Hft2750 Final Exam

sales process

- incoming lead received (RFP, sales director assigned to sales manager based on event specs, profile and hotels CRM is created if not already set up) - initial proposal sent, or RFP declined ( proposal sent by sales manager, reasons to decline( date taken, or not enough function space available, room block too small for function space desired, requested room rates or FNB mi too low, Group too small, usually don't see this within one year of event date)

Exhibit halls

10 x 10 booths (double booths, and booths, islands, peninsulas) Table top( 8 feet tables, 6 feet tables)

Standard spacing

24 inch per person at table 18 inch between chair and next object( depth of a chair ) 2 inch of additional space for waitstaff 36 inch between chair and wall Note: Seat should never be tucked under table. Should only ever touch the linen/edge of the table

How many Ps are in the Event Marketing Mix?

8

Given the below specifications, how many room nights is the event obligated to utilize after the allowable attrition? Original contracted room block: 100 room nights Attrition: 20%

80 room nights

Contract Basics👀

A contract is agreement between two or more persons that creates an obligation to do or not to do a particular thing. Contracts are about allocating risk between and among the parties Any valid contract must have three elements: an offer, acceptance, and consideration( something of value usually payments) Contact need to have a date Both parties should have a fully executed (signed) Version of the final contract

Common Vendor partners

Advertising agency, AV, technology, lighting providers, caterers and bar service, marketing and web design, decor rentals and designers, entertainment providers, speakers bureau's, stationers, florist, venues, insurance brokers, PR agencies, security, translation providers, valet, parking and transportation

Concessions

Agreement where one party provides something of value to the other party and exchange for something else, pending certain conditions

Attrition

Allowable slippage

Pre-function space

Any Area outside the ball rooms (foyer hallway) Uses( registration/check in, exhibit, food displays, smaller group discussions)

AIDA stands for

Attention- headline, Interest-body text is simple , Desire-presenting ft as benefits, Action-call to action.

AV

Audio visual

BEO

Banquet event order

Common wedding vendor partners

Ceremony venue, photo booth, Photographer, reception venue, videographer, rehearsal dinner, florist, cake designer specialty desert provider, officiant, caterer, decor rentals, bar service, stationer, planner, transportation, hair and make up artist(hmua), Group hotel, DJ

Flipping a room

Changing the room set Meal space to general session General session to reception Exhibit to reception General session to breakouts Consideration( AV, Time)

The RFP

Content date availability First interaction with client( mostly providing rates and stats) Under review( usually reviewed by planner and list is narrowed down to the top 3-5 properties, sales team will often ask for decision date to follow up after)

Switcher

Controls which visual input is displayed on the screen

Types of venues

Convention/conference center hotel( conventions are significantly larger than conferences) Convention centers Cruise ship Specific use facility( museums bed-and-breakfast stadiums theaters zoo)

Researching venues

Cvent( website is a place where u can research different venue) Destination marketing organizations, ( visit city name), destination management organization( third party organization that helps you find, contract, and organize your vendors), regional Brad sales managers ( Marriott regional sales team)

Minimum clauses

Description of both parties involved Event name and dates Deposit/payment schedule Cancellation terms Impossibility/force Majeure Acceptance Signatures

DMO

Destination Management Organization(3rd party planner help planner find vendors) u have to pay.

DMO

Destination Marketing Organization

Group rate

Discounted room rate assigned to the rooms in the group room block

Common concessions

Discounted room rates, Suite upgrades a group rate, discounted parking, discounting meeting space, Wi-Fi, attrition on room lights, F&B discount , 1/40 comp rooms, Discounted AV, early check-in and late check out for VIP an event staff, airport transportation

Resort fee

Flat fee added to the room night rate to cover amenities at a resort that ranges from $15-$45 a night

Registration

Foyer space

meals

Foyer space, separate room or section of ballroom

Exhibit hall's

Foyers, section of a large bar room, separate room

Hosting events at hotels

Hotels make money through room night, food and beverage, ancillary spend(spa, gift shop, restaurants, golf) when placing a bid for an event they are looking at the total value of the event not just the f&B minimum or room block size

Podium or table Mic

I know on panel discussions, a soft seating for panel discussion become more popular we see if you were a table top Mike's used

IMAG

IMAG stands for "image magnification"

What is the first step of the risk management cycle?

Identify potential risks at the event via a RTV assessment

Types of caterers

In-House( has permit kitchens in the venue, usually required to utilize this caterer if you are hosting the event at the venue. No outside caterers the permitted Off premises( provide meals at a variety of locations, food is usually practically cooked/prepared offsite and the final prep is completed at the venue, important of the catering kitchen during site visits) Concessionaire (Mobile kitchen, food truck etc. To provide food)

Aspect ratio

It means how wired an image is compared to how tall it is

General session

Large ballroom- usually every attendee is in that room at one time.

F&B logistics consideration

Location of kitchen in relation to where meal is served Order of food on the Buffet Double sided buffets Present items on the table to save serving time (salads desserts bread) Provide welcome drinks to prevent long lines at the bar Ensure there are plenty of return trays or tables for empty glasses and plates

F&B minimum

Minimum amount of money that must be spent on food at an event

Requirements for a person that wants to sign a contract

Must be legal age( usually 18 and older in most places) They must be at their mental capacity at the signing of the contract. Must have the actual, inherent Or apparent authority to bind the party on whose behalf they are signing the contract on.

Peak night

Night with the most rooms being utilized

Service charge

Percentage fee that is charged on F&B, room rental, AV etc. usually 20%- 24%

Role of CSM or event managers

Planners main point of contact Create BEO's (banquet event orders)- room set up, menu, AV Create or approve diagrams ( Space logistics), Solve problems( this is where a CSM can make/break a hotel experience

POC

Point of contract

Pre-con

Pre-conference meeting (hosted pre-con with planner and key hotel personnel, hosted with planners arrive for event set up)

What two types of insurance were discussed in lecture?

Professional Liability, General Liability

Hotel sales sources

Regional sales office( large brands- brand wide regional sales person representing multi properties, hotels specific sales- specialize cells people for each market) direct leads( website or a personal contract, may have a full-time sales manager, or small properties may have a staff member that has cells as part of their duties) third-party sources( CVB, C vent, Helms Briscoe- serve as a liaison between planner and different vendors)

RFP is an acronym for

Request for Proposal (event dates and schedule, anticipated attendance, types of room needed, sleeping rooms, history)

Hotel specific minimum clauses

Room block( the types, rates, commitment per night, resort fee, reservation cut off dates) Meeting space reserved( with name and dates/times) Attrition (rooms and F&B) F&B commitment Mics, fees ( resort fees, Parking) Concessions

Room block

Set number of rooms that is " owned" by the event. I.e. 50 rooms on Friday night +50 rooms on Saturday night equals 100 room nights Rooms can be paid for by the event, or by the individual The larger the block, usually the lower the rate

Breakout rooms

Smaller separate rooms, main ballroom divided by air walls

AV areas

Sound system(includes speakers and amps, microphones, mixers Screen and projector Lighting

BEO's

Specify all event details

Confidence monitor

TV screen usually located on the floor that shows the current slide as well as a script or notes slide for the speaker to reference as they present

Banquet Event Order

The document produced by the hotel that lists all of the event's logistics (setup, F&B, AV, etc.)

Why should you (the vendor) care? About contracts

Time cost money, attorneys cost money, conflict = no repeat client

Why should you( The planner) care? About contract

Time cost money, clear clauses save you money, Smart clauses protects you from unsuspected problems, negotiating contract terms can provide a financial figure on your value to the company

Hotel and team point of contract

Transitioning properly between POC is vitally important Sales manager ( sales phase)>>>> CSM or event manager( planning phase) >>>> banquet captain( on-site)

sound system

Two set ups- built-in( used by most hotels, required to "patch" into sound system if using external source of Mikes External( third-party AV, Can create self sustaining system Many planners use their own AV to avoid issues with their AV in the hotels AV "not talking to one another properly "

Podium or a table Mic

Usually wired, usually has a sure stand, works well if moderators/speakers are changing frequently

Handheld mic

Wireless or wired, can be used with/without a stand

lavaliere (lav)

Wireless, attached a shirt/jacket, close range sound pick up, but can pick up audio of someone else if they are very close by

CRM

customer relationship management software

As an event professional, what is the best way to prove or demonstrate that you did not breach your duty of care towards your event attendees?

document all safety assessments, plans, procedures, and inspections for the event

When creating a marketing message, it is not important to list a very specific target audience. General details on the target group are sufficient.

false

In the StoryBrand Framework, the _________ of the story, has a problem and discovers a ____________.

hero, guide

When presented with an active shooter situation, what three actions were recommended in the training video?

hide, fight, run

Convention Center

is a facility with large rooms to host the meeting or event, but has no sleeping rooms attached to or affiliated with the event space.

Rack Rate

is the current public rate for sleeping rooms at a hotel. Usually this price increases the closer you are to the check-in date.

A local event planning business is offering a free digital download of their "Event Vendor Tipping Guide" on their website and over paid social media marketing ads. To download the guide, you must first provide you email address. This document is an example of a:

lead magnet

One way to improve the credentialing setup for your event is to:

provide different colored badges for each type of person at the event (attendee, staff, exhibitor, etc.)

Five phases of event planning

research, design, planning, coordination, evaluation