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Convention Sales > Test #2 > Flashcards

Test #2 Flashcards

1
Q

2 types of exhibitions or trade shows

A

b2b- business to business/ b2c- business to consumer

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2
Q

5 items that should be included in an exhibitor prospectus

A

Location,Dates, Name of Meeting, Floor Plan, and Rules + Regulation

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3
Q

3 different types of booths

A

Corner booth, End Cap booth, Island Booth

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4
Q

Horizontal Show

A

wide variety, expanding product lines

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5
Q

Vertical Show

A

Industry specific product or service (Boat, Ski)

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6
Q

3 potential sources to look for potential exhibitors

A

Past exhibitors, vendors, commercial mailing lists

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7
Q

Methods of space allocation at a trade-show

A

First come First served, Point System, Lottery(draw)

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8
Q

What was the annual growth rate for trade shows in Canada between 2013 and 2017?

A

2.3%

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9
Q

Trade shows employ how many a year?

A

7,647

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10
Q

4 of 7 Trade-show tips

A

Appropriate Facility space, Contract all show services, Effective Floor Plan, Manage + Secure insight team

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11
Q

3 steps to Event Evaluation

A

Measure, Evaluate, Report

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12
Q

5 areas to consider when evaluating an event

A 
Measurement of event Outcomes
Demographic Profiles 
Identify Event Improvement 
Enhancement of Event Impact
Evaluate Event Management Process
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13
Q

Qualitative Feedback

A

Colourful responses + verbal responses

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14
Q

Quantitative Feedback

A

Surveys, data, stats

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15
Q

5 Steps to Event Evaluation

A 
Plan
Data Collection
Data Analysis
Report
Dissemination
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16
Q

When do we begin planning our evaluation event and why?

A

Ahead of an event, to find out who needs info prior

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17
Q

What Info or data should we look for to help us improve on an event

A

How was date and hours of event
Social Media Feedback
What worked, what didn’t

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18
Q

Artificial Intelligence

A

On website, a robot will have generated responses for inquiries about event

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19
Q

3 possible data sources

A

Attendees
Onsite Staff
Sponsors

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20
Q

What is the only truly reliable measurement tool for event demographics

A

Audience Survey

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21
Q

3 basic factors to consider when designing an audience survey

A

Survey Monkey
iPad Survey
Email or Onsite

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22
Q

Post-Con

A

Meeting to debrief about event

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23
Q

3 things to include as part of your post-event reporting and discussion

A

Review of bills
Contracts are complete
Thank-you’s

24
Q

Purpose of Event Budget
6
Predict, Provide, Facilitate(2), Create(2)

A

predict and monitor event costs and revenues
provide financial objectives for evaluating performance
facilitate awareness of cost reduction opportunities
create awareness of financial position for stakeholders
create a control system
facilitate planning for future events.

25
Q

2 types of Budgets

A

Line-item Budget

Program Budget

26
Q

Line-Item Budget

A

Estimation of every cost and revenue item Level of detail may be outlined by stakeholders

27
Q

Program Budget

A

Created for a specific program or element

Separating this budget from the main budget allows financial aspects of the program to be considered alone

28
Q

3 Environmental Factors

A

Trends for event type
Market Research
Forecast of revenue sources such as ticket sales

29
Q

Change from previous events

A

Forecast of expenditure needs to undertake the same forecasting.
Changes from previous events – change to ticket prices, change (addition or subtraction) of attractions, change in venues/location etc., changes to advertising and promotion.

30
Q

Increasing awareness of areas of uncertainty is a key benefit of budgeting Creating alternate budgets based on several scenarios can help prepare for uncertainty.

A

Levels of uncertainty.

31
Q

List categories(Venue expenses-room hire,Cleaning), or break them down into smaller items
May be determined by stakeholders.
Alternate budgets – Creating budgets based on a likely scenario, pessimistic scenario and optimistic scenario can ensure that all outcomes are considered.

A

Levels of Detail

32
Q

Budget Objectives

A

Stakeholders need to be considered before change is made
Budget review
Regular monitoring
if expenses are above expected levels, measures must be taken to control costs.
To change or not to change

33
Q

Future Budget 7

A
  1. Analysis of environmental factors
  2. Assessment of levels of uncertainty
  3. Forecasts and categorisation of revenues and expenditures
  4. Budget drafting and assessment against objectives
  5. Distribution of budget to stakeholders
  6. Negotiation and finalisation of budget
  7. Regular review of budget
34
Q

Additional revenue = profit.
Calculating breakeven points require knowledge of:
Fixed costs: Same cost no matter how many tickets are sold
Variable costs: Costs that change depending on how many tickets are sold

A

Breakeven Analysis

35
Q

means having the right thing, at the right place, at the right time, regardless of the scope of your event, covers every task from drayage and crowd control to F&B and marketing. It is something that is very difficult to teach in a classroom. Practical experience is the best teacher.

A

Logistics

36
Q

Logistics Considerations

A 
Event goals and objectives (Week 2)
 Venue / Site Selection
 Transportation for attendees
 Air Travel, Ground Transport, Parking etc. 
 Develop a time line or critical path
37
Q

the most important section of logistics and often overlooked, it refers to the movement of attendees, service providers, and equipment (drayage) during an event.

A

Onsite Flow

38
Q

Another element often included in the early stages of event planning.
Characteristics of the area your venue is located in
Data concerning your target market or potential attendees/audience, including socioeconomic factors, cultural background, interests etc

A

GDP Geographic-Demographic Profile

39
Q

True or False
Critical path is is the list of tasks to be done from the event team’s arrival at the venue to its departure: before, during, and after the event and The Itinerary is a blueprint of how an event will unfold.

A

False:
The Itinerary is is the list of tasks to be done from the event team’s arrival at the venue to its departure: before, during, and after the event and The Critical Path is a blueprint of how an event will unfold.

40
Q

go-to source for all information that may be needed by event managers and staff on-site at an event

A

Onsite Manual

41
Q

Percentage of funds held upfront before event.

A

Walk Policy

42
Q

Cancellation

A

A clause stating that each party will not hold the other party liable should the other party hurt themselves, cause damage etc. – regardless of fault

43
Q

Provides an outline for both parties and penalties should either party cancel

A

Indemnification

44
Q

Attrition

A

A designated date in which the hotel will release the room they previously hel

45
Q

Guests holding rooms sent to another hotel because of overbooking

A

Cut-Off date

46
Q

Deposits

A

Provides payment to hotel should the other party not fulfill its specified percentage of rooms booked, F&B cost etc

47
Q

Five legal elements of a Contract

A

i. Offer
ii. Acceptance
iii. Consideration
iv. Recorded in writing
v. Legally competent

48
Q

states that an offer is considered accepted at the time that the acceptance is communicated

A

Mailbox Rule

49
Q

This is the parties’ entire agreement on this matter, superseding all previous negotiations or agreements

A

merger clause

50
Q

1) ??? is often a problem, expensive and not very constructive, as it is generally drawn up by lawyers who are not involved with conferences.
2) ??? covering the legal requirements, substantiated by the proposal, is the ideal situation which should meet all the contractual needs of both PCO and client.
3) ??? is merely a ‘gentleman’s agreement’, and will never work in a legal dispute.

A

1) A formal contract
2) A standard contract
3) An exchange of letters

51
Q

3 Negotiation Tips

A 
∙ Check the dates, number of rooms etc.
∙ Departure times
∙ Group rates
∙ Free rooms
∙ Cancellation dates
52
Q

Businesses should contribute to the welfare of the
community.
Employees happier and healthier / employee retention increases
More appealing image for potential employees Recycling helps underprivileged.

A

Social Reasons

53
Q

Why GO GREEN

A

$$ and Social Reasons

People, Planet and Profit

54
Q

Environment Canada created…

A

Green Meeting Guideline and Toronto is 68.4

55
Q

Ranks cities according to environmental programs administered by local convention and visitor’s bureau.

A

City Score-Card

Convention Sales (1 decks)

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