Event Management and Contracts: A Comprehensive Guide, Quizzes of Hospitality and Tourism

Download Event Management and Contracts: A Comprehensive Guide and more Quizzes Hospitality and Tourism in PDF only on Docsity! TERM 1 An EVENT risk management plan does all but which of the following? DEFINITION 1 Provides procedures to identify potential riskDetermines the potential danger a situation may causeProvides risk mitigation steps to minimize potential costsAssesses each risk TERM 2 T/F Attendance policies are generally the same for corporate and association meetings. DEFINITION 2 FALSE TERM 3 Objectives DEFINITION 3 Outcome objectives describe what the takeaways are. Process / program objectives describe the how to.objectives must be SMART TERM 4 SMART DEFINITION 4 S SpecificM MeasurableA AttainableR RelevantT Timely TERM 5 Intellectual Property DEFINITION 5 Music Licensing Agreements Failure to sign these agreements = copyright infringement. The organization sponsoring the event NOT the performers must obtain the requisite licenses. TERM 6 Purpose of Intellectual Property DEFINITION 6 Recording or videotaping speakers Sell copies to meeting attendees Sell copies to those who could not attend Archival purposes TERM 7 General Contract Clauses in MEEC DEFINITION 7 Force Majeure Actual versus Liquidated Damage Dishonored reservations/Early departure fees Attrition / Underperformance Cutoff dates Condition of the facility / Renovation-Noise Control Hold Harmless / indemnification (claims by 3rd parties) Termination versus Cancellation TERM 8 Five requirements for formation of contract DEFINITION 8 An offer Mutual acceptance Consideration In writing when required Legal competency (actual and apparent) TERM 9 Stages of Risk Management DEFINITION 9 Preparedness Mitigation Response Recovery TERM 10 Preparedness DEFINITION 10 The exhibition organizer would have assessed and analyzed the possible risks during the planning stage. The organizer now looks at the probability that each risk would occur and the consequences TERM 21 Types of Food Functions DEFINITION 21 continental breakfast - self service full served breakfast Breakfast buffet Refreshment breaks - snacks Bruch - breakfast and lunch Buffet Lunch - hot or cold Box lunch - carrying away from the hotel to a location full served lunch - there course hot meal TERM 22 Types of Food Functions Continued DEFINITION 22 receptions - limited seating dinner buffet - salads, entries, and desserts full served dinner - three to five course meal off site event - a reception away from the hotel theme party - can be a reception, buffet, or served meal TERM 23 Off-premise catering DEFINITION 23 transports food to a different location sometimes its transported fully cooked and other times is partially prepared and cooked in a kitchen mobile kitchens can be set up just about anywhere caterers are generally responsible for renting the equipment TERM 24 On-premise catering DEFINITION 24 held in a facility that has its own permeant kitchens and function rooms, such as hotel, restaurant, or convention center allows the facility to keep permanent furniture TERM 25 Breakeven example w/ registration fee DEFINITION 25 Registration Fee Fixed Costs: $1200 variable costs: $15 number of attendees: $50 1200+(15x50) = 39 50 TERM 26 Breakeven example w/ attendees DEFINITION 26 Attendees registration fee: 15 total fixed cost: 1200 meal price: 14 1200 = 1200 15-14 TERM 27 For Breakeven DEFINITION 27 Total Income = Total ExpensesTotal Income = Fixed Income + (Attendance x Registration Fee) + (# Booth Sales x Booth Price)Total Expenses= Fixed Costs + (Variable Costs x Estimated Attendance) TERM 28 Expense Budget: Fixed or Variable DEFINITION 28 AV : Fixed F&B : Variable Marketing: Fixed Meeting Room Rental: Fixed Speaker's Fees: Fixed Signage: Fixed Giveaways: Variable TERM 29 7 Steps in Designing a Program DEFINITION 29 Determine organizations philosophy Conduct needs assessment Establish objectives Research audience for preferences and best means to achieve goal Collect meeting history; review evaluation(s) Establish program outline Establish program timeline TERM 30 Site Selection DEFINITION 30 process can begin after meeting objectives are developed Depending on type of meeting it can take days, weeks, month or years before the event you have to think about location cost mode of transportation type of hotel or convention center space requirements TERM 31 Needs Analysis DEFINITION 31 A method of determining the expect ions for a particular meeting remember the needs of corporate and association are different First step is know "who are they"? must collect demographic info or both past and prospective attendees (easier for annual events)