Site Management - Book

Question 1

Destination Management Organization (DMO)

Answer 1

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

Question 2

Publications

Answer 2

These are available in printed and electronic formats to qualified event professionals free of charge that highlight different destinations each month.

Question 3

Event Industry Trade Shows

Answer 3

Many annual international trade shows bring together representatives from destinations around the world to exhibit and share all they have to offer for events.

Question 4

Association membership and meerings

Answer 4

industry association publications, websites, and events highlight locations that excel in hosting events.

Question 5

Professional Congress Organizers

Answer 5

these people can assist with destination selection and even execute events. There are stand alone agencies that specialize in site selection only.

Question 6

Destination Management Companies (DMCs)

Answer 6

These possess extensive local knowledge, expertise and resources - specializing in the design and implementation of events, activities, tours, transportation and program logistics.

Question 7

Convention Center

Answer 7

A venue built to host trade shows, conventions, and other large functions. IT combines exhibition space with a substantial number of smaller event spaces.

Question 8

Conference Center

Answer 8

provides a dedicated environment for events and may be certified by the international association of conference centers.

Question 9

Hotels

Answer 9

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

Question 10

Resorts

Answer 10

Offers or is located near facilities for recreational such as tennis, swimming, golf.

Question 11

Cruise Ships

Answer 11

These can be charted solely for your group or you may use a portion of the ship.

Question 12

Non-traditional venues

Answer 12

events include historical facilities such as palaces or castles, restaurants, museums, outdoor areas, arenas

Question 13

Reasonable Accommodation

Answer 13

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.

Question 14

Universal Design

Answer 14

means the design of products, environments, programs, and services to be usable by all people.

Question 15

When concentrating on a specific destination, consider the following:

Answer 15

1. availability of tech resources
2. environmental conditions at destination
3. safety/security
4. ease of shipping and freight deliveries
5. Accessibility for travel
6. Natural and cultural attributes

Question 16

Floor plans

Answer 16

this will provide sizes of rooms, locations of partitions and other structural elements.

Question 17

Simultaneous Interpretation

Answer 17

this service often requires a designated area for equipment and translators.

Question 18

General Service Contractor

Answer 18

this individual should obtain a permit from the local fire authorities in order to build temporary structures.

Question 19

Site Plan

Answer 19

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.

Question 20

Smaller function spaces may include

Answer 20

1. Breakout rooms
2. speaker/ready room
3. VIP Room
4. Press Room
5. Offices
6. Storage Rooms
7. First aid room

Question 21

Traffic Flow

Answer 21

this will help determine the best use of your space.

Question 22

Logistics Action Plan

Answer 22

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.

Question 23

Material handling fee

Answer 23

larger facilities will charge this fee to receive and handle items if the materials arrive early, there may be storage fees as well.

Question 24

Different types of freight

Answer 24

1. air
2. ocean
3. major courier services
4. hand carrying goods
5. Overland carriage
6. Freight Forwarder

Question 25

Pro Forma Invoice

Answer 25

a packing list on which you describe what you’re shipping, the quantity, the value, the weight and dimensions.

Question 26

Temporary Import License

Answer 26

in some countries, you will need to find out how tax exemption regarding the temporary imports work.

Question 27

US Export License

Answer 27

government document that permits the licensee to engage in the export of designated goods to certain destinations.

Question 28

ATA Carnet

Answer 28

an international customs document that permits duty-free and tax-free temporary import of goods for up to one year.

Question 29

Value Added Tax

Answer 29

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.

Question 30

Cost, Insurance Freight

Answer 30

a pricing term indicating that these costs are included in the quoted price

Question 31

Temporary import bond

Answer 31

when materials are not for sale and are admitted on a temp. basis without paying any duty.

Question 32

Ex Gratia Payments

Answer 32

In certain countries, it is customary to pay officials for the unhindered passage of goods. Bribes.

Question 33

Responsibilities of Freight Forwarder

Answer 33

Pick up materials going to the exhibition, provide the proper shipping paperwork, offer best selection between air/ocean, provide insurance, etc.

Question 34

Communication Matrix

Answer 34

this is a chart that depicts what messages need to be communicated by whom, to whom, through which delivery method and when.