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CMP > Meeting or Event Design > Flashcards

Meeting or Event Design Flashcards

1
Q

Function Room Space Requirements

A

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

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2
Q

Corner Booth

A

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

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3
Q

Linear Booths

A

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

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4
Q

Music License

A

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

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5
Q

Full Service Breakfast

A

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

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6
Q

Continental Breakfast

A

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

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7
Q

Full Buffet Breakfast

A

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

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8
Q

Russian Service

A

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

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9
Q

Event Return on Investment (ROI) Pyramid

A

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

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10
Q

Gamification

A

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

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11
Q

Signage Types

A
  1. Modular reusable
  2. Digital
  3. Hand-held
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12
Q

Average No-Show Factor

A

3%

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13
Q

Industry Experts

A

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

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14
Q

Academic Speakers

A

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

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15
Q

Live Event Hosts/MCs

A

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

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16
Q

Virtual Hosts

A

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

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17
Q

Performers, musicians and entertainers

A

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

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18
Q

Professional Speakers

A

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

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19
Q

English Service

A

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

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20
Q

French Service

A

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

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21
Q

Moderators and Facilitators

A

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

22
Q

Butler Service

A

tray bite-sized items passed around by serving staff

23
Q

Plated Service

A

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

24
Q

Buffet

A

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

25
Q

Food Stations

A

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

26
Q

Concessions

A

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

27
Q

Cash Bar

A

patron pays individual costs

28
Q

Full Hosted Bar

A

Event pays all costs

29
Q

Sponsored Bar

A

Sponsor pays all costs

30
Q

Ticketed Bar

A

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

31
Q

Peninsula Booth

A

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

32
Q

Split Island Booth

A

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

33
Q

Island Booth

A

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

34
Q

Extended Header Booth

A

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

35
Q

Over-set Guarantee

A

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

36
Q

End-Cap Booth

A

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

37
Q

Perimeter Booth

A

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

38
Q

Project Procurement Plan

A

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

39
Q

Plan Procurement

A

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

40
Q

Conduct Procurement

A

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

41
Q

Administer Procurement

A

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

42
Q

Close Procurement

A

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

43
Q

Milestones

A

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

44
Q

Event Design

A

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

45
Q

3 Design Thinking Phases

A
  1. Inspiration
  2. Ideation
  3. Implementation
46
Q

Inspiration Design Phase

A

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

47
Q

Ideation Design Phase

A

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

48
Q

Implementation Design Phase

A

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

49
Q

“I.D.E.A. Phases” Meeting Architect Process

A

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

50
Q

Communication Matrix

A

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

CMP (10 decks)

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