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MICE > Chapter 2: Strategic Planning > Flashcards

Chapter 2: Strategic Planning Flashcards

1
Q

Importance of Strategic Planning

A
  1. there has to be a careful plan, and
  2. a goal has to be achieved
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2
Q

defining clear goals, and coming up with an event plan, clarity and focus are achieved.

A

Strategic Planning

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3
Q

must know what needs to be achieved and what needs to be done to arrive at the expected outcome.

A

Event Manager

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4
Q

He or she must know the purpose and value of the planned event.

A

Event Manager

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5
Q

Expectation Setting

A

Understanding Client’s Needs

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6
Q

They define the purpose of the event and answer the question: why is the event being done?

A

Setting Event Goals and Objectives

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7
Q

Whatever the nature of the event, it is crucial to write down event goals and objectives.

A

Setting Event Goals and Objectives

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8
Q

“the state of being easily done”

A

Feasibility

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9
Q

defined as an analysis and evaluation of a proposed project to determine if it

A

Feasibility study

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10
Q

feasibility study, defined as an analysis and evaluation of a proposed project to determine if it

A
  1. is technically feasible,
  2. is feasible within the estimated cost, and
  3. will be profitable.
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11
Q

Determining Event Feasibility

A
  1. Time Feasibility
  2. Financial Feasibility
  3. Technical Feasibility
  4. Risk Feasibility
  5. Support Feasibility
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12
Q

Technical Feasibility

A
  1. Venue
  2. Accommodations
  3. Transportations
  4. Accessibility
  5. Social Function and Meals
  6. Internet Connection
  7. Electricity
  8. Equipment
  9. Staffing
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13
Q

organizer book the event venue, invite delegates, sell
sponsorships or exhibit booths, prepare the program

A

Time Feasibility

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14
Q

Popular hotels and convention centers are booked a year in advance, especially during the peak conference season.

A

Time Feasibility

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15
Q

Sufficient funds to cover all the expected costs.

A

Financial Feasibility

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16
Q

identify first the possible event expenses to avoid unforeseen financial problems.

A

Financial feasibility

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17
Q

organizer must know if the client will be able to advance some funds so that deposits made on the venue can be paid

A

Financial Feasibility

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18
Q

Client must be able to provide a clear list of his or her requirements for the event.

A

Technical Feasibility

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19
Q

Evaluated by the organizer to gauge if he/she will be able to deliver and address the demands of the client.

A

Technical Feasibility

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20
Q

organizer may ask the client to share previous experiences with the client what they liked and did not like abt the prev. events

A

Technical Feasibility

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21
Q

highly dependent on a number of technical factors

A

Events

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22
Q

Primary factors that need to be considered to measure an event’s technical feasibility

A
  1. Venue
  2. Accommodations
  3. Transportations
  4. Accessibility
  5. Social Factors and Meals
  6. Internet Connections
  7. Electricity
  8. Equipment
  9. Staffing
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23
Q

ensure that it is accessible and can comfortably accommodate all invited participants.

A

Venue

24
Q

Accessible to people with disabilities (PWDs), Ramps, elevators, and restrooms for PWDs should be available

A

Venue

25
Q

Conform strategically and thematically to the event goals.

A

Venue

26
Q

If 3,000 non resident guests are expected to attend a 3-day conference at a resort destination there must be enough rooms for the guests

A

Accommodations

27
Q

there should be nearby hotels and resorts, or event AirBNB options

A

Accommodations

28
Q

organizer is responsible for ensuring how the delegates will travel from their hotels to the event venue and vice-versa. (jeepneys or tricycles)

A

Transportations

29
Q

venue must easily accessible to the participants whether by land, air, or sea.

A

Accessibility

30
Q

travel time from the airport to the hotels to the venue

A

Accessibility

31
Q

planned for the event such as gala dinner should be planned according to the needs of the participants

A

Social Function and Meals

32
Q

teams decide if the meals will be served in the same room as the actual meeting for the meals depending on the nature of the event.

A

Social Function and Meals

33
Q

becoming increasingly dependent on technology tools such as the internet, an event venue must be able to provide a fast and robust ____________

A

Internet Connection

34
Q

host the technology required for the event

A

Internet Connection

35
Q

may not always be reliable in event venues

A

Electricity

36
Q

can provide an alternate source of energy, such as a generator

A

Electricity

37
Q

required for staging the event, such as sounds and light, projectors, computer, platforms, scaffolding etc., should be ensured

A

Equipment

38
Q

having sufficient personnel to plan, organize, and implement the event is crucial

A

Staffing

39
Q

analyzing the various risks associated with a planned event is important to ensure that the event can be carried out safely and successfully

A

Risk Feasibility

40
Q

Possible risks would include things such as:

A
  1. Health
  2. Security
  3. Safety
  4. Finance
  5. Reputation
41
Q

venue present any health risks to participants

A

Health

42
Q

accident or issues is there adequate first aid provisions and hospitals close by

A

Health

43
Q

there sufficient means to combat the fire, warn participants and provide a safe means to escape. to keep out unwanted or dangerous intruders, or prevent stampedes

A

Security

44
Q

exit doors clearly marked and lighted. a trained and capable security officer in charge

A

Safety

45
Q

healthy outcome or risk of financial loss high

A

Financial

46
Q

organizer and sponsors of the event if there is an accident, damage, or loss incurred

A

Reputation

47
Q

having full support of the board and its members spells the difference between success and failure

A

Support Feasibility

48
Q

have a clear idea of your financial objectives and those of your client to determine the feasibility event

A

Financial goals

49
Q

must have a detailed event checklist

A

Checklist

50
Q

include resources and tasks needed for the event, people responsible for them, and a start date and completion date.

A

Checklist

51
Q

can be prepared for each of the teams assigned to the event

A

Checklists

52
Q

should also be prepared for mega events with simultaneous activities

A

Sub-checklists

53
Q

depend on changing factors, like number of attendees or booths you are able to sell

A

Variable costs

54
Q

fixed costs are unchangeable costs that you incur to hold the event

A

Identifying all the event costs

55
Q

expected to raise additional revenues from registration fees, sponsorship fees

A

Determine your Funds sources

56
Q

differences between fund sources and total costs (fixed plus variable)

A

Compute your potential profit

57
Q

raise to break even with your costs. ensure that your client has reasonable and realistic expectations

A

Compute your breakeven level

MICE (3 decks)

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