Project Management

Question 1

Event Specifications Guide (ESG)

Answer 1

comprehensive document that outlines the complete requirements and instruction of an event
typically authored by the planner and shared with all appropriate vendors

Question 2

Project Team

Answer 2

usually consists of other department managers who have direct influence on project success

Question 3

Project Scope

Answer 3

work that must be performed to deliver a product, service or result with the specified features and functions

Question 4

Key Performance Indicators (KPIs)

Answer 4

clear understanding of the reasons for holding the meeting as well as objectives

how can they be measured?

Question 5

Standard Operating Procedures (SOPs)

Answer 5

checklists that ensure team members perform tasks with consistency and meet anticipated outcomes

Question 6

Contract

Answer 6

documented agreement between two or more parties that creates in each party a duty to do, or not to do something

*defines the rights and duties of the contracted parties

Question 7

Critical Path Method (CPM)

Answer 7

an essential process utilized by project managers

provides a timeline, tasks and relationships, and may evolve as the project lifecycle advances

Question 8

Quality Management

Answer 8

managing overall quality of a project and measures the quality of each project deliverable

Question 9

Structure of Project Management Lifecycle

Answer 9

1. Starting
2. Planning
3. Doing
4. Ending

Question 10

Portfolio Manager

Answer 10

specific manager overseeing multiple projects/programs that seem independent, yet connected by their role in fulfilling the organizations goals

Question 11

Work Breakdown Structure (WBS)

Answer 11

identifies tasks and creates a framework for a timeline for each of the tasks
ie. determine tasks and milestone and estimate resources

Question 12

Contract Amendment

Answer 12

change to an existing contract document
*time change in schedule of events

Question 13

Project Status Report (PSR)

Answer 13

captures regular updates concerning event progress, including registration numbers, confirmed exhibitors and sponsors and financials

Question 14

Scope Creep

Answer 14

changes that alter the critical path and expand the projects scope

Question 15

Closure Phase

Answer 15

event production is shutdown, contracts are completed and event is evaluated after feedback is collected
*final phase of event management

Question 16

Event Phase

Answer 16

event itself is held and risk monitoring and controls are prioritized
*4th phase in event management

Question 17

Program Manager

Answer 17

oversees many activities that fit into a specific domain
ie. multiple meetings held around the country for regional chapters of an association

Question 18

Post-Event Report (PER)

Answer 18

explains unique aspects of the meeting and what the project team recommends for future meetings

Question 19

Best way to minimize potential delays and risks related to project schedule/critical path

Answer 19

keeping all key stakeholders informed about event progress

Question 20

Critical Path

Answer 20

chain of activities that must begin on time and stay on track in order to achieve project milestones and ultimately execute the project on time

Question 21

Initiation Phase

Answer 21

conducted research and the basic event purpose is established
*1st phase in event management

Question 22

Planning Phase

Answer 22

requirements and specifications for the event are determined
*2nd phase in event management

Question 23

Implementation Phase

Answer 23

occurs when all goods and services are contracted/coordinated
synchronizing all the operational and logistical requirements
*3nd phase in event management

Question 24

Event Management Phases (5)

Answer 24

1. Initiation
2. Planning
3. Implementation
4. Event
5. Closure

Question 25

Contract Addendum

Answer 25

adds a document to the original contract
*adding space to a venue contract that was already signed

Question 26

Constraints

Answer 26

challenges, restrictions or shortages
can call into one of 3 groups:
1. time
2. cost
3. performance

Question 27

Project Management

Answer 27

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

Question 28

Project Management (PM)

Answer 28

a business tool, process and career path

Question 29

Gantt Chart

Answer 29

provides a graphical illustration of a schedule that helps to plan, coordinate, & track specific tasks in a project

Question 30

Project Plan

Answer 30

documents how a project will be completed within a certain timeframe

Question 31

Quality Planning

Answer 31

proactive a documented approach to ensure tasks are done right the first time
document is referred to as the quality management plan

Question 32

Quality Assurance

Answer 32

auditing the quality requirements, provides confidence the project quality was planned and results are reliable
focus on preventing problems from occuring

Question 33

Quality Control

Answer 33

iterative process that should be performed throughout the project life to track and monitor results of the project
focus on detecting flaws