Event Management (HFT2750) UF Final
Exam questions well answered
What are DMCs and their purpose? - correct answer ✔✔ Destination Management Company
A third party organization that helps you find, contract, and organize your vendors. DMOs
receive a portion of the costs spent on all vendors. Has incentives to assist, so they can help
cover some costs of marketing/AV.
What are DMOs and their purpose? - correct answer ✔✔ Destination Marketing Organization
A free service that helps facilitate tourism, events, and meetings.
Examples: CVB - conventional visitor's bureau, Visit St. Pete & Clearwater, Visit Florida.
TIP: Smaller cities offer more perks/incentives.
What do hotels evaluate when bidding on an event? - correct answer ✔✔ Hotels evaluate all of
the possible ways to make a profit: room nights, F&B, and ancillary spending. They are looking
at the total value of the event, not just the F&B minimum or room block size!
TIP: Ancillaries spend - include this on your RFP! Use this as part of your negotiation strategy
(spa, gift shop, restaurants, golf).
NOTE: Room nights is where they make the most money on the hotel side. Events for the hotel
make the most money from the F&B side.
Who are the hotel's main points of contact? - correct answer ✔✔ General Manager- oversees
everything
,Director of Sales and Director of Revenue Management - person who looks at all sales coming
into the hotel from events and from the guest side. They put together the financial projections
and numbers for the hotel.
Sales Manager - set up logistics and details for the event. A crucial part of the sales phase,
conveys service adjustments to CSM.
Convention Sales Manager (CSM)/Group Reservations Manager, Exhibition Sales Manager -
responsible for the planning phase and placing BEOs. The main point of contact prior to the
event.
Banquet Captain - the main point of contact on-site, makes sure everything is running smoothly.
What is the pick-up report? - correct answer ✔✔ A report that shows the number of units sold
within the block on each night. This is used to keep track of numbers for attrition purposes.
What is the rooming list? - correct answer ✔✔ A detailed list of all the reservations that include
the names of who is in each room, the type of room they have, billing, and special requests.
The planner can make a reservation via rooming list and request a rooming list to confirm who
has booked rooms (including individual reservations).
What is the group rate? - correct answer ✔✔ The discounted room rate for rooms in the event
block. This rate is contracted, and does not fluctuate with the market (availability, popularity,
and demand).
What is the rack rate? - correct answer ✔✔ The room rate listed online to the public. Fluctuates
with the market and increases the closer you get to the check-in date.
, What is the service charge? - correct answer ✔✔ An additional percentage fee that is added
onto services such as AV and food and beverage. Was originally pitched as a "tip" for workers,
but none of the money actually goes to them.
What is a resort fee? - correct answer ✔✔ A flat fee to cover the amenities at the resort
Ranges from $15-$45.
What is a site visit? - correct answer ✔✔ The hotel's opportunity to showcase their benefits to
the client. One of the main ways to build the know, like, and trust with a client. The client
discusses the event expectations, needs, and importance and the hotel shows how they are
conducive to those needs.
What are the types of guest room blocks? - correct answer ✔✔ Contracted- rooms that you are
obligated to pay for that are part of the contract.
Complimentary- informal reservation to hold "x" number of rooms for the event - usually a
cutoff date to reserve these rooms by.
Multiple blocks for a group for Master Account (the events account) vs. Individual Reservations
(people paying for their own reservation).
Example: speaker wants to bring his/her family so they get a rate for the lower-level room
booked, but only has to pay the difference in cost for the suite rate.
What is master account billing? - correct answer ✔✔ When all the charges for the event are
placed on one invoice, and then that invoice is mailed to the hosting department. Also called
the "Events Account."
What are double booths? - correct answer ✔✔ Two 10 x 10 booths put together, or a larger
three wall booth
Exam questions well answered
What are DMCs and their purpose? - correct answer ✔✔ Destination Management Company
A third party organization that helps you find, contract, and organize your vendors. DMOs
receive a portion of the costs spent on all vendors. Has incentives to assist, so they can help
cover some costs of marketing/AV.
What are DMOs and their purpose? - correct answer ✔✔ Destination Marketing Organization
A free service that helps facilitate tourism, events, and meetings.
Examples: CVB - conventional visitor's bureau, Visit St. Pete & Clearwater, Visit Florida.
TIP: Smaller cities offer more perks/incentives.
What do hotels evaluate when bidding on an event? - correct answer ✔✔ Hotels evaluate all of
the possible ways to make a profit: room nights, F&B, and ancillary spending. They are looking
at the total value of the event, not just the F&B minimum or room block size!
TIP: Ancillaries spend - include this on your RFP! Use this as part of your negotiation strategy
(spa, gift shop, restaurants, golf).
NOTE: Room nights is where they make the most money on the hotel side. Events for the hotel
make the most money from the F&B side.
Who are the hotel's main points of contact? - correct answer ✔✔ General Manager- oversees
everything
,Director of Sales and Director of Revenue Management - person who looks at all sales coming
into the hotel from events and from the guest side. They put together the financial projections
and numbers for the hotel.
Sales Manager - set up logistics and details for the event. A crucial part of the sales phase,
conveys service adjustments to CSM.
Convention Sales Manager (CSM)/Group Reservations Manager, Exhibition Sales Manager -
responsible for the planning phase and placing BEOs. The main point of contact prior to the
event.
Banquet Captain - the main point of contact on-site, makes sure everything is running smoothly.
What is the pick-up report? - correct answer ✔✔ A report that shows the number of units sold
within the block on each night. This is used to keep track of numbers for attrition purposes.
What is the rooming list? - correct answer ✔✔ A detailed list of all the reservations that include
the names of who is in each room, the type of room they have, billing, and special requests.
The planner can make a reservation via rooming list and request a rooming list to confirm who
has booked rooms (including individual reservations).
What is the group rate? - correct answer ✔✔ The discounted room rate for rooms in the event
block. This rate is contracted, and does not fluctuate with the market (availability, popularity,
and demand).
What is the rack rate? - correct answer ✔✔ The room rate listed online to the public. Fluctuates
with the market and increases the closer you get to the check-in date.
, What is the service charge? - correct answer ✔✔ An additional percentage fee that is added
onto services such as AV and food and beverage. Was originally pitched as a "tip" for workers,
but none of the money actually goes to them.
What is a resort fee? - correct answer ✔✔ A flat fee to cover the amenities at the resort
Ranges from $15-$45.
What is a site visit? - correct answer ✔✔ The hotel's opportunity to showcase their benefits to
the client. One of the main ways to build the know, like, and trust with a client. The client
discusses the event expectations, needs, and importance and the hotel shows how they are
conducive to those needs.
What are the types of guest room blocks? - correct answer ✔✔ Contracted- rooms that you are
obligated to pay for that are part of the contract.
Complimentary- informal reservation to hold "x" number of rooms for the event - usually a
cutoff date to reserve these rooms by.
Multiple blocks for a group for Master Account (the events account) vs. Individual Reservations
(people paying for their own reservation).
Example: speaker wants to bring his/her family so they get a rate for the lower-level room
booked, but only has to pay the difference in cost for the suite rate.
What is master account billing? - correct answer ✔✔ When all the charges for the event are
placed on one invoice, and then that invoice is mailed to the hosting department. Also called
the "Events Account."
What are double booths? - correct answer ✔✔ Two 10 x 10 booths put together, or a larger
three wall booth
