Site Management - Book Flashcards
Destination Management Organization (DMO)
often referred to as a convention bureau (CVB) or a tourism office. They are a resource for all suppliers in and around a specific destination. They are supported my government funding, membership fees or hotel occupancy taxes
Publications
These are available in printed and electronic formats to qualified event professionals free of charge that highlight different destinations each month.
Event Industry Trade Shows
Many annual international trade shows bring together representatives from destinations around the world to exhibit and share all they have to offer for events.
Association membership and meerings
industry association publications, websites, and events highlight locations that excel in hosting events.
Professional Congress Organizers
these people can assist with destination selection and even execute events. There are stand alone agencies that specialize in site selection only.
Destination Management Companies (DMCs)
These possess extensive local knowledge, expertise and resources - specializing in the design and implementation of events, activities, tours, transportation and program logistics.
Convention Center
A venue built to host trade shows, conventions, and other large functions. IT combines exhibition space with a substantial number of smaller event spaces.
Conference Center
provides a dedicated environment for events and may be certified by the international association of conference centers.
Hotels
These may have a large amount of meeting space, but less that convention centers. Vary by destination. Are attractive venues if you can fit all attendee under one roof
Resorts
Offers or is located near facilities for recreational such as tennis, swimming, golf.
Cruise Ships
These can be charted solely for your group or you may use a portion of the ship.
Non-traditional venues
events include historical facilities such as palaces or castles, restaurants, museums, outdoor areas, arenas
Reasonable Accommodation
means necessary and appropriate modification and adjustments that do not impose a disproportionate or undue burden, where needed in a particular case, to ensure to persons with disabilities the enjoyment or exercise on an equal basis with others of all human rights and fundamental freedoms.
Universal Design
means the design of products, environments, programs, and services to be usable by all people.
When concentrating on a specific destination, consider the following:
- availability of tech resources
- environmental conditions at destination
- safety/security
- ease of shipping and freight deliveries
- Accessibility for travel
- Natural and cultural attributes
Floor plans
this will provide sizes of rooms, locations of partitions and other structural elements.
Simultaneous Interpretation
this service often requires a designated area for equipment and translators.
General Service Contractor
this individual should obtain a permit from the local fire authorities in order to build temporary structures.
Site Plan
a document detailing meeting room assignments and the placement of permanent and temporary structures within your venue. It’s main purpose to is to show a visual/written representation of your on-site layout.
Smaller function spaces may include
- Breakout rooms
- speaker/ready room
- VIP Room
- Press Room
- Offices
- Storage Rooms
- First aid room
Traffic Flow
this will help determine the best use of your space.
Logistics Action Plan
This is the exact dates and times your group will have access to the venue. This is the contracted amount of time that you have to complete on-site logistics and activities required for event.
Material handling fee
larger facilities will charge this fee to receive and handle items if the materials arrive early, there may be storage fees as well.
Different types of freight
- air
- ocean
- major courier services
- hand carrying goods
- Overland carriage
- Freight Forwarder
Pro Forma Invoice
a packing list on which you describe what you’re shipping, the quantity, the value, the weight and dimensions.
Temporary Import License
in some countries, you will need to find out how tax exemption regarding the temporary imports work.
US Export License
government document that permits the licensee to engage in the export of designated goods to certain destinations.
ATA Carnet
an international customs document that permits duty-free and tax-free temporary import of goods for up to one year.
Value Added Tax
applies to all EU countries, switzerland, china, india, mexico and new zealand. Tax on estimated market value added to any product at each stage of it’s manufacturing.
Cost, Insurance Freight
a pricing term indicating that these costs are included in the quoted price
Temporary import bond
when materials are not for sale and are admitted on a temp. basis without paying any duty.
Ex Gratia Payments
In certain countries, it is customary to pay officials for the unhindered passage of goods. Bribes.
Responsibilities of Freight Forwarder
Pick up materials going to the exhibition, provide the proper shipping paperwork, offer best selection between air/ocean, provide insurance, etc.
Communication Matrix
this is a chart that depicts what messages need to be communicated by whom, to whom, through which delivery method and when.
