10. CIC 15, 17, 18: Convention Services, Facilities Staff, Pre-Con, On-Site Communications, Risk Management, Communication with Event Facilities Flashcards
- Primary focus of a CSM is to:
a. negotiate dates and rates
b. select vendors
c. ensure contractual obligations are fulfilled
d. submit venue surveys
c. ensure contractual obligations are fulfilled
- A CSM serves as an extension of staff to:
a. meeting planners
b. CVB’s
c. hotels
d. convention centers
a. meeting planners
- The CSM will receive an account history from the hotel sales manager. A complete account history should include:
a. the dates of the event
b. the client space needs
c. housing information
d. All of the above
d. All of the above
- What is the timeline to reserve a guest room sub-block for VIP’s, staff and speakers
a. 11 months
b. 12 months
c. 14 months
d. 16 months
a. 11 months
- Return labels are generally expedited when prepared _______________.
in advance
- There are no set rules when it come to gratuities and tipping
a. True
b. False
a. true
- Define P.E.R.
Post event report
- What is the purpose of a post-convention meeting?
to evaluate good and bad (Look for exact answer in book)
- What is another name for a Convention Service Manager (CSM)?
a. Conference and Banqueting Manager
b. Conference Coordinator
c. Every planner’s best friend
d. Events Manager
e. A, B and D
f. All of the above
e. A, B and D
- In Europe room rates are ______________ of tax, city tax and service?
inclusive
- In Europe hotel contracts are more/less common than in the United States?
less
- A Daily Delegate Rate (DDR) includes:
a. Function space, one lunch and one beverage break
b. Function space, breakfast and lunch
c. Function space, one lunch and two coffee/tea breaks
d. None of the above
c. Function space, one lunch and two coffee/tea breaks
- What does a P.E.R consist of?
final numbers, f&b, registration, etc. (look in book for exact answer)
- A 24 hour rate includes:
a. Function space, lunch, dinner and two coffee/tea breaks
b. Function space, breakfast, lunch and dinner
c. Function space, overnight accommodations, breakfast, lunch dinner and two coffee/tea breaks
d. None of the above
c. Function space, overnight accommodations, breakfast, lunch dinner and two coffee/tea breaks
- For large event when should the first meeting between facility personnel and the client occur?
a. 6 months
b. 3 months
c. 9 months
d. 12 months
d. 12 months
- A __________ is described as a voluntary and selective amount of money given at will for special or excellent service?
Tip
- A __________ is described as a voluntary payment added to a bill to signify good service?
Gratuity
- The two options for air-freight delivery are? (Circle both that apply)
a. Terminal to terminal
b. Overnight
c. Drayage
d. Door to door
a. Terminal to terminal
d. Door to door
(conf answer in book)
- What is the best source for Traveler’s Advisory Notices?
US State Department
- What is the general industry limit on liability for each occurrence on small events?
a. Not less than $1 million
b. Not less than $3 million
c. Not less than $5 million
d. None of the above
b. Not less than $3 million for small events (look in book bc Ch 31, transportation says no less than 5 mill…is that only for transportation?)
-Hotel CSM does what?
liaison between meeting planner and all hotel departments
anticipates groups needs based on event history
Coordinates program details through process of timeline checklist
-Convention Center CSM does what?
one stop shop for convention center related services
coordinates event details through communication with client and building staff
serves as liason with outside service contractors
Key communications with Hotel CSM include:
Event Specification Guide (ESG) Function Orders Banquet Event Order (BEO) Pre-Conference Meeting Group Specifications Guide or Resume Post-Conference Meeting Post-Event Report (PER)
ESG- Event Specifications Guide includes what?
Event overview Meeting requirements Key contacts Important agreement details Meeting policies/procedures Billing instructions Details of each general session, breakout, special event, registration, etc., broken down by date, time and place.
Group Specifications Guide or Group Resume is what?
Created by CSM based on Planner’s ESG and routed to internal facility staff and shared with planner at the Pre-Conference Meeting
Pre-Conference Meeting details:
Typically 24 – 48 hours out Ran by CSM and will cover some of the following: Introduction of facility and client staff Review of housing list/VIP information AV details Catering details Billing Instructions Etc.
Post-Conference Meeting details:
Held at conclusion of meeting Involve key facility personnel Recognize employees who provided outstanding service Review what worked well and what didn’t Discuss ways to improve (both sides)
PER- Post event Report includes what?
5 things at least
Registration #’s - onsite and pre-conference
F & B details – guarantees vs. actual
Hotel pickup
Budget vs. actual spend (can include revenue)
Exhibitors
Any other data relevant to your event
Risk Management involves what 4 things:
- Planning and Preparedness
- Mitigation
- Response
- Recovery Safety First
Definition of Risk Management:
a matter of identifying potential hazards
