Chapter 2: Strategic Planning

Question 1

Importance of Strategic Planning

Answer 1

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

Question 2

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

Answer 2

Strategic Planning

Question 3

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

Answer 3

Event Manager

Question 4

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

Answer 4

Event Manager

Question 5

Expectation Setting

Answer 5

Understanding Client’s Needs

Question 6

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

Answer 6

Setting Event Goals and Objectives

Question 7

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

Answer 7

Setting Event Goals and Objectives

Question 8

“the state of being easily done”

Answer 8

Feasibility

Question 9

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

Answer 9

Feasibility study

Question 10

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

Answer 10

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

Question 11

Determining Event Feasibility

Answer 11

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

Question 12

Technical Feasibility

Answer 12

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

Question 13

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

Answer 13

Time Feasibility

Question 14

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

Answer 14

Time Feasibility

Question 15

Sufficient funds to cover all the expected costs.

Answer 15

Financial Feasibility

Question 16

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

Answer 16

Financial feasibility

Question 17

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

Answer 17

Financial Feasibility

Question 18

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

Answer 18

Technical Feasibility

Question 19

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

Answer 19

Technical Feasibility

Question 20

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

Answer 20

Technical Feasibility

Question 21

highly dependent on a number of technical factors

Answer 21

Events

Question 22

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

Answer 22

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

Question 23

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

Answer 23

Venue

Question 24

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

Answer 24

Venue

Question 25

Conform strategically and thematically to the event goals.

Answer 25

Venue

Question 26

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

Answer 26

Accommodations

Question 27

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

Answer 27

Accommodations

Question 28

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

Answer 28

Transportations

Question 29

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

Answer 29

Accessibility

Question 30

travel time from the airport to the hotels to the venue

Answer 30

Accessibility

Question 31

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

Answer 31

Social Function and Meals

Question 32

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.

Answer 32

Social Function and Meals

Question 33

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

Answer 33

Internet Connection

Question 34

host the technology required for the event

Answer 34

Internet Connection

Question 35

may not always be reliable in event venues

Answer 35

Electricity

Question 36

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

Answer 36

Electricity

Question 37

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

Answer 37

Equipment

Question 38

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

Answer 38

Staffing

Question 39

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

Answer 39

Risk Feasibility

Question 40

Possible risks would include things such as:

Answer 40

1. Health 2. Security 3. Safety 4. Finance 5. Reputation

Question 41

venue present any health risks to participants

Answer 41

Health

Question 42

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

Answer 42

Health

Question 43

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

Answer 43

Security

Question 44

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

Answer 44

Safety

Question 45

healthy outcome or risk of financial loss high

Answer 45

Financial

Question 46

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

Answer 46

Reputation

Question 47

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

Answer 47

Support Feasibility

Question 48

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

Answer 48

Financial goals

Question 49

must have a detailed event checklist

Answer 49

Checklist

Question 50

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

Answer 50

Checklist

Question 51

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

Answer 51

Checklists

Question 52

should also be prepared for mega events with simultaneous activities

Answer 52

Sub-checklists

Question 53

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

Answer 53

Variable costs

Question 54

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

Answer 54

Identifying all the event costs

Question 55

expected to raise additional revenues from registration fees, sponsorship fees

Answer 55

Determine your Funds sources

Question 56

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

Answer 56

Compute your potential profit

Question 57

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

Answer 57

Compute your breakeven level