5. CIC 14, 27, 28- CIC Int'l 15- PCMA 15, 23, 30, 34: Event Specificiations Guidebook, Function Rooms and setups, Green Meetings, Environment for Meetings Flashcards
Which of the following should not be included
in the Specifications Guidebook?
a. A group profile and demographics
b. Housekeeping requests
c. The anticipated attendance
d. The pre-convention briefing agenda
e. Authorized signatures for event changes
d
The Specifications guidebook is comprised of a number of comprehensive a- staging guides b- revision lists c- function sheets d- supplier guides
c
The specifications guidebook should be sent to the CSM or Event Coordinator how long before the event? a- 2-3 months b- 1-2 weeks c- 3-4 months d- 4-6 weeks e- 1 year
d
Event Specifications Guide (ESG) should have all of the following information except for:
a. general overview of the organization
b. listing of contractors/suppliers/key personnel
c. meeting requirement by day, time, and space
d. number of keys needed for each room
d
Which of the following statements is incorrect?
a. CSM should schedule a pre-conference meeting
b. CSM should proof the function sheets
c. CSM should schedule all AV equipment
d. CSM should provide floor plans
e. CSM should confirm speaker requirements
c
Which of the following is not a key principle of green meetings? a. reduce b. reuse c. rethink d. recyle
c
Which of the following is not true about the ESG?
a. It becomes the final authority on the meeting
b. It should only be updated if a room set changes
c. It helps set the agenda for the pre-con meeting
d. It is distributed to transportation companies
e. It is kept in a central location
b
Which of the following is not a common method for updating the ESG onsite?
a- maintain a distribution list for updates
b- Use carbon copy forms for all changes
c- Use different colored paper to indicate a page or section that has changed
d- Designate one person to update the master copy
e- Date each new version as it is released
b
Schoolroom tables are how many inches high?
30 inches
In a theater set, approximately what percentage of the room is devoted to the area in front of the seating area?
33%
Another name for a conference style set is ?
Boardroom
What is the ratio of water pitchers to attendees in a schoolroom set?
1 to 6
What is the minimum aisle space needed for a wheelchair?
6ft
This set is used when 13 to 30 people are in a schoolroom or conference style setting and there are no AV presentations.
Hollow square
What size banquet round comfortably seats 10 people?
72 in
For a theater set, how many inches of space should be allowed between rows?
24 in
Placing a second row of seats on low risers around a conference is called a _____?
Two-tiered set up .
According to the ADA, what is the rise in height for each foot of ramp used for wheelchairs?
1 in for every foot
A set up that uses only a partial number of chairs around a banquet table is called _____
Crescent round set up
In a U-shape set, the rule is that chairs should never be set within how many feet of a shared corner?
1 foot
What are the most common sizes of platforms?
4 x 8 and 6 x 8
A raised platform for a head table is called a .
dais
What does BEO stand for?
Banquet event order
What is the standard size of sign that fits in a sign holder?
22” x 28”
This document outlines hourly schedules for staff and volunteer members.
Duty roster
A general rule of thumb for work space to accommodate writing
materials and books is a minimum of how many feet per person?
2 feet (24”)
The general rule for rows of chairs is that no one should have to cross more than chairs in any direction to get to a seat?
6 chairs
A key point to remember when using visuals that require a projection
screen is to place the screen at a degree angle to the right or left of the speaker.
45 (degree angle)
The minimum font size for a power point presentation is .
24 point
What is the Good Samaritan’s law?
It is a law that supports the donation of food in good faith.
A green event does what?
Incorporates environmental considerations thru out all stages of the planning process in order to minimize the impact on the environment.
What does the Convention’s Industry Council’s APEX stand for?
Accepted Practices Exchange
The ESG contains 3 parts: What are they?
Narrative
Function schedule
Function set up order
What is an ICW group? Ex: Sage at AFPM.
A group that is part of the main event bu having their own events.
how far in advance of the program is the ESG sent to your planning partners?
no later than 1 month
Hotels will allow for ___ to ____ shortfall or attrition before meeting room rentals will apply.
10-20%
times should be noted on a ______ or military time to avoid confusion.
24 hour basis
Include _______ when detailing A/V equipment for an event in another country since terminology may be different.
pictures
The ESG should be set up in the CIC template or an ___________ listing each function chronologically.
excel spreadsheet
How will APEX change the way events are handled at facilities?
Their goal is to facilitate a seamless transfer of data, reduce data entry, increase efficiency for both suppliers and planners.
what are the 3 things to consider when setting up a function room?
1- what are mtg requirements?
2- What space, labor and equipment does the facility have to accommodate?
3- How can you ensure attendees are safe and comfy?
Set up style/ Space Per Person:
Reception= _______________
9-10sq ft pp
Set up style/ Space Per Person:
Theater(less than 60pple)=___________
Theater(60-300pple)=____________
Theater(more than 300pple)=______________
Set up style/ Space Per Person
Theater(less than 60pple)= 12-13 sq ft pp
Theater(60-300pple)=11-12 sq ft pp
Theater(more than pple)=10-11sq ft pp
Set up style/ Space Per Person:
Schoolroom (less than 60pple)= ___________
Schoolroom (60-300pple)=_____________
Schoolroom (more than 300pple)=______________
Schoolroom (general) =________________
Set up style/ Space Per Person
Schoolroom (less than 60pple) 22-23 sq ft pp
Schoolroom (60-300pple)=20-21 sq ft
Schoolroom (more than pple)= 17-18 sq ft pp
Schoolroom (general)= 17-22 sq ft pp
what are the general banquet table sizes?
60, 66, 72 in
Banquet seating Requirements: Table Diameter/ Comfy/Maximum/ Too tight 60in= \_\_\_/\_\_\_\_\_/\_\_\_\_pple 66in= \_\_\_/\_\_\_\_\_/\_\_\_\_pple 72in= \_\_\_/\_\_\_\_\_/\_\_\_\_pple
Banquet seating Requirements: Table Diameter/ Comfy/Maximum/ Too tight 60in= 8/9/10pple 66in= 9/10/11 pple 72in= 10/11/12 pple
3 principles of room set up:
1- set to the long side of the room
2- minimize straight rows
3- avoid center aisles when possible
The first row of chairs should be no closer than ___ft from the edge of the platform or 2 times the _______ dimension of the screen.
6ft, vertical
Banquet tables should at least _____ ft apart to allow for aisle space between tables.
5ft
Do not place seating at an angle of of less than ____ degrees to the screen.
22 degrees
What is herringbone seating?
Chevron or V shape.
Use U shape when you need to see _____.
A/V
Use hollow square when-
no A/V is needed.
How tall are banquet and schoolroom tables?
30 in high
Rectangular tales are usually _____ or _____ long by _____ wide
6ft OR 8ft BY 30 wide
3 principles of room set up:
1- set to the long side of the room
2- minimize straight rows
3- avoid center aisles when possible
The first row of chairs should be no closer than ___ft from the edge of the platform or 2 times the _______ dimension of the screen.
6ft, vertical
Banquet tables should at least _____ ft apart to allow for aisle space between tables.
5ft
Do not place seating at an angle of of less than ____ degrees to the screen.
22 degrees
What is herringbone seating?
Chevron or V shape.
Use U shape when you need to see _____.
A/V
Use hollow square when-
no A/V is needed.
How tall are banquet and schoolroom tables?
30 in high
Rectangular tales are usually _____ or _____ long by _____ wide
6ft OR 8ft BY 30 wide
How many feet away should the first row of chairs be in the screen is 8ft tall?
no closer than 16 ft in front of the screen.
No section of seating should have more than ___ chairs.
14 chairs
Aisles should be ___ to _____ ft wide
4-8ft
There should be ____ to __ in between chairs.
4-6inches
The Central Texas Chapter of Disco Dancers is having their annual dance-a-thon at the local convention center. Registration for the reception has reached 375 people. This group will not have a band (only a DJ), but they will need a 90’x90’ dance floor. Which one of these numbers is the closest to the range of square feet this group will need for their reception?
a. 12,400 – 12,775 square feet
b. 11,500 – 11,875 square feet
c. 11,345 – 11,720 square feet
d. 12,410 – 12,785 square feet
b. 11,500 – 11,875 square feet
The Cape Cod Association of Crab Lovers is having a banquet at the Hyatt Hotel. They plan on serving a regular plated dinner to approximately 3,285 guests. They have asked the CSM to prepare a diagram using 66” rounds in the room. Using the number registered, give the closest amount of 66” rounds needed to seat this group comfortably (using the 10% overage).
a. 393 rounds
b. 404 rounds
c. 398 rounds
d. 402 rounds
d. 402 rounds
Which of the following sets does not belong with the other three?
a. Chevron
b. Classroom
c. V-Shape
d. Herringbone
b. Classroom
- You have 200 people attending a conference in Los Angeles, an area susceptible to earthquakes. Which room setup principle do you need to remember?
a. Make sure that not every chair is directed toward the presentation.
b. Have a center aisle
c. Set to the long side of the room
d. Use straight rows (no more than 14 chairs)
c. Set to the long side of the room
Which one of these is not a good reason to use a crescent round setup?
a. It is a good setup if a meal is followed by a long presentation
b. It is a good setup when a meeting immediately follows a banquet
c. It works well for breakout group meetings
d. It maximizes possible seating in the room
d. It maximizes possible seating in the room
- The National Yoga Association has requested a setup with half of the room set schoolroom and the other half empty. The room chosen is 10,200 square feet and has 6 exits. The guaranteed attendance is 180 people. What is the minimum amount of square feet needed to fit this group in half of the room (schoolroom set)?
a. 3,600 square feet
b. 4,000 square feet
c. 2,700 square feet
d. 2,900 square feet
a. 3,600 square feet
- A standard banquet table for eight people is:
a. 78” round
b. 76” round
c. 74” round
d. 60” round
d. 60” round
- The minimum distance between the attendee and the projection screen is:
a. 3 times the horizontal dimension of the screen
b. 2 times the ceiling to floor height
c. 2 times the vertical dimension of the screen
d. 2 times the horizontal dimension of the screen.
c. 2 times the vertical dimension of the screen
- The Northern Arkansas Yodelers are having a meeting at the Expo Center. They were expecting 120 in attendance, but the numbers have dropped to 38. They said that if flights work out Expo Center should plan on 25% more people in attendance. Assuming the flights work out, which number of square feet listed below would come closest to accommodating this group (assuming they require a theater set)?
a. 580 square feet
b. 620 square feet
c. 590 square feet
d. 565 square feet
a. 580 square feet
