Lesson 2: Project Management

Question 1

Define Project Management

Answer 1

The application of knowledge, skills, tools, and techniques to project activities to meet the project requirements

Question 2

Time Management Tools

Answer 2

Gantt Chart, Work breakdown structure, critical path, key performance indicators, milestones

Question 3

Project Management Triangle of Constraints

Answer 3

Time, Cost, Performance

Question 4

Event Management Phases

Answer 4

1. Initiation: research, basic event purpose established
2. Planning: requirements and specifications for the event are determined
3. Implementation: when all goods and services are contracted and coordinated
4. Event: it is held, risk monitoring and controls are prioritized
5. Closure: event production is closed down, contractual obligations are complete feedback is collected, and event is evaluated

Question 5

Project Plan

Answer 5

1st step an event professional should take after a decision has been made to go forward with an event is to create this plan.
serves as a road map for planning a project

Question 6

What is the difference between the different types of project plans?

Answer 6

-Quality planning: detailed decision-making to ensure product or service meets the customer expectations and standards.

Procurement Planning: when a company decides what they need, who provides, and when the orders will be filled

Event Planning: organizing and executing all details of an initial concept

Communication Planning: providing and building transparent and ongoing relationships with stakeholders

Evaluation/Audit Planning: development of a strategy that provides a detailed audit of event

Question 7

Project Plan comes in various forms

Answer 7

• small event
• large event
• incentive program
• exhibitions
• product launch
• training / educational events

Question 8

The Difference in the Personnel Roles in Project Management
Portfolio Manager vs. Program Manager vs. Project Manager

Answer 8

Portfolio Manager: a specific manager oversees multiple programs and projects that are independent of each other (Executive Director)

Program Manager: Oversee multiple activities (Meetings) (Director of Meetings)

Project Manager: Leads the project team (admin, booth sales, etc.) (Meeting Planner)

Question 9

Gantt Chart

Answer 9

Graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project

Question 10

Standard operating procedures (SOPs)

Answer 10

Checklists to ensure team members perform tasks with consistency and meet anticipated outcomes

Question 11

Quality Management

Answer 11

Managing overall project quality can also measure the quality of each project deliverable.

Question 12

Three processes of quality management are

Answer 12

1. quality planning: a documented approach to ensure that tasks are done right the first time
2. quality assurance: a systematic process that ensures that a product, service, or process meets or exceeds the established quality standards
3. quality control: detecting the flaws

Question 13

Develop a procurement plan consisting of four processes

Answer 13

1. Planning- defining the “what,” “how much,” and “When.”
2. Conducting- selecting and assigning contracts with selected suppliers
3. Administering- evaluating the performance of the contract and verifying changes and adjustments
4. Closing- formal conclusion

Question 14

Work breakdown structure (WBS)

Answer 14

organizes and describes in detail the project

Question 15

Contract Amendment

Answer 15

An amendment is a change to an existing contract document

Question 16

Contract Addendum

Answer 16

An addendum adds a document to the original contract

Question 17

Banquet Event Orders (BEOs)

Answer 17

Outline event details (food and beverage, room set-up, basic av, decor, etc.), with all costs quoted

Question 18

Pre-Conference Meeting

Answer 18

Meeting before the actual meeting, held 48-72 hours before the attendees’ arrival

Question 19

Program Evaluation & Review Technique (PERT)

Answer 19

The chart that conveys relationship tasks and how they are scheduled

Question 20

Critical Path Method (CPM)

Answer 20

Chain of activities that need to stay on track to achieve a milestone. Provides a timeline, the tasks, and their relationships

Question 21

Communication Plan

Answer 21

Develop a communication matrix to determine what needs to be communicated to whom and when

Question 22

Evaluation / Audit Plan

Answer 22

Evaluation offers transparency, and audit offers accountability

Question 23

Define Amendment

Answer 23

A minor change or addition designed to improve

Question 24

Define Addendum

Answer 24

an item of additional material added, typically to correct, clarify

Question 25

Setting policy for travel, overnight accommodations, and reimbursement procedures would be considered part of what project management knowledge area?

a. project cost management
b. project integration management
c. project procurement management
d. project quality management

Answer 25

c. project procurement management

Question 26

What type of document provides a graphical illustration of the schedule that helps plan, coordinate and track tasks for a project?

a. a gantt chart
b. a smart chart
c. an sop guideline
d. a project timeline

Answer 26

a. a gantt chart

Question 27

The contract clause that addresses who would be liable for any injuries that may occur while the event is proceeding would be:

a. insurance
b. slippage
c. injury protection
d. indemnification

Answer 27

d. indemnification

Question 28

In terms of project management hierarchy, which manager oversees multiple programs which are independent yet related?

a. project team leader
b. program manager
c. portfolio manager
d. procurement officer

Answer 28

c. portfolio manager

Question 29

The formal process where a declaration is made that a project will move forward is called the :

a. discovery and analysis phase
b. stakeholder statement
c. scope of work declaration
d. project charter

Answer 29

d. project charter

Question 30

The contractual clause that allows a contract to be canceled without financial payment is called:

a. mutual indemnification
b. termination
c. cancellation
d. dispute resolution

Answer 30

b. termination

Question 31

When assessing potential risk to your project, the four possible responses are:

a. exploit, enhance, accept, and mitigate
b. absorb, avoid, mitigate, and transfer
c. reduce, reuse, recycle, and mitigate
d. threaten, absorb, exploit, and share

Answer 31

b. absorb, avoid, mitigate, and transfer

Question 32

The term that describe the chain of activities that must begin on time and stay on track in order to achieve project milestones is the:

a. critical path
b. key performance indicators
c. evaluation timeline
d. project status report

Answer 32

a. critical path

Question 33

A contract is:

a. a verbal agreement which is binding when combined with a handshake
b. a document that defines the rights and duties of the contracting parties
c. a legal document that binds both parties without the ability to change or modify once signed
d. all of the above

Answer 33

b. a document that defines the rights and duties of the contracting parties

Question 34

Which is not one of the three constraints that most event event professionals encounter?

a. time
b. cost
c. staffing
d. performance

Answer 34

c. staffing

Question 35

Which step is not included in the four steps to the project procurement plan?

a. plan procurements
b. conduct procurements
c. manage procurements
d. administer procurements
e. close procurements

Answer 35

c. manage procurements

Question 36

What clause excused non-performance of a contract without liability?

a. cancellation clause
b. termination clause
c. indemnification clause
d. attrition clause

Answer 36

b. termination clause

Question 37

When scheduling a financial audit, the best option is to:

a. use a third-party auditing firm
b. schedule an audit only at the end of the event
c. perform an internal audit with professionals knowledgeable of the event
d. process your financial audit with the event/exhibits audit

Answer 37

a. use a third-party auditing firm

Question 38

What provides a graphical schedule that helps to plan, coordinate, and track project tasks?

a. project plan
b. standard operating procedures
c. work breakdown structure
d. gantt chart

Answer 38

d. gantt chart

Question 39

Once authorization to hold an event has been given, the event planner must develop all except:

a. reasons for holding the meeting
b. budget
c. KPIs
d. objectives

Answer 39

b. budget

Question 40

A snow storm is expected to hit your event location on the scheduled arrival day. What contract clause may protect you from not meeting your obligations?

a. cancellation clause
b. force majeure clause
c. termination clause
d. attrition clause

Answer 40

b. force majeure clause