Deck 13: Planning Meec Gatherings

Question 1

Program planning for associations usually begins:

A) Once a site has been chosen
B) A few weeks to a month before the event
C) Months and sometimes years before the event
D) None of the above

Answer 1

Months and sometimes years before the event

Question 2

What is a needs analysis?

A) Method objectives for a particular meeting
B) Method of determining expectations for a particular meeting
C) Both A and B
D) Neither A nor B

Answer 2

Method of determining expectations for a particular meeting

Question 3

What is the first step in a needs analysis?

A) Know who your attendees are
B) Know where the meeting will be held
C) Know the budget for the meeting
D) Know the topics for the sessions

Answer 3

Know who your attendees are

Question 4

Which of the following is not a SMART objective?

A) Relevant
B) Time
C) Specific
D) Meaningful

Question 5

When should the site selection process begin?

A) After the meeting planner is chosen
B) Before the objectives are developed
C) After the meeting objectives are developed
D) Before any other activity is allowed to begin

Question 6

Which of these cities has NO airlift?

A) Dallas, Texas
B) Chicago, Illinois
C) Anchorage, Alaska
D) Atlanta, Georgia

Question 7

Which of the following should take place before the RFP?

A) The basic location and logistics are drafted.
B) Meeting objectives are clearly defined.
C) Both A and B
D) Neither A nor B

Question 8

When do the negotiations between the meeting planner and the sales department of a facility begin?

A) Once the planner reviews the RFP
B) After the planner has conducted site visits
C) As soon as the planner receives a written bid from the facility
D) After A and B have taken place

Question 9

Which of the following is not a part of a fam-trip?

A) The trip may be arranged by the local CVB.
B) They are low or no cost for the planner.
C) The hotel or facility showcases its property for the planner.
D) The planner's association or company is legally obligated for the expenses.

Question 10

Which of the following is not one of the SMART objectives?

A) Measurable
B) Specific
C) Achievable
D) All are SMART objectives.

Question 11

What are trips that are no- or low-cost for the meeting / event professional to personally review sites for their suitability for a meeting or event?

A) Glam trip
B) CVB trip
C) DMO trip
D) Fam trip

Question 12

Which of the following is not a part of the ESG document?

A) The preamble
B) The function schedules
C) The narrative
D) The function set up orders

Question 13

The EIC has created a standardized format for this document.

A) The CV
B) The CVB
C) The RFP
D) The Estimate

Question 14

Which of the following is not considered indirect cost?

A) Attendee-related cost
B) Administrative cost
C) Organizational cost not related to the meeting
D) Overhead cost

Question 15

Which of the following is a variable cost?

A) Gift bags
B) Name badges
C) Food and beverage
D) All of the above are variable cost

Question 16

Which of the following is not a fixed cost?

A) The cost of audio/visual equipment
B) Copies of the agenda or program
C) The cost of the banquet room for the plenary session
D) The cost of meeting room rental

Question 17

Which of the following is not a stakeholder?

A) The exhibitors
B) The sponsors
C) The producing organization
D) They are all stakeholders

Question 18

Expenses that can vary based on the number of attendees are called?

A) Fixed costs
B) Indirect costs
C) Hidden costs
D) Variable costs

Question 19

Which of the following is identified as a challenge of using volunteer speakers?

A) They may not adequately prepare for the presentation
B) They may have a personal agenda about the topic
C) They may not be good presenters
D) All of the above are challenges of using volunteer speakers

Question 20

The first thing a planner needs to determine is (1) Who is the group? and (2) Why are they here?

Question 21

Program planning, especially for association meetings, needs to begin only weeks before the actual event.

Question 22

A "track"refers to the skill level the program is designed for.

Question 23

A needs analysis is a method of determining the expectations for a particular meeting.

Question 24

The SMART approach of writing effective meeting goals stands for Specific, Measurable, Achievable, Relevant, and Time.

Question 25

Fam trips must be carefully designed so that there is no sense of impropriety in the choosing of the family.

Question 26

Program planning, especially for association meetings, begins months or years before the actual event.

Question 27

A "Level"refers to separating programs into different genres.

Question 28

A plenary session is primarily used as a venue to communicate with all conference attendees at one time in one location.

Question 29

The M in SMART objectives stands for "Majority."

Question 30

The site selection process can before meeting objectives are developed to get an early start.

Question 31

Pre-registration generally benefits the attendee, but does not generally benefit the Meeting Professional

Question 32

Match the program type / format with its description / definition.

-General Session

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 33

Match the program type / format with its description / definition.

-Plenary Session

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 34

Match the program type / format with its description / definition.

-Concurrent Session

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 35

Match the program type / format with its description / definition.

-Workshop Session

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 36

Match the program type / format with its description / definition.

-Breakout Session

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 37

Match the program type / format with its description / definition.

-Roundtable Discussion Group

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 38

Match the program type / format with its description / definition.

-Poster Session

A) primarily used as a venue to communicate with all conference attendees at one time in one location.
B) basically another name for a general session
C) small interactive sessions designed to cover specific topics of interest
D) a more intimate presentation method often used with academic or medical conferences
E) basically another name for a Workshop Session
F) a more intimate session that offers a more interactive learning experience in smaller groups
G) a professional development or career enhancement session presented by a credentialed speaker who provides education on a specific topic in a conference-style format

Question 39

What are some factors to consider when choosing a site?

Question 40

Describe the process and features of a "Needs Analysis."