Event Management (HFT2750) UF Final
Exam
Event Management (HFT2750) UF Final
Exam
What are DMCs and their purpose? - 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? - 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? - 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? - 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.
,Event Management (HFT2750) UF Final
Exam
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? - 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? - 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? - 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? - 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? - 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? - ANSWER A flat fee to cover the amenities at the resort
Ranges from $15-$45.
, Event Management (HFT2750) UF Final
Exam
What is a site visit? - 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? - 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? - 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? - ANSWER Two 10 x 10 booths put together, or a larger three wall booth
What are end booths? - ANSWER One of the most prime spots as two sides are open.
What are islands? - ANSWER A booth with all four sides open. Usually features a middle display for
people to freely flow around.
What are peninsulas? - ANSWER A booth with three sides open
What is theater seating? - ANSWER - Minimum. 12" between rows, 18-24" for optimal comfort.
-Each row limited to 15 seats maximum. -Use patterns in the carpet to help with alignment.
Exam
Event Management (HFT2750) UF Final
Exam
What are DMCs and their purpose? - 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? - 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? - 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? - 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.
,Event Management (HFT2750) UF Final
Exam
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? - 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? - 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? - 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? - 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? - 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? - ANSWER A flat fee to cover the amenities at the resort
Ranges from $15-$45.
, Event Management (HFT2750) UF Final
Exam
What is a site visit? - 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? - 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? - 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? - ANSWER Two 10 x 10 booths put together, or a larger three wall booth
What are end booths? - ANSWER One of the most prime spots as two sides are open.
What are islands? - ANSWER A booth with all four sides open. Usually features a middle display for
people to freely flow around.
What are peninsulas? - ANSWER A booth with three sides open
What is theater seating? - ANSWER - Minimum. 12" between rows, 18-24" for optimal comfort.
-Each row limited to 15 seats maximum. -Use patterns in the carpet to help with alignment.
