Meeting or Event Design

Question 1

Function Room Space Requirements

Answer 1

Reception 9-10 sq ft
Theatre <60 ppl 12-13 sq ft
60-300 ppl 11-12 sq ft
>300 ppl 10-11 sq ft
Schoolroom general 17-22 sq ft
<60 ppl 22-23 sq ft
60-300 ppl 20-21 sq ft
>300 ppl 17-18 sq ft

Question 2

Corner Booth

Answer 2

Formed in a linear booth layout, at the end of the row of in-line booths

Question 3

Linear Booths

Answer 3

Generally arranged in a straight line and have neighboring exhibitors on the immediate right and left. One side exposed.
AKA in-line booths

Question 4

Music License

Answer 4

most countries have a licensing society that represents songwriters, composers and music publishers
licensing societies will change per country-some regions need to be obtained in advance

Question 5

Full Service Breakfast

Answer 5

attendees are seated at one time, with a combo of pre-set and plated service.
*best when a speaker is planned

Question 6

Continental Breakfast

Answer 6

*balances variety and budget
served on a buffet in a meeting room with a variety of choices
choices may be expanded

Question 7

Full Buffet Breakfast

Answer 7

*most expensive option
includes the greatest variety and should be customized for the attendees

Question 8

Russian Service

Answer 8

each item is placed by a server onto the guests plate at the table
elegant style that requires training seen in restaurants, not group banquets
*slower with additional staff

Question 9

Event Return on Investment (ROI) Pyramid

Answer 9

Level 0 - Inputs/Indicators
Level 1 - Reaction/Satisfaction
Level 2 - Learning
Level 3 - Application
Level 4 - Impact
Level 5 - ROI

Question 10

Gamification

Answer 10

process of game-thinking and game mechanics to engage users and solve problems
ie. photo scavenger hunt

Question 11

Signage Types

Answer 11

1. Modular reusable
2. Digital
3. Hand-held

Question 12

Average No-Show Factor

Answer 12

3%

Question 13

Industry Experts

Answer 13

-may be identified by a call for proposals - typically breakout sessions
-peer reviews may be used to determine expertise
-may require presentation skills coaching

Question 14

Academic Speakers

Answer 14

includes professors, researchers and admin.; may include grad students
peer reviews are often conducted using an on-line abstract manage system
may present with others; need to be briefed on sticking to time allotments

Question 15

Live Event Hosts/MCs

Answer 15

keep event on track; link between events
some professional speakers can fill this role
must be articulate, focused, and able to tie links together across program

Question 16

Virtual Hosts

Answer 16

engage remote audience; link between live & remote events
practice makes perfect
must be able to use the tech, aid guests and fill in gaps

Question 17

Performers, musicians and entertainers

Answer 17

entertain appropriately for the audience
determine whether it is a feature act or background act and hire as needed
will need briefing with audience background, demographics and interest in interactivity

Question 18

Professional Speakers

Answer 18

often keynote speakers
may be represented by speaker bureau(s)
needs audience background, demographics and desired outcomes

Question 19

English Service

Answer 19

each table receives platters of food and guests serve themselves
*very effective for networking
AKA Family style

Question 20

French Service

Answer 20

specific items are prepared and served tableside
specially trained staff/service carts are required
*not suitable for large crowds

Question 21

Moderators and Facilitators

Answer 21

may be internal to organization or an external expert; lead a panel
plan ahead with other panelists
professional speakers can also serve here
may need training on facilitating or moderating

Question 22

Butler Service

Answer 22

tray bite-sized items passed around by serving staff

Question 23

Plated Service

Answer 23

serving 2+ courses at tables
*may be filled in the kitchen and delivered OR filled tableside by staff

Question 24

Buffet

Answer 24

a line or multiple lines of attendees take plates past the buffet set-up (single or double-sided) and select their own food
cafeteria service = one sided with a server on the other placing food on attendee’s plate

Question 25

Food Stations

Answer 25

areas with a theme/specific food type or style of prep action station = where the chef cooks, slices or prepares food at time of service

Question 26

Concessions

Answer 26

pay-on-your-own setup at large conferences/tradeshows and provided by the venue rather than a caterer - no cost to event host

Question 27

Cash Bar

Answer 27

patron pays individual costs

Question 28

Full Hosted Bar

Answer 28

Event pays all costs

Question 29

Sponsored Bar

Answer 29

Sponsor pays all costs

Question 30

Ticketed Bar

Answer 30

Event or sponsor pays for tickets and tickets are controlled ie. one or two per person

Question 31

Peninsula Booth

Answer 31

exposed to aisles on 3 sides and comprised of at least 4 (10x10) booths

Question 32

Split Island Booth

Answer 32

exposed to aisles on 3 sides and backed to another peninsula booth

Question 33

Island Booth

Answer 33

any size booth exposed to aisles on all four sides (typically 20x20)

Question 34

Extended Header Booth

Answer 34

a linear booth that is 20 ft. or longer with a center extended header

Question 35

Over-set Guarantee

Answer 35

percentage of guests the caterer will prepare for beyond the guarantee number to accommodate unexpected attendees avg. overset 5-10%

Question 36

End-Cap Booth

Answer 36

exposed to aisles on 3 sides and is comprised of 2 (10x10) booths

Question 37

Perimeter Booth

Answer 37

part of a linear booth layout that backs to an outside wall of exhibit space rather than another booth

Question 38

Project Procurement Plan

Answer 38

4 Processes: 1. Planning 2. Conducting 3. Administering 4. Closing

Question 39

Plan Procurement

Answer 39

identify required goods and services needed to reach objectives ie. define "what, how much and when" to procure

Question 40

Conduct Procurement

Answer 40

obtaining responses along with selecting/assigning a contract to the selected supplier

Question 41

Administer Procurement

Answer 41

managing the relationship between one's organization and all engaged/contracted suppliers ie. evaluating the performance of the contract, verify changes milestone dates into project plan

Question 42

Close Procurement

Answer 42

formal conclusion all work is verified to confirm accomplishment according to requirements/quality previously established ie. deliverables are accepted and can be closed

Question 43

Milestones

Answer 43

key events that occur during the project and ultimately drive the project schedule

Question 44

Event Design

Answer 44

process that starts with the development of event objectives that align with the overall objectives of the sponsoring organization

Question 45

3 Design Thinking Phases

Answer 45

1. Inspiration 2. Ideation 3. Implementation

Question 46

Inspiration Design Phase

Answer 46

1st phase of design thinking understand the specific challenge that the event is directed at solving

Question 47

Ideation Design Phase

Answer 47

2nd phase of design thinking collaborative process generating ideas and solutions to previously identified challenges

Question 48

Implementation Design Phase

Answer 48

3rd and final phase of design thinking collaborating with the marketing team to deliver the message and engineering the experience

Question 49

"I.D.E.A. Phases" Meeting Architect Process

Answer 49

Identify meeting objective Design meeting to support objectives Execute/Guide the meeting meeting to its objectives Assess the meeting results vs. objectives

Question 50

Communication Matrix

Answer 50

Answers the following: What needs to be communicated Who does the content need to be communicated When/how often will content be communicated How will it be communicated Why does this info need to be communicated