13. CIC 20, 24, 25, 31: Transportation, Housing & Reservations, Registration, Special Events & Entertainment Flashcards
- Online registration companies offering customizable online registration systems are called?
a. ASP
b. ISP
c. IPS
d. SPA
a. ASP
- Which lead retrieval system will have a significant impact on the meetings industry in the next few years?
a. Bar Code
b. RFID
c. Smart Cards
d. Credit Card Badges
b. RFID
- The date when you will guarantee, add to or release the rooms in the room block is the ____?
reservation review date or cut-off date
- Airlines generally require a minimum of ___ traveling attendees in order to extend discounted group rates.
10
- The transportation service best for predetermined routes between points all day or during several periods is:
a. charter service
b. taxi service
c. limousine service
d. shuttle service
d. shuttle service
- If your contract allows for 80% attrition and your original block is 450, how many rooms do you NOT have to pick up?
a. 360
b. 90
c. 80
d. 450
b. 90
- Your association president is very demanding. They expect you to pamper them like royalty. When negotiating your contract for next year’s conference, what room should you book that will allow your president to entertain as well as sleep their family of 6?
a. Double/Double
b. Parlor Suite
c. Hospitality Suite
d. P + 2
d. P + 2
- Put the reservation methods in order from least to most time consuming on the part of the association.
a. Housing list, housing bureau, direct to facility, attendees make arrangements
b. Attendees make arrangements, direct to facility, housing bureau, housing list
c. Direct to facility, attendees make arrangements, housing list, housing bureau
d. Housing bureau, housing list, direct to facility, attendees make arrangements
b. Attendees make arrangements, direct to facility, housing bureau, housing list
- You are booking a nationally known professional speaker for the keynote address at your annual conference. When you receive the speaker’s Power Point presentation, you find a problem. What is the problem?
a. He only has 6 lines per slide
b. He has used Upper and Lowercase
c. He chose a slide template with a navy blue background
d. He has used tables throughout his presentation
d. He has used tables throughout his presentation
- DMCs core services include all except:
a. Special events
b. Online registration
c. Transportation
d. Group activities
b. Online registration
- Which speaker communication should include the terms and conditions of the engagement?
a. Invitation Letter
b. Confirmation Letter
c. Reminder Letter
d. All of the Above
b. Confirmation Letter
- Have a ____ in case circumstances change at the last minute.
contingency plan
- RFID stands for: ____.
radio frequency identification
- _Peripheral Room Block__ is a group of rooms outside the ECB reserved by a party that is present in the city as a result of the main event.
Peripheral Room Block
- ISES stands for ___.
International Special Events Society
- As the planner, you plan your share of children’s programs. This year, the program is being held in Austin and you are hosting a Children’s Meet & Greet at the Austin Children’s Museum. What type of ground transportation should you use?
a. Shuttle Service
b. Charter Service
c. Pedi-Cab Service
d. Public Transportation
b. Charter Service
Which of the following is not a good option for child care programs?
a. set up child care on your own
b. referral system
c. hotel services
d. child care and children’s programming services
a. set up child care on your own
- The right granted by one party to let a second party use live or recorded music through special agreement and fee structure is ___.
music licensing
- According to the PCMA, if your speaker presents on September 2, when should the thank you note be sent by?
a. October 2
b. September 30
c. September 15
d. September 9
d. September 9
- The purpose of ____ is to monitor the number of rooms that have been reserved in advance and help estimate as closely as possible the final number of rooms needed.
a room audit
- The follow are all advantages to negotiating a contract for a room block at hotel except:
a. discounted room rate
b. financial liability for rooms
c. complimentary rooms nights
d. guaranteed rooms availability
b. financial liability for rooms
- An example of a sub-block is all except:
a. exhibitor rooms
b. staff rooms
c. attendee rooms
d. speaker rooms
c. attendee rooms
- An example of a sub-block is all except:
a. exhibitor rooms
b. staff rooms
c. attendee rooms
d. speaker rooms
c. attendee rooms
- The two types of smart cards are ___ and ______.
contact and contactless
- You must register with ___ and ____ if you have live or recorded music at your event.
ASCAP and BMI
- You are planning your annual conference and this year is especially hard since your registrar is out on maternity leave. She typically handles all housing arrangements for your guests and submits a complete housing list. This year, that is not an option. Your attendees are accustomed to the personal service your registrar gives and you don’t want to lose that this year. What reservation method should you use this year?
a. Attendees make their own arrangements, no block is reserved
b. Housing List submitted by organization
c. Housing Bureau assists with reservations
d. Attendees call facility directly
c. Housing Bureau assists with reservations
What is the best and most effective vehicle for selecting a housing provider?
a. RFP
b. DMC
c. housing bureau
d. CVB
a. RFP
Some airlines offer special ___ for events of 10 or more people originating from different geographical zones.
zone fares
You are planning a Lunch-n-Learn type of event for your state trade association. The topic at the lunch is industry specific. You have an extremely limited speaker budget. Which type of speaker is the best option for you?
a. Keynote speaker
b. Professional speaker
c. Motivational speaker
d. Volunteer speaker
d. Volunteer speaker
A ___ form gives permission to record the speaker’s presentation even if it isn’t distributed.
copyright waiver
Definition of a DMC
local service organization that provides creative itineraries, resources and logistics management based on an in-depth knowledge of a particular destination.
Recognizing the possibility of injury, damage or loss, and having a means to prevent it or provide insurance is _____________.
risk management
Event ___________ worldwide offer a variety of services for special events and entertainment, including large-scale events.
production companies
ISES stands for:
International Special Events Society
What type of entertainment should be avoided at multinational events?
Speech-based entertainment
Name the two organizations that represent individuals who hold the copyright to music written in the United States:
ASCAP and BMI
What is their (ASCAP and BMI) significance for planning events?
You must register with both organizations if you have live or recorded music at your event
What is a room or suite used to entertain guests?
Hospitality suite
Name the four fundamental steps in managing any special event.
- understand the needs of the group
- select a venue
- design a “big picture” concept or theme
4. plan and produce the event
Name five special events:
receptionluncheondinnergalafundraiser
What are some options for child care programs?
-referral system (most cost effective)-hotel services-child care and children’s programming services
For educational seminars, what are some topics that always seem to interest guests?
MSFP
Money: how to save it, invest it, financial planningSelf-Improvement: weight loss programs, physical fitness, stress reductionFamily Life: child development, parenting, family health, relationship issuesPersonal Development: time management, listening skills, reading more effectively
Name some advantages to online registration.
- data accuracy
- data completeness
- updatability - cashiering automation
- one-stop shopping-smart forms
What does APS stand for and what does it mean?
Application Service Providers: online registration companies that offer customizable registration forms, secure sites, credit card transaction processing and automated confirmations.
Name five ways in which using registration ASPs are convenient for attendees.
-Forms are prepopulated-make changes after submission-available 24/7-make complex forms more understandable-immediate automated confirmation…more on page 271 in CIC
Name some advantages of ASPs for planners.
- single integrated database always up to date=better forecasting decisions
- email marketing=no snail mail - communication automation=less staff time & phone charges
- lower cost than buying a system
- benefit from creative input of multi sources & product upgrades
For manual on-site registration, 1 registration clerk per ____ registrants.
100
What are some different types of lead retrieval?
What are some different types oflead retrieval?-credit card badges-mag-stripe cards-bar codes-smart cards-RFID-handheld computers/smartphones
What are RF tags and RFID and what are they?
Radio Frequency tags/ Identification- small computer chips (often size of pinhead) that contain a string of identifying digits (similar to bar code).
What are some applications ofRF tags and RFIDs to the events industry?
-lead retrieval for exhibitors-access control-CEU tracking-access to cybercafés-easily track registration material pickup-track VIPs-crowd flow tracking
What are smart cards?
-Plastic credit cards with embedded integrated circuit chips that can store up to 16,000 bits of data
What are the two types of smart cards and what are some of their uses?
Types: Contact and contactlessUses: -product locators-message centers-educational session entry-surveys-exhibit hall traffic
CEUs- What does it stand for and what are they?
Continuing Educational Unit-credits required for professional development
What is the reservation review date or cut-off date?
Date when you will guarantee, add to or release the rooms in the room block.
What is a room block?
Total number of contracted sleeping rooms utilized and attributable to an event.
Name some advantages to negotiating a contract for a room block at hotel.
Advantages:-discounted room rate-discounted staff rate-complimentary rooms nights-guaranteed rooms availability
Name some disadvantages to negotiating a contract for a room block at hotel.
Disadvantages:-financial liability for rooms; which is called__attrition__-limited control of inventory
ECB stands for-
Event contracted block
Peripheral Block:
group of rooms outside the ECB reserved by a party that is present in the city as a result of the main event; ex. International tour group
What are two instances you should use a housing bureau?
When planning a citywide event (using more than one hotel) or with more than a few sub-blocks.
What does the attrition clause specify?
The damages to be paid if group fails to pick up certain percentage of contracted room block.
What are some incentives you can offer attendees for making their reservation within the ECB?
- special early-bird rate
- discounted room rate or registration
- complimentary rooms or upgrades to sub-blocks
- free event registration or discounted rate for sub-blocks - more on page 291 in CIC
Name the most common housing reports.
- summary of reservations confirmed
- room pickup by day
- rooming lists for designated sub-blocks- VIPs, exhibitors, master account
Golden Rule of room blocks
:If the lowest rate in your hotel mix is too high for any segment of your audience, they will book elsewhere.
What is the best and most effective vehicle for selecting a housing provider?
RFP- request for proposal
What variables help determine the number of rooms that should be blocked?
-meeting destination-meeting dates-program format-shoulder night usage-geographic location of potential attendees
Room types: 6 types
\:?-one person one bed ?-two people one bed ?-two people two beds ?-three people two beds ?-four people two beds ?-living room with adjoined sleeping room
What is lift in regards to airline carriers?
Number of seats available on flights to a given destination.
Airlines generally require a minimum of _____ traveling attendees in order to extend discounted group rates.
10
Some airlines offer special _________ for events of 10 or more people originating from different geographical zones.
zone fares
ADME stands for what and they are a good resource for?
Good resource for DMCs: aka- add me to your DMC’s fun…
You should select a transportation company or DMC based on what criteria?
- reputation-references
- vehicle number, size, type, condition, availability
- number of staff used to operate your transportation move & experience
- frequency of transportation (wait time for guests)
- costs-more on page 382 in CIC
Shuttle service is best for:
best for following a predetermined route between points all day or during several periods.
Shuttle service manager requires a RFP containing: 4 things
- client information
- housing information
- schedule information
- program and location of activities with estimated attendance
Charter service is best for:
Charter service is best for handling specific trips such as sightseeing tour or spouse program.
Certificate of Insurance is?
shows the levels of liability insurance and effective policy dates.(should be at least a $5 million liability)
According to PCMA, bus routes with round trip travel times of ____ to ____ are the most efficient and cost effective.
20-25 min
See table 33.1 and more onPCMA page 516
What are the steps in booking a speaker? 4 steps
- Affirm – offer letter2. Confirm – speaker contract3. Reaffirm-final Details4. Thank you letter
According to PCMA, a thank you letter to the speaker should be sent approximately __ days following the conclusion of your event and should accurately reflect your impression of the presentation.
7
What are 4 guidelines regarding AV & power point presentations for speakers?
- 1 thought/concept per screen
- 6x6 rule: no more than 6 words per line, no more than 6 lines per screen
- Graphs work better than tables
- Use upper & lower case in the text of visual materials
A ___________ form gives permission to record the speaker’s presentation even if it isn’t distributed.
copyright waiver
Types of speakers:
- speaker may be a member of your organization that is content expert in one area only
- speaker makes their living by delivering speeches that appeal to a variety of audiences
- speaker presents the issues of primary interest to a group of people, often they opening remarks at a meeting
Speaker Bureaus do what?
-serve as professional broker or agent or many speakers-can suggest qualified speakers for your event-may provide video of speaker-provide a speaker contract-large database and personal knowledge of speakers
