Event Planning and Management

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Questions and Answers

Match the event organization steps with their descriptions:

Concept = Definition of the event and its common thread or story Coordination = Planning and organizing the logistics and details of the event Control = Monitoring and managing the event to ensure everything runs smoothly Execution = Carrying out the plans and making the event happen

Match the client needs analysis components with their descriptions:

Meet the client = Initial meeting to understand the client's requirements Objectives discussion = Conversations about the goals and expectations of the event Noise creation = Increasing brand awareness and customer base Sales growth = Generating more revenue and expanding the customer base

Match the event definition elements with their descriptions:

Name and budget = Determining the event's title and available financial resources Size and target = Identifying the number and demographics of the guests Event timing = Selecting the date considering local holidays and other events Speakers and performers = Deciding on the presence of special guests and entertainment

Match the event ticketing consideration components with their descriptions:

<p>Handling capability = Assessing if the event can be managed independently or requires a team Ticketing status = Determining whether the event will require ticket sales Local and regional holidays = Checking for potential scheduling conflicts Special guests = Deciding on the involvement of notable personalities or performers</p> Signup and view all the answers

Match the event coordination tasks with their descriptions:

<p>Internal coordination = Previewing staff needs, identifying roles and tasks, marking deadlines, and establishing coordination processes Organizing the budget = Projecting income and expenditure, checking availability and costs of speakers/performances/guests, and foreseeing unexpected expenses Choosing the venue = Considering space's alignment with the brand, facilities, professionalism of events department, and contracting conditions Defining the event structure = Planning agenda, room setup, quality standards, technical/audiovisual equipment, and need for hostesses</p> Signup and view all the answers

Match the event partnership and sponsorship considerations with their descriptions:

<p>Partnerships and sponsorships = Compatibility with the event, determining association duration, outlining benefits for the sponsor, and creating an exhibitor manual Protocol and VIP area coordination = Establishing person in charge of VIPs, coordinating details related to VIPs/celebrities, and creating a seating plan Promotion actions = Adapting to the type of event, including advertising, social media, public relations, telemarketing, email marketing, personal selling, and website promotion Ticketing and fundraising = Establishing a system to manage RSVP, ensuring quality of invitations, and including rules, regulations, and a cancellation policy</p> Signup and view all the answers

Match the event logistics and coordination tasks with their descriptions:

<p>Licensing and insurance = Assuring event with adequate insurance cover and ensuring venue/suppliers/exhibitors meet normative and have insurances Confirming food and beverage needs = Arranging catering for crew, finalizing catering numbers and dietary requirements, and ensuring uniform of service staff Organizing speakers and/or performers = Coordinating timings, AV equipment needs, content deadlines, and accommodation/travel arrangements Elaborating a running order = Pre-event checklist including all event details to ensure all staff/crew are familiar with it and everything is in order</p> Signup and view all the answers

Match the following cancellation policies with their corresponding timeframes:

<p>Reductions of room block = 89-30 days before Cancellations affecting event attendance = 14-10 days before Meeting rooms attrition policies = 45+ days before Deposit payment schedule = 20 working days before group arrival</p> Signup and view all the answers

Match the following considerations with their client confirmation importance:

<p>Adapting cancellation policy = Reservation anticipation Confirming basic needs = Before sending Addendum Group/event size adaptation = Demand for requested dates Reviewing force majeure clause = Due to Covid19</p> Signup and view all the answers

Match the following document contents with the function sheet importance:

<p>Event name, dates, client's invoice information = Crucial document Room and event space details, food &amp; beverage information = Communicate contracted services Pricing breakdown, space for remarks = Organized by day and time Sources from Meeting Professionals International and International Congress and Convention Association = Must be sent well in advance</p> Signup and view all the answers

Match the following checklist items with the event development importance:

<p>Setup, details, cleanliness, and AV equipment readiness = Supervise services Being accessible for the client during the event = Collect feedback Understanding host and guest needs = Ensure setup Applying event sales techniques and negotiation skills = Be accessible for the client during the event</p> Signup and view all the answers

Match the following learning outcomes with their descriptions:

<p>Understanding host and guest needs = Specific protocol procedures Applying event sales techniques and negotiation skills = Event planning and coordination Specific protocol procedures = Understanding host and guest needs Event planning and coordination = Applying event sales techniques and negotiation skills</p> Signup and view all the answers

Match the following references and bibliography with their sources:

<p>The meaning of luxury in tourism, hospitality &amp; events by John Swarbrooke = Event name, dates, client's invoice information Meeting Professionals International and International Congress and Convention Association = Pricing breakdown, space for remarks Sources such as The meaning of luxury in tourism, hospitality &amp; events by John Swarbrooke = References and bibliography Resources from Meeting Professionals International and International Congress and Convention Association = Sources from Meeting Professionals International and International Congress and Convention Association</p> Signup and view all the answers

Match the following with their primary usage:

<p>Room blocks = The total number of sleeping rooms reserved for an event Room pick-up = The number of facility guest rooms actually used out of a room block Attrition = The difference between the actual number of sleeping rooms picked up and the number agreed to in the terms of facility contract Group rate = Confirmed rate extended to attendees booking their sleeping rooms accommodations as part of a group room block</p> Signup and view all the answers

Match the following with their primary usage:

<p>Cut-off date = Designated date when the facility will release a block of sleeping rooms to the general public Cancellation clause = Provision in a contract that outlines damages to be paid to the noncancelling party if cancellation occurs Group Name = Information for identifying the group and its members Address = Location details for the group or event</p> Signup and view all the answers

Match the following with their primary usage:

<p>VAT number = Value Added Tax identification number Day of Event = Date of the event Telephone = Contact number for communication Contact Person = Individual responsible for communication and coordination</p> Signup and view all the answers

Match the following with their primary usage:

<p>Room Categories = Different types or classifications of rooms available Prices per nights = Cost of accommodation per night Room nights = Total number of rooms booked for a specific period Meals included = Information about whether meals are part of the package</p> Signup and view all the answers

Match the following with their primary usage:

<p>Taxes = Additional charges imposed by the government Valid Dates = Dates within which the offered rates are applicable Check in/out time = Time for guests to check in and out of the facility Complementary rooms = Additional rooms provided as a bonus or free of charge</p> Signup and view all the answers

Match the following with their primary usage:

<p>Attrition Policy = Policy outlining consequences for not meeting agreed-upon terms Cancellation Policy = Policy governing the cancellation of reservations or services No show Policy = Policy dealing with guests who fail to arrive without prior notice Deposit Policy = Policy regarding the initial payment or security deposit</p> Signup and view all the answers

Match the following with their primary usage:

<p>Bank details = Information about the bank account for financial transactions Acceptance = Confirmation of agreement to the terms and conditions Signatures = Authorized individuals' endorsements as a sign of approval Iban number = International Bank Account Number for international transactions</p> Signup and view all the answers

Match the following with their primary usage:

<p>Internal Execution = Tasks and responsibilities related to event coordination and management After the Event = Activities and procedures to be completed post-event Site Inspection = Process of evaluating and ensuring the suitability of the event venue Contract's Part = Sections detailing terms and conditions of the contractual agreement</p> Signup and view all the answers

Match the following with their primary usage:

<p>RFP = Requests for Proposals Yield Management = Strategy to optimize revenue and sales performance Commission = Percentage of the total cost paid to agents or intermediaries Direct Mail = Platform for receiving requests for proposals via mail</p> Signup and view all the answers

Match the following with their primary usage:

<p>DDR (Day Delegate Rate) = Rate for conference services per delegate for a full day F&amp;B Offer = Range of food and beverage options provided Gross Commissions = Commissions before deduction of any fees or expenses Room Variation policies = Policies related to changes or modifications in room arrangements</p> Signup and view all the answers

Match the following with their primary usage:

<p>Damages policy = Policy outlining compensation for any damages incurred Request of Rooming List = Requirement for providing a list of guests and their room allocations Data Privacy = Protection of personal information and data Cancellation clause = Provision in a contract that outlines damages to be paid to the noncancelling party if cancellation occurs</p> Signup and view all the answers

Match the following with their primary usage:

<p>Distribution of gifts = Arrangements for distributing gifts or promotional items Security service = Provision of security personnel and measures Loading and unloading of materials = Handling logistics for transporting event materials Cut-off date = Designated date when the facility will release a block of sleeping rooms to the general public</p> Signup and view all the answers

Match the following post-event activities with their descriptions:

<p>Meetings with the venue = Reviewing the final bill and sharing feedback Thanking speakers = Showing appreciation and gratitude for their participation Finalizing budget = Concluding financial aspects and expenses Meeting suppliers = Engaging with vendors and partners for post-event evaluation</p> Signup and view all the answers

Match the following proposal reception platforms with their descriptions:

<p>Direct mail = Receiving request for proposals through postal services Webpage = Obtaining request for proposals through online platforms Parador.es = Specific venue mentioned in the text Yacht-haven-phuket.com = Specific venue mentioned in the text</p> Signup and view all the answers

Match the following proposal elaboration elements with their descriptions:

<p>Different services rates = Offering varying prices for different event services DDR = Package including daily delegate rate for events F&amp;B offers = Deals related to food and beverages for events Yield management in accommodation and meeting rooms = Implementing strategies for optimizing revenue in lodging and meeting spaces</p> Signup and view all the answers

Match the following quoting considerations with their descriptions:

<p>Net vs. gross commissions = Distinguishing between total and net earnings from commissions Specific commission percentages = Defined percentages for earnings from accommodation, meeting rooms, F&amp;B, and AV services Attrition = Understanding the reduction in room block pick-up Room pick-up = Actual number of rooms booked from the room block</p> Signup and view all the answers

Match the following event planning terms with their descriptions:

<p>Room blocks = Reserved number of rooms for a specific event Cut-off date = Deadline for attendees to book rooms at the group rate Cancellation clause = Stipulations for canceling event-related services Group rate = Discounted accommodation rate for a specific event</p> Signup and view all the answers

Match the following contract details with their descriptions:

<p>Pricing = Cost structure for specific services or facilities Attrition policy = Terms related to the reduction in room block pick-up No show policy = Stipulations for failure to attend without prior notice Deposit policy = Conditions for submitting initial payment to secure services</p> Signup and view all the answers

Match the following payment terms with their descriptions:

<p>Proforma invoice = Preliminary bill issued before the event date Specific percentages invoiced at different intervals = Portions of the total amount billed at various pre-event timeframes Taxes = Additional charges applied to event-related services Damages = Costs incurred due to harm or loss of property during the event</p> Signup and view all the answers

Match the following event cancellation policies with their corresponding time frames:

<p>Reductions of 15% 89-30 days before arrival = Room block reductions Cancellations affecting &gt;25% attendees 14-10 days before arrival = Event attendance No charge 45+ days before arrival = Meeting rooms attrition policies 40% charge for &gt;10% attendees 9-3 days before arrival = Event attendance</p> Signup and view all the answers

Match the following deposit payment schedule percentages with their corresponding time frames:

<p>15% = Contract signature 35% = Three months before event 25% = Two months before event Remaining 25% = 20 working days before group arrival</p> Signup and view all the answers

Match the following client confirmation considerations with their descriptions:

<p>Confirm basic needs before sending Addendum = Consideration for adaptation of cancellation policy Adapt cancellation policy based on reservation anticipation = Consideration for client confirmation Group/event size and demand for requested dates = Consideration for adaptation of cancellation policy Adaptation of cancellation policy based on reservation anticipation = Consideration for client confirmation</p> Signup and view all the answers

Match the following function sheet contents with their descriptions:

<p>Event name, dates, client's invoice information = Information included in function sheet Food &amp; beverage information, pricing breakdown = Information included in function sheet Crucial document to communicate contracted services to different departments = Importance of function sheet Includes event name, dates, client's invoice information = Information included in function sheet</p> Signup and view all the answers

Match the following event development checklist items with their descriptions:

<p>Ensure setup, details, cleanliness, and AV equipment readiness = Tasks in event development checklist Be accessible for the client during the event, supervise services = Tasks in event development checklist Collect feedback = Tasks in event development checklist Should be concise and provide valuable feedback to improve future events = Description of customer satisfaction survey</p> Signup and view all the answers

Match the following learning outcomes with their descriptions:

<p>Understanding host and guest needs = Learning outcomes of event planning and coordination Applying event sales techniques and negotiation skills = Learning outcomes of event planning and coordination Specific protocol procedures = Learning outcomes of event planning and coordination Includes sources such as 'The meaning of luxury in tourism, hospitality &amp; events' by John Swarbrooke = References and bibliography contents</p> Signup and view all the answers

Match the following event cancellation policies with their corresponding charges:

<p>10% 29-10 days before arrival = Room block reductions 60% charge for &gt;10% attendees 9-3 days before arrival = Event attendance 25% charge 44-20 days before arrival = Meeting rooms attrition policies Total charge for cancellations 3 days before arrival = Event attendance</p> Signup and view all the answers

Match the following client confirmation considerations with their purposes:

<p>Adapt cancellation policy based on reservation anticipation = Purpose of client confirmation considerations Group/event size and demand for requested dates = Purpose of client confirmation considerations Confirm basic needs before sending Addendum = Purpose of client confirmation considerations Adaptation of cancellation policy based on reservation anticipation = Purpose of client confirmation considerations</p> Signup and view all the answers

Match the following deposit payment schedule percentages with their corresponding stages:

<p>15% = First deposit payment stage 35% = Second deposit payment stage 25% = Third deposit payment stage Remaining 25% = Final deposit payment stage</p> Signup and view all the answers

Match the following function sheet contents with their purposes:

<p>Crucial document to communicate contracted services to different departments = Purpose of function sheet contents Event name, dates, client's invoice information = Purpose of function sheet contents Food &amp; beverage information, pricing breakdown = Purpose of function sheet contents Includes event name, dates, client's invoice information = Purpose of function sheet contents</p> Signup and view all the answers

Match the following event development checklist items with their purposes:

<p>Ensure setup, details, cleanliness, and AV equipment readiness = Purpose of event development checklist items Be accessible for the client during the event, supervise services = Purpose of event development checklist items Collect feedback = Purpose of event development checklist items Should be concise and provide valuable feedback to improve future events = Purpose of customer satisfaction survey</p> Signup and view all the answers

Match the following learning outcomes with their sources:

<p>Understanding host and guest needs = Learning outcomes of event planning and coordination Applying event sales techniques and negotiation skills = Learning outcomes of event planning and coordination Specific protocol procedures = Learning outcomes of event planning and coordination Resources from Meeting Professionals International and International Congress and Convention Association = References and bibliography sources</p> Signup and view all the answers

Match the following event coordination and management tasks with their descriptions:

<p>Internal coordination = Previewing staff needs, identifying roles and tasks, marking deadlines, and establishing coordination processes Organizing the budget = Projecting all income and expenditure, checking availability and costs of speakers/performances/guests, and foreseeing unexpected expenses Choosing the venue = Considering space's alignment with the brand, facilities, professionalism of events department, and contracting conditions Defining the structure of the event = Planning agenda, room setup, quality standards, required technical/audiovisual equipment, and need for hostesses</p> Signup and view all the answers

Match the following event coordination and management tasks with their descriptions:

<p>Partnerships and sponsorships = Compatibility with the event, determining association's duration, outlining benefits for the sponsor, and creating an exhibitor manual Protocol and VIP area coordination = Establishing person in charge of VIPs, coordinating all details related to VIPs/celebrities, and creating a seating plan Promotion actions = Adapting to the type of event, including advertising, social media, public relations, telemarketing, email marketing, personal selling, and website promotion Ticketing and fundraising = Establishing a system to manage RSVP, ensuring quality of invitations, and including rules, regulations, and a cancellation policy</p> Signup and view all the answers

Match the following event coordination and management tasks with their descriptions:

<p>Licensing and insurance = Assuring event with adequate insurance cover and ensuring venue/suppliers/exhibitors meet normative and have their own insurances Confirming food and beverage needs = Arranging catering for the crew, finalizing catering numbers and dietary requirements, and ensuring uniform of service staff Organizing speakers and/or performers = Coordinating timings, AV equipment needs, content deadlines, and accommodation/travel arrangements Elaborating a running order = Pre-event checklist including all event details and ensuring all staff/crew are familiar with it to check everything is in order</p> Signup and view all the answers

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Study Notes

Event Coordination and Management Checklist

  • Internal coordination involves previewing staff needs in advance, identifying roles and tasks, marking deadlines for each task, and establishing coordination processes.
  • Organizing the budget includes projecting all income and expenditure, checking availability and costs of speakers, performances, and special guests, and foreseeing unexpected expenses.
  • Choosing the venue involves considering the space's alignment with the brand, facilities, professionalism of the events department, and contracting conditions.
  • Defining the structure of the event includes planning the agenda, room setup, quality standards, required technical and audiovisual equipment, and the need for hostesses.
  • Partnerships and sponsorships require compatibility with the event, determining the association's duration, outlining benefits for the sponsor, and creating an exhibitor manual.
  • Protocol and VIP area coordination involve establishing a person in charge of VIPs, coordinating all details related to VIPs/celebrities, and creating a seating plan.
  • Promotion actions need to be adapted to the type of event, including advertising, social media, public relations, telemarketing, email marketing, personal selling, and website promotion.
  • Ticketing and fundraising require establishing a system to manage RSVP, ensuring the quality of invitations, and including rules, regulations, and a cancellation policy.
  • Licensing and insurance are crucial for assuring the event with adequate insurance cover and ensuring that the venue, suppliers, and exhibitors meet the normative and have their own insurances.
  • Confirming food and beverage needs involves arranging catering for the crew, finalizing catering numbers and dietary requirements, and ensuring the uniform of the service staff.
  • Organizing speakers and/or performers includes coordinating timings, AV equipment needs, content deadlines, and accommodation and travel arrangements.
  • Elaborating a running order is a pre-event checklist that includes all event details and ensures all staff/crew are familiar with it to check everything is in order.

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