Project Management

Question 1

Stages in the Project Management Lifecycle are?

Answer 1

1) Starting/Initiating, 2) Planning, 3) Doing/Executing, 4) Monitoring/Controlling, 5) Ending/Closing

Question 2

5 Event management phases are?

Answer 2

1) Inititation, 2) Planning, 3) Implementation, 4) Event, 5) Closure

Question 3

Initiation in Event Management includes?

Answer 3

Researching and establishing basic purpose, outlining scope, and defining goals and objectives

Question 4

Planning in Event Management Includes?

Answer 4

Determining requirements and specifications for event

Question 5

Implementation for Event Management includes?

Answer 5

Coordinating and Contracting goods and services and synchronizing all operational and logistical requirements of an event

Question 6

Event includes?

Answer 6

Managing event, monitoring risk, and prioritizing controls

Question 7

Closure includes?

Answer 7

Shut down event production, complete contractual obligations, and collect feedback

Question 8

Procurement phases?

Answer 8

Plan: identify goods and services needed to reach objectives, Conduct: obtain responses to RFP and select and assign contract to selected supplier, Administer: Manage relationship, identify and monitor milestones for timely delivery of goods, services, and payments, and Close: all work is verified to confirm accomplishments according to requirement and quality previously established

Question 9

RFP is a road map which?

Answer 9

Allows the planner to identify specific needs and concessions and provide details about the scope and potential value to the supplier and community AND provides potential responders with timelines, criteria for selection, and other information needed

Question 10

What is the Critical Path?

Answer 10

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

Question 11

What is Scope Creep?

Answer 11

Changes that alter the critical path and expand the project scope

Question 12

What is a Gantt Chart?

Answer 12

A good tool for project management–provides illustration of a schedule that helps plan, coordinate, and track specific tasks

Question 13

What are the steps in a WBS?

Answer 13

Work breakdown structure: Determine tasks and milestones (key events that occur during the project and ultimately drive the project schedule), and estimate resources (including materials, people, equipment, or supplies required for the event)

Question 14

What is the Integrated Communications Plan?

Answer 14

Important Component of the Planning phase, should address -what needs to be communicated? to whom? who is responsible for delivery content? when & how often will content be communicated ? How will the content be communicated? why does the information need to be communicated?

Question 15

What and when is a Pre-Departure Meeting?

Answer 15

Meeting with internal staff to review key information about the meeting facility, programs, and logistics, one to two weeks prior to departure for the meeting.

Question 16

What and when is a Pre-Convention Meeting?

Answer 16

Meeting between the meeting professional and on-site meeting staff with the Facility’s key decision-makers and outside contractors, scheduled for no later than 24 hours prior to the first meeting function.

Question 17

What and when is an Onsite Meeting?

Answer 17

Daily meetings with meeting team and suppliers to review what has happened to date and any changes that are recommended.

Question 18

What do evaluations and audits establish?

Answer 18

Evaluations and audits establish and events’ sustainability and the organization’s sense of social responsibility.

Question 19

Evaluation is?

Answer 19

Process of determining current values by comparing project status with the plan; set during the planning stage but can be adjusted while process is running; offers transparency.

Question 20

Audits are?

Answer 20

Process of collecting and analyzing data; can be more than financial perspective and include sustainability, legal compliance, and ethical standards compliance; can be internal, external or combined and offers accountability.

Question 21

What is a contract, according to EIC?

Answer 21

A Contract is an agreement between two or more parties that creates in each party a duty to do or not to do something and a right to performance of the other’s duty or a remedy for the breach of each other’s duty.

Question 22

5 legal elements required in a contract (in US)?

Answer 22

Offer (promise, proposal, or expression of willingness to deliver specific obligations), Acceptance (when party receives the off and signs the contract), Consideration (exchange of something of value to both parties), Written (Certain contacts must be in writing to be enforceable), and Capacity (legal qualification, competency; power and fitness to enter into a contractual agreement)

Question 23

Termination

Answer 23

Who can terminate, under what circumstances, and costs associated with termination

Question 24

Cancellation

Answer 24

outlines the damages to be paid to the non-cancelling party if a cancellation occurs

Question 25

Force Majeure

Answer 25

Circumstances in which a contractual obligation is excused due to a factor not within the control of either party.

Question 26

Attrition

Answer 26

When a contract is fulfilled but one party does not fulfill all of its obligations

Question 27

Idemnification

Answer 27

Who is liable for any injuries that may occur under the contract and limit on that liability; should be mutual whenever possible

Question 28

General Liability Insurance

Answer 28

Standard Insurance for most businesses; covers against costs related to damages of property or injury to persons, typical coverage is $2 million

Question 29

Professional Liability Insurance

Answer 29

Liability Insurance that helps protect professional advice and service; providing individuals and companies from bearing the full cost of defending against a negligence claim made by a client

Question 30

Cancellation/Interruption Insurance

Answer 30

Protects against financial loss that either interferes with the orderly execution of the meeting or prevents the meeting all together

Question 31

Event Specification Guide

Answer 31

The final working document that is shared with key staff, suppliers, partners, and venue representatives. It contains Function Sheets that outline every detail that is required to make an event happen and ensures that everyone is on the same page and is a critical tool for success.

Question 32

Who prepares ESG and when is it sent?

Answer 32

Typically prepared and provided by the planer and should be sent to the event services manager at least 5 to 6 weeks prior to meeting.

Question 33

What is an Event Resume?

Answer 33

A document describing the event and key participants. Typically includes: meeting profile, attendee and exhibitor profile, key contacts, billing instructions, transportation, shipping, housing list etc.

Question 34

BEO?

Answer 34

Banquet Event Order outlines event details (food and beverage, room set up, basic AV, decor, etc) with all costs quoted. It becomes the final authority on-site for every item and service ordered.

Question 35

Who prepares the BEO and when is it sent?

Answer 35

Generally prepared by the convention services team based on the ESG provided by the client and sent about 30 days prior to the event.