary advertising items, such as coffee cups, T-shirts, beach towels, and so on, that bear the name of businesses and other advertising and contact information. Also called premiums.

Hollow circular setup

Tables set in a square with a hollow middle; chairs placed on the outside.

U shape setup

Tables set up in the shape of the block letter U; usually used for small meetings. Chairs are placed on the outside of the closed-end and on both sides of each leg.

Schoolroom/classroom style

Tables six feet by 18 inches are lined up in rows on each side of a good-sized center aisle. All tables and chairs face the head table. Variations are the V-shape and perpendicular style. Classroom style is usually set at two or three people per six foot table table or three people per eight-foot table. Tables are usually draped with a tablecloth.

What is the first step when you go for a Site Inspection?

Takes picture

Discuss the importance of the function book and guestrooms control book. Why is it important that only one person controls these books?

Tentative and definitive bookings in the function book and guest room control book are important that only one person controls these books because it requires a lot of advance technology skill capacity and without the highest advanced technology skills such as excel, word, or other Microsoft apps, it will be a lot harder to keep an accurate track of thee guestrooms control book and the function book.

After Shirley prepares her goals for the event, what is the next step she should follow according to the 7 steps to a successful event?

The Budget

Which of the following is NOT included in a proposal?

The Guest List

Which of the following is an important trait of the art of recovery?

The ability to think on your feet

List the basic styles of meeting room setups and tell when each is used. What styles are commonly used for food functions?

The basic styles of meeting room setups are u-shaped setups (for board of directors meetings and breakout sessions with audiovisual presentations), horseshoes (board meetings and training meetings), hollow squares/hollow circular setups (small groups), the octagonal setup (smaller groups), the angled hollow square (small groups), e-shape setup style (a variation of the u shape) , the board of directors/conference setup (another smaller meetings), pod seating (presenter interaction with small groups), and eyebrow pattern seating (sensitive conversations, debates, in-depth presentations, or viewing a video or film presentation while remaining close enough to engage with other attendees.)

When you are choosing an aerial performance act for the main stage, you must ensure that:

The ceiling is high enough

What are the characteristics of insurance/financial meetings? What types of hotels might be most attractive to this type of business?

The characteristics of insurance/financial meetings are banking, financial/asset management, venture capital and insurance. Hotel chains are most attractive to this type of business.

Marketing mix

The combination of the Four P's of marketing - product, price, place, and promotion - used to achieve marketing objectives for the target market.

Customer Appreciation Events

The company hosts an event to thank their customers for their patronage and loyalty. The goal is to show gratitude and encourage an outgoing customer relationship, and to also provide an opportunity for the customer to interface with company management.

Employee Recognition Events

The company recognizes employees for their hard work and presents an award to certain employees for outstanding achievement or exceeding a set goal. Coworkers, spouses, and guests often attend these types of events, typically hosted at an offsite venue like a hotel ballroom. Additionally, dinner, beverages, and entertainment are usually part of this event.

Why is the convention brochure an important sales tool for the meetings market? What information should be included in a convention brochure?

The convention brochure is important because it provides detailed information regarding function space, food and beverage services, and convention services and is targeted to meeting planners. The important information that should be included are your property's name, your property's address and, when possible, an area location map detailing proximity to airports, major highways, and area attractions, Your property's telephone number (a toll-free number encourages responses) and name of contact person, if applicable (convention services manager, convention coordinator, etc.), your property's website address, pertinent email addresses and your fax number, photographs, diagrams, or complete descriptions of exhibit space (dimensions, scaled drawings, floor load, ceiling height), audiovisual equipment available, other meeting services available (free Wi-Fi, videoconferencing, business center, clerical/registration help, and so on), special services and facilities (photographic services, flowers, entertainment), banquet and beverage arrangements, theme party arrangements, guestroom information (descriptions, floor plans, room block policy, reservations, rates, notices policy, etc.), recreation and amenities (hotel attractions, spouse entertainment, area attractions), transportation (parking facilities, shuttle service, tours, taxis, public transportation), other general information (climate, dress, gratuities, the availability of room service, etc.), references from past conventions, and checklists and planning guides for the meeting planner.

Which of the following is a threat when it comes to planning an event?

The destination is experiencing a political unrest.

How does the banquet event order differ from the resume?

The difference between a BEO and a resume is that a BEO is a summary of one single event while the resume summarizes all the events that happen at the hotel/convention center. A banquet event order (BEO) is prepared for each function event. There is attention to detail on the BEO to service efficiency. The banquet event order for the cocktail party on the resume shows the relationship between the resume and the BEO: The resume provides an overview of the event while the BEO breaks down the event into small details. The BEO is a binding contract so the meeting planner should carefully review each BEO to make sure that the hotel got her needs correct. Hotel staff members refer to the BEOs on a daily basis and deliver exactly the services and amounts of food based upon the content of the BEO. Some conventions have 20-30 BEOs for a three day convention and it is critical that the meeting planner pays attention to each banquet event order and the hotel provides exactly what is in the BEO. The resume gives a comprehensive overview of every aspect of the convention in a chronological narrative from pre-convention to post convention. This resume is given to the hotel staff. Individual BEOs are prepared from the resume and are the work form for the hourly employees for the bartender, the set-up crew, and the cooks. Both the resume and the BEOs for each event at the convention together with two-extra copies should be sent to the meeting planner two to three weeks in advance before the meeting. The planner will be asked to review the copies, make any changes, and sign and return one to the hotel. A sampled letter to the meeting planner is exhibit 5.

There are many similarities between association meetings and corporate meetings, but there are also clear distinctions. Contrast the two considering lead time, attendance, and kind of site required.

The difference between association meetings and corporate meetings when it comes to lead time is that the lead time of corporate meetings is much shorter than the lead time of association meetings. The difference between association meetings and corporate meetings regarding attendance is that attendance for corporate meetings are mandatory and attendance for association meetings is not mandatory. Regarding the kinds of sites, most association meetings prefer downtown hotels at 62% for conventions 68% for other association meetings, resort hotels (not including golf resorts) at 24% for conventions and 36% for other association meetings. For the corporate meeting planners, downtown hotels are at 81%, resort hotels at 60%, suburban hotels at 45%, etc. (pgs. 167-171)

What is the difference between public relations and publicity? How can each be used to enhance the property's advertising efforts?

The difference between public relations and publicity is that public relations is a systematic effort of a company to create a favorable image in the minds of various segments of the population and publicity is the gratuitous mention of your hotel in newspapers, magazines, and over the airwaves. Public relations can be used to enhance the property's advertising efforts by encompassing a number of methods of communicating favorable information about a property and its purpose is to create a powerful image about the property and which comes from an impartial third party, lends credibility to your property. In the hospitality industry, there are many ways to generate good publicity such as when a celebrity stays at your property, the property wins a prestigious reward, trade magazine has a story on a particular area, the hotel sponsors a festival, or creates theme parties, or the hotel gets its name in the news through expansion and renovation programs or the involvement of its staff members and community affairs.

What is the difference between sales and marketing?

The difference between sales and marketing is that marketing is the combining, blending, integrating, and controlling of all the factors that have influence on sales. Marketing is strategic and directive. Marketing is guided through a marketing plan, which details sales, goals, advertising, and promotional programs to attract business. By comparison, sales are the direct face to face meetings, calls, mailings to specifically make a sale. In other words, marketing is the process by which you figure out the market segments to whom you want to sell and sales is the process of actually making the sale.

Major arrival/major departure

The expected dates and times of arrivals and departures of large numbers of event attendees. Usually obtained from the group's resume, this information aids in staffing adequate front desk and bell staff.

What factors should be considered when selecting target markets?

The factors that should be considered when selecting target markets are: Does the property meet the needs of this segment? How does the competition meet the needs of this segment? The number and quality of competitors in the area weighs heavily in determining whether or not to solicit a specific segment. Does this segment meet the property's needs? Look at the list of the property's needs and determine whether the segment will provide the kinds of businesses that will satisfy those needs. How much business is the property getting from this segment at present? If it is getting some business from this segment, there is likely to be more out there. How much time and money will it take to solicit this segment vis-a-vis its long term potential?

Which of the following is a Strength when it comes to planning an event?

The guests are experienced professionals and will be able to travel without any guidance.

The ROI are of two types namely:

The guests' ROI and your client's ROI

Overbooking

The hotel has committed more rooms that what are actually available for use (usually due to anticipated no-shows).

What are the key elements of a sales office filing system? Why is each important?

The key elements of a sales office filing system are mastercard and the tickler file. The mastercard element is important; it serves as a summary for the sales effort. It has important details such as contact names and titles, telephone numbers, month or months in which the group meets, the size of the group, where it has met in the past, who makes the initial and final site decision, and other pertinent information. The tickler file are there to remind salespeople to keep in touch with account contacts through telephone calls, correspondence, or other visits.

What kinds of meetings do associations hold? What type of facilities are best suited to each?

The kinds of meetings associations hold are conventions, board meetings, committee meetings, conferences, training seminars, regional chapters, and workshops. (Pg. 124 Under Kinds of Association Meetings). The types of facilities that are best suited to each are downtown hotels, resort hotels (not including golf resorts), suburban hotels, suite hotels, airport hotels, golf resorts, gaming facilities, residential conference centers, nonresidential conference centers, and cruise ships (pg. 134).

General session

The main meeting attended by the majority of the associations. This is also called a plenary session.

List of the major sources finding corporate meetings and tell how each is used to develop a client base.

The major sources that find corporate meetings are special meetings and business publications, trade directories, publications, databases, trade associations, convention, visitors bureaus, lateral referral and account penetration.

What methods are used to monitor function room space?

The methods that are used to monitor the function room space are understanding the dollar value of function room space and remembering to track and monitor the function space utilization using the function room occupancy by meal period, types of functions, use of guestrooms by function groups, popularity of individual banquet menu items, sales revenue per square foot of function space, average banquet check by type of function, pattern of unused times and days, and average number of persons by type of function.

What are monthly and daily meeting patterns of association meetings?

The monthly and daily meeting patterns of association meetings are that the most active convention months in order of importance are October, May, April, June, and September. Rated by the number of attendees, these are the most active convention months in order of importance are October, September, March, January, or February. The daily meeting patterns is that Sunday meetings makeup 21.1% of the total market, Thursday meetings makeup 17.5% of the total market, Friday's make up 16% of the market, Wednesdays make up 15% of the total market, Mondays make up 12.6% of the total market, Tuesdays makeup 9.5% of the total market, and Saturday makes up 8.3% of the total market.

Convention

The most commonly used term, which is a meeting of delegates for action on particular matters.

Headline

The most prominent part of a print advertisement. Used to get attention, it usually promotes a promise or benefit.

Discuss the multi-booking potential of corporate meetings.

The multi-booking potential is when one person may order meetings in a number of locations, and that person may handle the logistics of all those meetings. There is often enough flexibility in the designation of the cities to be used that a chain may sell dates in a number of different properties.

Peak night

The night that the meeting has the highest demand for guest rooms. Guestroom numbers typically start out low (before the meeting), build to a peak (during the meeting), and then taper off (at the end of the meeting).

Slippage

The number of guestrooms not used from the original room block. Also known as wash.

Frequency

The number of times advertising appears in print or on the air.

Reach

The percentage of different people or locations exposed to a media message at least once during a specified period of time.

Revenue management

The practice of assessing a group's overall profitability on the property's bottom line. Not only is the group's impact on guestrooms and meeting space revenues assessed, but also its spending in other areas (from restaurants to retail) as well as its potential for future business.

Marketing:

The practice of combining, blending, integrating, and controlling the factors that influence sales.

Assess the present-day application of the computer in servicing convention business and project technology's likely role in the future.

The present-day application of the computer has made a lot of progress and is one of the most utilized ways to book stays at hotels/conventions and to keep track of who came, who left early, who overstayed, etc. Project technology's likely role will continue to further enhance a lot more in the future and there could be new editions/new apps to help quickly and inexpensively book a stay and for the hotel to keep track of it. They are also going to start to use contact-list check-in and check-out via mobile apps. A bid sheet is used by local convention and visitors bureaus to obtain room commitments and prices from local hotels. The list is later forwarded to the meeting planner or site selection committee.

Split rate

The pricing group guestrooms based on different room types, such as regular guest rooms versus tower rooms.

Finding the key decision-maker within a corporation is of utmost importance. Why is the problem so acute in the corporate meetings market? List probable decision-makers within the corporate structure?

The problem in finding the key decision maker within a corporation is of utmost importance because it varies from company to company and even from year to year within the same company. Probable decision makers within the corporate structure are corporate executive management (24%), meeting planning/convention management (30%) Sales/Marketing (11%), General/Other Management/Administration (17%), and Other (18%).

Database marketing:

The process of using guest folios, registration cards, and group histories of meeting planners to develop relationships and dialogue with customers.

Segment profitability

The profitability of a particular type of consumer or market segment, determined by analyzing the revenues generated through the sale of products and services to that type of consumer or segment.

What is the purpose of the pre-convention meeting? Who should attend?

The purpose of the pre-convention meeting is to discuss with all the key players the details of each aspect of the programs. A good hotel sales executive will set up a meeting to introduce all the convention service personnel, the organization's people, and any outside contractors who will be performing services to the group. It should be a firm practice by the hotel to bring all the convention staff together with the meeting planner and the outside contractors. Every person involved should review the convention agenda item by item to make sure everyone understands what is to take place and any last minute details. The people that should attend are the meeting planner and his/her staff, the director of convention services and the CSM responsible for the group, the salespeople who sold the group and the director of sales, the food and beverage manager, catering manager, and the chef, the hotels general manager and a credit manager, the director of exhibit service floor manager and convention service secretaries and the representatives from every department in the hotel.

Bandwidth

The rate data is transferred from its original point of origin to a download at its destination.

What key information is provided on a resume?

The resume gives a comprehensive overview of every aspect of the convention in a chronological narrative from pre-convention to post convention. This resume is given to the hotel staff. The key information provided on the resume are the activities day by day, hour by hour, and covers meetings, meals, refreshment breaks, cocktails, reservation procedures, billing, exhibit instructions, special events, guest programs, recreation activities, and anything else that needs the staff's attention.

How is the sales department perceived within the organizational structure of the hotel? Why is it necessary for the sales department to assume authority over other departments?

The sales department has the most responsibilities out of every single department of the hotel. Because the sales department has the most heavyweight for the hotel to financially succeed, it is often necessary for the sales department to assume authority over other departments.

Action plans:

The specific steps taken to achieve marketing objectives.

Rack rate

The standard rate established by a property for a particular category or room. May vary depending on the season.

Master card:

The summary of all the details of an account's business, including the organization's name, key decision makers, key contacts, addresses, telephone numbers, and email addresses. Today's master cards are stored electronically to enable them to be accessed by members of the sales department whether they are physically in the office or on the road.

Public relations

The systematic effort of a company to create a favorable image in the minds of various segments of the population.

Social media

The term used to describe the tools and platforms that people employ to converse with each other and publish/share content online. These tools include blogs and podcasts as well as sites designed to share photographs, videos, graphics, bookmarks, and other content.

What three procedures are used by the Westin chain to assess the accuracy of a group's commitment?

The three procedures that are used by the Westin Chain are: Step 1: A standard letter of inquiry is sent, along with a questionnaire, to the last two hotels in which the group met. The letter states that the group has booked with a Westin property and asks the hotels to make a post-convention critique of the group. The critiques then are matched with the requirements that have been requested. If there is an indication that the group has exaggerated its needs, the hotel goes back to the customer to clarify the discrepancy. Step 2: Question a meeting planner who books a year or more in advance about his or her schedule of upcoming meetings. The hotel reviews the file two weeks before the group's next meeting and two weeks after it. Step 3: Pre-participation: When convention groups with complicated programs or unusual requirements are booked, the hotel salesperson and the convention service manager might request to be admitted as observers to the group's next meeting. By observing the meeting process and requirements, the convention service manager is better able to service the group at its forthcoming convention in his or her hotel.

Check-out time

The time (set by the hotel) at which guests are expected to vacate their rooms.

Lead time

The time between the booking of the meeting and the actual meeting date.

What types of meetings do labor unions typically hold? What factors are important to planners booking labor union meetings?

The types of meetings labor unions typically hold are national conventions, regional conventions, and executive and committee meetings.

Search Engine Optimization (SEO)

The use of key words and phrases to ensure that the content of a website is picked up many times as possible by search engines.

Business mix:

The variety or mixture of guests who stay at a property. For instance, business may consist of 20% of association meetings, 15% corporate meetings, 15% SMERF groups, 40% leisure travelers, and 10% transient guests. This is also known as customer mix.

Executive Retreats

These are often held at a luxury resort or exclusive destination for corporate leadership teams. They last anywhere from three to five days. Topics for the agenda usually include business development and organizational planning. However, you must ensure the place is quiet, there are no distractions, and the setting inspires 'free thinking'.

Being able to ______________________ is a must in the event world.

Think on your feet

What is meant by the statement: "All public space may function depending on the group and its needs." What other hotel areas can be used to host functions?

This means that depending on what type of people are coming to use the room, it has to be barrier free (i.e., ADA regulations)for them. Other areas that can be used to host functions are pre-function spaces, reception style rooms, and quick sets.

Identify the three departments that the director of sales and his or her staff must work most closely with. Why is it crucial that sales interfaces with these departments?

Three departments that the director of sales and his/her staff must work most closely with are the general manager, director of sales and marketing, and sales managers.

Name the types of third-party meeting planners. How do these planners impact hotels?

Three types of third-party planners are meeting management firms, association management companies, and destination management companies. They impact hotels because they act as liaisons, bringing their clients' needs for sleeping rooms, food and beverage, and meeting facilities to hotels. Meeting management companies or destination management hotels can be an important customer for hotels. (Dr. Sung's powerpoint). The meeting management firms help bring customers to hotels and get the customers to stay, eat, and have other services like banquets and other functions. The meeting management firms get paid a commission fee based on what the hotel earns. All four of the other types (association management companies, destination management companies, incentive travel houses, and travel agents) sometimes get commission fees from the hotel. The reason why destination management companies get a commission from a hotel is because they can help meeting planners provide a local favor to the event, which makes the event more attractive to the event/sponsor. Things like a local concert, lining up nonprofits where people can do their participation, maybe setting up tours, etc.

List at least three ways that technology is changing the way meetings are sold and serviced.

Three ways that technology is changing and the way meetings are sold and serviced is through social media, websites, and meeting room technology. For example, mobile optimized websites are increasingly offered by properties. They are serviced by allowing the information on each landing page to fit on one page of the smaller screens of mobile devices.

Pay attention to parking to make sure no hydrants are blocked and that there is sufficient passage for emergency vehicles.

True

T or F? "Eco-chic" is focused on simplistic, earth-friendly design.

True

T or F? A gala is another word for party, except in most cases, galas are considered to be more lavish, formal affairs/

True

T or F? A successful event is achieved when you accomplish your goal.

True

T or F? Always ask the tent company who is responsible for procuring the permit.

True

T or F? Amiables must be convinced that you are authentic and have their best interests at heart. They have a difficult time saying yes.

True

T or F? An anal retentive planner is always punctual, if not early. They also tend to be rule followers.

True

T or F? Analyticals are data-oriented and slow to make decisions. They are naturally suspicious and extremely cautious. They read and study everything.

True

T or F? Any of the 3 event types can plan an event, but it takes a skilled planner to recover from disaster effectively and gracefully:

True

T or F? Being creative and confident are two of the traits in a successful event planner

True

T or F? Careful consideration of all risks will help ensure that your client, guests, property and employee are all kept safe and secure.

True

T or F? Carpeted floors, carpeted walls, and insulated ceilings make for good acoustics

True

T or F? Drivers do not care as much about developing a personal relationship with you.

True

T or F? Expressives are visionaries and dreamers.

True

T or F? Fairs and festivals can make a ton of money, but they can also be a logistical nightmare.

True

T or F? General liability covers your event planning business in case you are used.

True

T or F? Goals are clearly defined statement of what you want to achieve with the event.

True

T or F? Identifying your "event planning personality type" is important because knowing your own personality will help you determine your event planning strengths.

True

T or F? Lasers need smoke to be really effective; therefore, they are better suited for controlled environments.

True

T or F? Magicians are typically the safest choice as they are generally wholesome entertainment

True

T or F? Planning for every contingency from weather to injuries is an essential part of the job.

True

T or F? Pre-event marketing is a great way to help ensure success of the trade show.

True

T or F? Pre-planning gives you the ability to PLAN to SUCCEED!

True

T or F? Reputation is everything in this business, and if words gets around that agency provides inferior or inappropriate acts, they will quickly be left out of the referral process

True

T or F? Restrooms are also called water closets

True

T or F? See if you can visit the venue when another is taking place and observe the surroundings for a few minutes to get a clear picture.

True

T or F? Self-motivation is what gives you a strong inner desire to achieve great success in your career.

True

T or F? Service doors, corridors, emergency exits, and such are commonly noted on the CAD

True

T or F? The SWOT Analysis is the type of analysis helps you focus on your strengths, minimize threats, and take the greatest possible advantage of opportunities available to you.

True

T or F? The ability to think critically and resolve conflict is a trait all great event planners possess.

True

T or F? The fastest way to undermine the goal is to choose a location that does not fit the purpose.

True

T or F? The key factor of deciding entertainment for the event is to make sure the entertainment is appropriate to the goal, and that you match the entertainment to the audience.

True

T or F? The one characteristic, whether learned or instinctual, is the ability to employ spontaneous decision making under pressure.

True

T or F? The vibe is also known as the mood or feel of the event.

True

T or F? Today, every event produced requires a computer-aided design (CAD), showing the location of every item that is going into the event space.

True

T or F? Whenever a permit is required, the more time you give the issuing body, the easier it will be to obtain.

True

T or F? You have to get a city permit and a fire permit for any type of pyrotechnics

True

T or F? You must always have a contingency plan in place for those potential disasters that you can anticipate.

True

T or F? You must give your location serious consideration prior to booking your entertainment

True

T or F? You must train the staff to keep an eye out for suspicious packages and other dangerous signs.

True

Americans with Disabilities Act (ADA)

US legislation that requires public meetings (offices, hotels, restaurants, etc.) to make adjustments to meet minimum standards to make their facilities accessible to individuals with physical disabilities.

Which of the following are the factors when selecting your entertainment?

Understand the goal and vibe you are trying to create.

Which one of the following is not a character of a creative personality type?

Very organized

Anal - Retentive

Very organized Meticulous note takers Punctual, if not early Very budget conscious A rule follower

You have planned an event in a downtown location for a major bank. When you contacted the event space several months before, you also made arrangements for your guest's to park in the lot across the street and for them to provide free parking. Upon arrival to set-up your event, you see that the free parking is now a major construction site and no longer available to your guests. The only other parking option is the hotel valet parking , which is $45.00 per car. What should you have done to prevent this?

Visited the site prior to the event and confirmed all event details including parking.

_________ is the element that is seemingly out of your control

Weather

What makes the incentive market different from the corporate market in general? What types of properties are best-suited to handle this market segment? What types of properties are best-suited to handle this market segment? What types of amenities would you stress if you were trying to attract the incentive market?

What makes the incentive market different from the corporate market in general are its growing impact and importance to resort properties. The types of properties are full service incentive houses, resorts such as upscale mountain or beach resorts, etc. The types of amenities I would choose are cruises, international destinations, and others.

The most important part of any event is the ______

Why

Reservation confirmation

Written agreement by a facility to accept a request for accommodations. To be binding, the agreement must state the intent of the parties - the particular dates, the type of accommodations, and the number to be accommodated. Normally requires a credit card number.

Standard operating procedures (SOPs):

Written instructions explaining how business activities should be handled.

Host/open bar:

You are paying for the bar and guests drink for free; consumption: you pay for the bar, based on consumption, rather than one set price.

What is the most important thing when a disaster strikes your event?

You must stay flexible and calm.

What is meant by zero-based budgeting?

Zero based budgeting means you start your budget from zero. It is a method of allocating money where it is budgeted at levels to get the job done, but each expenditure must be justified. This approach, which shows in its name, assumes that the marketing department starts with zero dollars and that every expense is analyzed on the basis that it will yield more favorable results than spending the amount in another way.

Business Center

a facility that offers key equipment and services typically found in a business traveler's home office, including computer access, fax machines, and copy machines. Many offer secretarial and other services, such as shipping

Association

a group of people joined together for a common purpose.

Agenda

a list, outline, or plan of items to be done or considered at an event or during a specific time block and may include a time schedule.

Pre-convention meeting

a meeting held before the convention or event to review the entire program to ensure that the planner and hotel understand each other's requirements and expectations. This meeting is attended by the planner and key hotel personnel who will be involved in servicing the event, to eliminate any misunderstandings and ensure a smooth event.

Conference

a near-synonym for a convention, usually implying much discussion and participation, frequently used in academic and scientific areas.

booking pace report

a report listing the rate at which reservations are made

Association bid

a request by an association's regional chapter for the honor of hosting a national convention.

Floor plan

a scale diagram of the arrangement of rooms in one story of a building

Account file

a standardized folder holding the information needed to serve a client

Direct mail advertising

advertising sent via mail to prospects residences or places of business. contains copy to motivate the reader to purchase a product or utilize a service and usually includes a means to respond.

Property analysis

an evaluation of a business's facilities, services, and programs to determine strengths and weaknesses. Part of the market research step.

Trade show

an industry-wide exhibit at which many sellers display their products

Gatefold

an oversized page or portion of a page added to a regular magazine page.

Well brands

basic; less expensive "house" liquor or brand

Comp rooms

complimentary rooms; rooms that the hotel offers to a group at no charge in ratio to the number of rooms occupied by the group. the standard is one comp room per fifty rooms occupied.

Account Mapping

determining the arrangement of and relationships between various company personnel to ensure that a salesperson has made contact with every potential decision-maker or influential staff member

Poster session

display of reports and papers, usually scientific, accompanied by authors or researchers. can also refer to a session dedicated to the discussion of posters shown inside the meeting area. When this discussion is not held in a special session, it can take place directly between the person presenting the poster and the interested delegated.

Airport Hotels

excellent choices when the planner needs to get attendees to a central convenient location and they are good for one-day or overnight meetings. They are also cheaper. Today's airport properties are offering more than convenience and they also include luxury.

Fairs, Festivals, and Public Events

gatherings of people that focus on the community rather than sports, conventions, or business activities

beacon technology

low-cost radio transmitters that use low-energy Bluetooth connections to transmit messages or prompts to a smartphone or tablet. Commonly used to track attendance at a meeting room or exhibit hall and as navigation and networking tools.

stockholder/public meetings

meetings for non-employees

Call brands

more expensive than well brands, but less than premium brands

Sales meeting

often a meeting dealing with such company objectives as product introduction, sales policies, company goals, and a discussion of sales techniques; or held to boost morale

Content marketing

providing information to clients that will make their lives/jobs easier while establishing your property as one they can trust and return to with their business.

Management Meetings

relatively small meetings consisting of top management, often requiring upgraded accommodations and services.

Space available basis

reservations that have no claim against the block of convention rooms because the request arrived after the official cut off date

Regional sales office

sales offices for chain properties that are located in places other than the property; they help promote and sell individual properties.

Government agencies

subdivisions of federal, state, or local government

Function room turnover time

the amount of time to tear down and event, and reset a function room

Delegation

the customer group of the pre-con meeting.

Per diem (per day)

the fixed amount of money given to government representatives for each day travel away from home. Government employees have a fixed amount of money that they can spend per day on food, beverages, and lodging.

Body copy

the main text portion of an ad

Account Penetration

the process of determining new sources of business within an organization

Cash/ticketed:

the venue will only accept cash or tickets from guests to buy their own drinks.

Convention Hotels

they are close to a convention center and use large groups. They eliminate the hassle of shuttle services from other hotels. They get booked in large blocks of rooms.

Community Infrastructure

those facilities and companies in a locale that support the MEEC industry

Premium brands

top of the line alcohol and the most expensive

Incentive travel

travel financed by businesses as an employee or dealer reward for outstanding performance

Why is it important for hotel people to understand the difference between various types of meetings?

when a certain kind of meeting gets hotel 75 percent of of it's meeting revenue.