Event Management 2024 Exam Answers

Event Management 2024 Exam Answers Intent - Answers - the purpose / goals & objectives Extent - Answers - size, space, duration, # of guests, volume of materials, equipment, supplies, suppliers Content - Answers - What is required to satisfy goals & objectives Project Scope - Answers - Strategic Analysis (purpose and expected outcomes) Product Analysis (event type and components) Feasibility Analysis (balance of resources) Project plan - Answers - Work breakdown structure (task analysis) Activity sequencing (critical path and milestones) Activity Scheduling (timelines and production Schedule) Needs - Answers - who, what, when, where, why, how Needs ?'s - Answers - What... must/ should/ can... be done Is it.. doable/ affordable/ meaningful Needs- Customers - Answers - Create customer profile, consider cultural differences and how they affect planning choices Needs- Capabilities - Answers - Asses capability, capacity, and constraints, turn constraints into creative opportunities Needs- Competition - Answers - Pay attention to circumstances external to the event, Consider demands internal events may affect the overall event Needs- The comprehensive perspective - Answers - Consider all internal and external constituencies and conditions, determine the activities and event components necessary to meet needs. Analyzing rescources - Answers - time, money personnel, space, suppliers VS. schedule, budget, workforce plan, site plan, procurement plan Logical sequencing - identify event tasks and activity - Answers - Consider all 6 dimensions of event experience to determine suitable event components. understand how the event components will interact with and impact eachother Logical sequencing - flowcharts, outlines, and storyboards - Answers - Activities and tasks must be sequences logically based on their natural & necessary order. use project mgmt techniques to plan the work then work the plan Logical sequencing - collect specifications and directions - Answers - each staff member, supplier, or provider will need different resources to accomplish the assigned task, and each task will have an impact on the resources required for other task assignments. Understand what each event element providers requirements are for time, space, info, and other rescources Logical sequencing -recognizing bottlenecks and outside influences - Answers - tasks and time must be analyzed and organized into a integrated schedule of activity based on priority, logic, and need. Visualize, Organize, Synchronize Logical sequencing - understand the logistics of a progressive experience - Answers - The flow of an event includes both program components and operational requirements. Both the experience and the work needed to deliver the experience have a preferred and necessary progression Dimensions of an event experience - Answers - FIRST IMPRESSION (arrival)- Marketing tactics - Transport and Entrance - Furnishings & decor - Entertainment - F&B - Gifts and Souvenirs - FINAL PERCEPTION (departure) Reverse planning to achieve - Answers - realistic scheduling Model of site development - Answers - Specifications (scope, location, type, dates, space) - Sourcing (research, contact, rfp) - Inspection (investigate, verify, evaluate) - Selection (criteria, approval, contracts) - Layout (configuration, proximity, safety) - Occupancy (move in/out, compliance, usage) Establishing Event Specifications - Answers - -create meeting or event profile based on ... current specifications from the needs assessment, past history; specifications, budget and revenue values, and usage profiles (quantities and patterns), attendee economic and geographic profile -Define needs, wants, client or host restrictions, any needs in conjunction with ancillary activities Develop Selection Criteria - Answers - -Matching the right site to the event is part investigation and part intuition, blending the needs and wants of the host and guest with the realities of availability, capability, affordability, and accessibility -Establish prioritized criteria based on event objectives and attendee profile -Define the reasons behind the criteria so adjustments might be devised or justified -specify flexibility vs non negotiable -create an evaluation instrument based on prioritized selection criteria Site Sourcing - Answers - -Prep an RFP -Use cvb, pco, dmc, colleagues, tourism authorities, and internet to search for purpose built meeting or event venues -prep list of prospective sites -contact prospects, solicit bids and proposals in writing Unique venues - Answers - attendance may benefit from the magnetic power of a unique and exclusive locale Web based event sites - Answers - the virtual experience Site inspection and selection - Answers - -every part of a property, site, or facility should be examined to make certain it meets the needs of the event and the standards expected by the client and guest -when evaluating numerous potential sites use a matrix to efficiently compare each facilities offerings Site inspection strategies - Answers - -conduct a site inspection before contracting a venue or property to examine and verify the proper fit -prepare a checklist to maximize your time and ensure all areas to be used are inspected A due dilligence investigation of all conditions is neccsary - Answers - -local legislative, regulatory, and municipal issues, eg taxes, zoning, unions, licensing, economic environment, revitalization and initiatives -facility ownership, franchise structure, renovations, unions, exclusive vendors -safety and security of venue and vicinity of venue -chain of command and communication with local safety officials