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Certified Meeting Professional (CMP) > Lesson 8: Site Management > Flashcards

Lesson 8: Site Management Flashcards

Domain H

1
Q

What is a venue?

A

a best place that suites your needs

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2
Q

What is a green room?

A

A private and secure room that excludes the meeting room from the public listing

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3
Q

Types of event venues:
convention centers

A

A venue built to host trade shows, conventions, and large functions, usually combined with exhibition space

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4
Q

Types of event venues:
conference center

A

A dedicated space for events has CMP (complete meeting package) to keep within a budget

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5
Q

Types of event venues:
hotels

A

A large amount of meeting space, usually less than a convention center, has sleeping rooms and event space to accommodate group

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6
Q

Types of event venues:
resorts

A

It is located near the facility for recreational activities, when attendee expects to attend meetings and resort activities, great for encouraging attendance

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7
Q

Types of event venues:
cruise ships

A

Chartered solely for your group

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8
Q

Types of event venues:
college and university campuses

A

Used during the summer and student breaks, many campuses have available conference centers

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9
Q

Types of event venues:
non-traditional venues

A

historical facilities such as palaces, castles, restaurants, museums, outdoor areas, and arenas

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10
Q

What is DMO?

A

Destination marketing organization: convention bureau (Example- Visit Baltimore)

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11
Q

What is a CVB?

A

Convention and Visitors Bureau

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12
Q

What is a DMC?

A

Destination Management Companies

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13
Q

What is an event profile?

A

A document that breaks down the event goals, objectives, budget, historical data

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14
Q

What is a floor plan?

A

An existing site infrastructure that forms a outline of the site layout

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15
Q

Space Assignment and set-up configurations

A

Knowing traffic flow, signage needed and placed, reviewing site plan and executing, building in flexibility for adjustments, reviewing site plan with stakeholders, being open to onsite changes, knowing site design changes and budget

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16
Q

What is a communication matrix?

A

What messages need to be communicated by who to whom

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17
Q
  1. The document detailing the meeting room assignments and placement of temporary structures and signage is called:
    Page 231
    a. Logistics Action Plan
    b. Site Plan
    c. Communication Plan
    d. Traffic Flow Plan
A

b. Site Plan

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18
Q
  1. When setting up the logistics of a meeting, some ADA compliance issues are the duty of the hotel and some of the compliance issues are the duty of the meeting planner. Which of the following is the duty solely of the hotel?
    Page 224-225
    a. Making sure there is a sign language interpreter in the general session
    b. Reserving an area for wheelchair bound attendees in the meeting room
    c. Making sure the hallways are obstruction free and wide enough for any wheelchair bound attendees
    d. Making sure there are accessible transportation options available
A

c. Making sure the hallways are obstruction free and wide enough for any wheelchair bound attendees

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19
Q
  1. You have used many different types of venues for your meeting and your board has decided their favorite venue is one where all of the food is included, the meeting space is specifically designed for focused meetings, golf and spa are available and the rooms are connected to the meeting space. What type of facility would you be looking for to book your next meeting?

a. Corporate Conference Center
b. University Conference Center
c. Resort Conference Center
d. Residential Conference Center

A

c. Resort Conference Center

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20
Q
  1. If you are taking exhibits, presentation materials and samples into another country, what document do you need to provide for clear passage?
    Page 240
    a. Proof of payment of VAT
    b. Temporary Import License
    c. Freight forwarding invoice
    d. ATA Carnet
A

d. ATA Carnet

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21
Q
  1. Your show is in London in 6 weeks and your materials are all ready to be shipped. What’s the most cost effective way to move the shipment?
    Page 239
    a. Overland Carriage
    b. Ocean Freight
    c. Air Freight
    d. Hand Carry
A

b. Ocean Freight

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22
Q
  1. The plan created to detail the exact set-up and breakdown times for your event as well as details for move in and move out is called:
    Page 236
    a. Communication Matrix
    b. Gnantt chart
    c. Logistics action plan
    d. Ex Gratia plan
A

c. Logistics action plan

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23
Q
  1. Whose responsibility is it to obtain a permit to build temporary structures within the exhibit hall at your meeting?
    Page 231
    a. The convention services manager
    b. The meeting planner
    c. The exhibitor
    d. The general services contractor
A

d. The general services contractor

24
Q
  1. When contracting with a hotel, if you know that each of your rooms will have two people in it and they each need their own bed, you should:
    a. Contract for “double” rooms
    b. Contract for DD rooms
    c. Ask the hotel what they call that situation and contract appropriately
    d. Contract for ROH rooms
A

c. Ask the hotel what they call that situation and contract appropriately

25
Q
  1. You would like to get the absolute best deal and most concessions for your client who is very price sensitive and asks for a lot of extras. Assuming your group is flexible, when would be the best time to put your group at their desired hotel?
    a. High season
    b. Low season
    c. Shoulder season
    d. Find a cheaper hotel
A

b. Low season

26
Q
  1. When putting together your ESG, “ancillary space” usually refers to:
    a. Space used for ancillary meetings held by ICW groups
    b. Space you have on hold “just in case” you need it
    c. Space used for registration, check-in kiosks and storage
    d. Space in the back of the general session used for standing attendees
A

c. Space used for registration, check-in kiosks and storage

27
Q
  1. A resource that can assist with site selection and even execute events is called a
    Page 222
    a. Peak Company Organization
    b. Personal Concierge Officer
    c. Professional Congress Organizer (PCO)
    d. Primary Conference Official
A

c. Professional Congress Organizer (PCO)

28
Q
  1. Your event requires a large exhibit space, a large plenary session as well as a large number of breakouts. What type of venue would work best?
    Pagr 223
    a. A University Site
    b. A Conference Center
    c. A Convention Center
    d. A Historic Venue
A

c. A Convention Center

29
Q
  1. When evaluating a site, which is the most important to consider?
    Page 221-227
    a. technology resources, environmental conditions, dates, and sustainability features
    b. availability of satellite venues, safety of area, public transportation and goals of event
    c. guest accommodations, dining options, ambient temperature, and charity partnerships
    d. site infrastructure, risk management issues and the goals and objectives of the event
A

d. site infrastructure, risk management issues and the goals and objectives of the event

30
Q
  1. Your meeting will be conducted in English. With a large number of non-English speaking participants you need to
    Page 229
    a. Plan for interpretation services including equipment and personnel
    b. Do nothing as nothing is required by law
    c. Translate written materials
    d. Include a and c in your site design and budget
A

d. Include a and c in your site design and budget

31
Q
  1. Your event site plan is a document detailing meeting room assignments and placement of permanent and temporary structures. Its purpose is to show a visual and written representation of your on-site conference layout and actual venue space. This document
    Page 231-232
    a. is only for internal planning purposes
    b. should be shared with all meeting stakeholders
    c. should include budget information
    d. should include detailed diagrams
A

d. should include detailed diagrams

32
Q
  1. The Event Specifications Guide contains
    Page 144, 236
    a. Function Set-up Order
    b. the same as the event agenda
    c. all pieces of your event, organized in the correct order so everything happens smoothly and in logical progression
    d. Function Room List
A

c. all pieces of your event, organized in the correct order so everything happens smoothly and in logical progression

33
Q
  1. When hosting an international meeting, obtain the services of _____ to help with shipping
    Page 215, 239
    a. freight forwarding company
    b. customs broker
    c. the U.S. Customs department
    d. both a and b
A

d. both a and b

34
Q
  1. You have collected contact information for your suppliers. This initial information should be included in the ESG.
    Page 238
    a. True
    b. False
A

a. True

35
Q
  1. You have four weeks to ship the final meeting materials. Your freight forwarder says the best shipping option would be
    Page 239
    a. air freight
    b. hand-carry
    c. overland carriage
    d. ocean freight
A

a. air freight

36
Q
  1. Government regulations require forms that include information about the shipment destination, length of time the materials will be out of the country of origin and/or in the destination country.
    Page 240
    a. one copy should be in the hands of the first staff person to arrive
    b. one copy should be in the hands of the last person to depart the event
    c. one copy should be in the hands of the person who will receive the goods
    d. a and c
A

d. a and c

37
Q
  1. A freight forwarder does all the following except
    Page 241
    a. provide show site supervision and services
    b. recommend someone to prepare the proper shipping paperwork and instructions
    c. return of empty containers for shipping
    d. handle customs
A

b. recommend someone to prepare the proper shipping paperwork and instructions

38
Q
  1. _____ is the key element to successful venue negotiation.
    Page 221-227
    a. Obtaining and using quality information
    b. Date flexibility
    c. Net revenue for the facility
    d. Lead time
A

a. Obtaining and using quality information

39
Q
  1. You are looking at several cities for your meeting. To help make the decision, you have asked for assistance from the convention and visitors bureau in each city. This agency, in most cases, is
    Page 222
    a. partially supported by public funding
    b. responsible for recommending a specific facility to meeting planners
    c. involved with discussions of pricing policies with hotels and meeting sites under consideration
    d. operated by the hotel industry
A

a. partially supported by public funding

40
Q
  1. A resource that can assist with site selection and even execute events is called a
    Page 222
    a. Peak Company Organization
    b. Personal Concierge Officer
    c. Professional Congress Organizer (PCO)
    d. Primary Conference Official
A

c. Professional Congress Organizer (PCO)

41
Q
  1. Your event requires a large exhibit space, a large plenary session as well as a large number of breakouts. What type of venue would work best?
    Page 223
    a. A University Site
    b. A Conference Center
    c. A Convention Center
    d. A Historic Venue
A

c. A Convention Center

42
Q
  1. When evaluating a site, which is the most important to consider?
    Page 221-227
    a. technology resources, environmental conditions, dates, and sustainability features
    b. availability of satellite venues, safety of area, public transportation and goals of event
    c. guest accommodations, dining options, ambient temperature, and charity partnerships
    d. site infrastructure, risk management issues and the goals and objectives of the event
A

d. site infrastructure, risk management issues and the goals and objectives of the event

43
Q
  1. Your meeting will be conducted in English. With a large number of non-English speaking participants you need to
    Page 229
    a. Plan for interpretation services including equipment and personnel
    b. Do nothing as nothing is required by law
    c. Translate written materials
    d. Include a and c in your site design and budget
A

d. Include a and c in your site design and budget

44
Q
  1. Your event site plan is a document detailing meeting room assignments and placement of permanent and temporary structures. Its purpose is to show a visual and written representation of your on-site conference layout and actual venue space. This document
    Page 231-232
    a. is only for internal planning purposes
    b. should be shared with all meeting stakeholders
    c. should include budget information
    d. should include detailed diagrams
A

d. should include detailed diagrams

45
Q
  1. The Event Specifications Guide contains
    Page 144, 236
    a. Function Set-up Order
    b. the same as the event agenda
    c. all pieces of your event, organized in the correct order so everything happens smoothly and in logical progression
    d. Function Room List
A

c. all pieces of your event, organized in the correct order so everything happens smoothly and in logical progression

46
Q
  1. When hosting an international meeting, obtain the services of _____ to help with shipping
    Page 215, 239
    a. freight forwarding company
    b. customs broker
    c. the U.S. Customs department
    d. both a and b
A

d. both a and b

47
Q
  1. You have collected contact information for your suppliers. This initial information should be included in the ESG.
    Page 238
    a. True
    b. False
A

a. True

48
Q
  1. You have four weeks to ship the final meeting materials. Your freight forwarder says the best shipping option would be
    Page 239
    a. air freight
    b. hand-carry
    c. overland carriage
    d. ocean freight
A

a. air freight

49
Q
  1. Government regulations require forms that include information about the shipment destination, length of time the materials will be out of the country of origin and/or in the destination country.
    Page 240
    a. one copy should be in the hands of the first staff person to arrive
    b. one copy should be in the hands of the last person to depart the event
    c. one copy should be in the hands of the person who will receive the goods
    d. a and c
A

d. a and c

50
Q
  1. A freight forwarder does all the following except
    Page 241
    a. provide show site supervision and services
    b. recommend someone to prepare the proper shipping paperwork and instructions
    c. return of empty containers for shipping
    d. handle customs
A

b. recommend someone to prepare the proper shipping paperwork and instructions

51
Q
  1. _____ is the key element to successful venue negotiation.
    Page 221-227
    a. Obtaining and using quality information
    b. Date flexibility
    c. Net revenue for the facility
    d. Lead time
A

a. Obtaining and using quality information

52
Q
  1. You are looking at several cities for your meeting. To help make the decision, you have asked for assistance from the convention and visitors bureau in each city. This agency, in most cases, is
    Page 222
    a. partially supported by public funding
    b. responsible for recommending a specific facility to meeting planners
    c. involved with discussions of pricing policies with hotels and meeting sites under consideration
    d. operated by the hotel industry
A

a. partially supported by public funding

53
Q
  1. The association comptroller wants you to choose a site which includes state-of-the-art audio visual equipment. The facility will most likely be classified as a/an
    Page 223
    a. airport property
    b. suburban property
    c. downtown property
    d. conference center
A

d. conference center

54
Q
  1. Which one of the below are not sources of advice for meeting planners holding events internationally?
    Page 222
    a. The Department of Foreign Affairs in your own country
    b. Event industry trade shows
    c. Professional Congress Organizers (PCOs)
    d. Publications
A

a. The Department of Foreign Affairs in your own country

55
Q
  1. Meeting specifications should include which of the following?
    Page 221-222
    a. Tentative accessibility requirements
    b. Acceptable date ranges
    c. Special events
    d. All of the above
A

d. All of the above

Certified Meeting Professional (CMP) (10 decks)

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