Take Our Event and Meeting Planning Quiz!

1. When it comes to dealing with guests with special needs and/or the Americans with Disabilities Act, the planner's responsibility is to:

Have wheelchairs available

Insure there are assistive listening devices available

Construct the program/event so that it is reasonably accessible to guests with special needs

Have all event forms available in Braille

2. The reason you may want to be listed as an additional insured on a vendor's certificate of insurance is:

To verify that the vendor has the right amount of insurance

To verify that the vendor has the right type of insurance

To verify when the vendor's insurance expires

So that the vendor's insurance policy will cover you in case something goes wrong that is caused by the vendor

3. You ask a new client what their budget is, and they say they are not sure. What should your response be?

Tell the client to get back to you when they have a firm budget

Help the client through the budget development process by providing examples of what things cost

Begin the planning process for the event, and adjust as needed once you know the budget

Discuss options for lowering guest count

4. The purpose of meeting with the venue captain prior to the start of the event to review the Banquet Event Order is to:

Make sure it reflects the latest event details you expect his team to execute

Let him know you're in charge

Cross check the budget

Review his staffing assignments

5. Your client is debating between hosting their event in a 1^st tier city like Chicago, or a 3^rd tier city like Albany, NY. Which of these is a likely advantage Albany would have over NYC?

More planning resources

Easier to get to

Less expensive

More options for related activities

6. When would it make sense to combine all presenters' slide decks into a single deck?

If you are having a keynote speaker followed by audience Q&A

If you are having multiple presenters in different breakout rooms

If you have a limited budget for audio visual

If you are having multiple presenters back to back while the audience remains in the room

7. The most important quality in selecting a DJ is:

Their sound system

How quickly they can load in their equipment

Their ability to read the room in selecting music that suits the audience

Their lights and special effects

8. One of the most important steps a planner can take to accommodate guests with special needs is to:

Have a copy of the Americans with Disabilities Act available for view on the event website and at registration

Have a separate check in station for guests with special needs

Identify guests with special needs by indicating so on their nametags

9. We talked about the importance of value with respect to negotiations. Which statement best defines "value"?

What you are spending

What you are getting

What you get in relation to what you are spending

The amount you're able to negotiate the venue/vendor down from their original price.

10. What is the best way to avoid the black bars in this image (which is known as letterboxing)?

Use a projector that has a wider throw angle

Stretch the image so that it covers the whole screen

Insure that the aspect ratio used in the presenter's slides matches the aspect ratio of the venue's screens

Use a projector with more lumens

11. When would a cool venue NOT be considered a driving factor in attendance?

A client reception

An internal (employee) meeting

A media event

A fundraising gala

12. An advantage of a breakout session over a general session is the ability to

Use space more efficiently

Be more interactive with attendees

Save money

Reach all of the attendees

13. Which of the following is NOT a good use for a general session?

Doing a deep dive into a topic

Bringing everyone together

Showcasing a famous keynote speaker you've hired

Motivating the attendees

14. If it takes 1 minute to check in a guest, and you expect 300 guests at your event, and have to get everyone checked in within a 30 minute time frame, how many staff do you need?

10

5

6

15

15. Which of the following would NOT be considered an input source for audio?

Podium microphone

IPod for background music

Video clip in slide presentation with sound in it

Rotating sponsor logos on screen

16. What is one of the most important best practices regarding directional signage placement, particularly at check in?

Signs should be placed at a height or location so they're not blocked by guests standing in front of them

Signs should have event logos on them

Signs should be hand held

Signs should use a sans serif font

17. One of the impacts food can have on attendees is

Intelligence

Apathy

Resilience

Sluggishness

18. Which seating format allows for the greatest number of attendees to fit?

Classroom

Crescent rounds

Theater

U-Shaped

19. A conference center is offering a single price that includes the meeting room, meals and coffee breaks, and all audio visual support. This type of pricing is usually called:

Complete Meeting Package

Full American Plan

Modified American Plan

Conference Special

20. One of the drawbacks of having a first course pre-set on the table is usually that:

It limits you to cold items

It takes longer to set up

It involves more staff

It costs more money

21. The best way to insure that the venue's selection of liquor will meet your guests' needs is to:

Order a premium bar

Order a top shelf bar

Ask the venue to list the specific brands included in their bar service

Have extra liquor bottles available as back up

22. You're looking at an audio visual proposal that lists a 5,000 lumens projector. What are lumens?

A measure of the brightness of the projector

A measure of the amount of electricity the projector draws

A measure of the size of the image that can be projected

A measure of how far the projector can be from the screen

23. The most important reason for establishing clear event goals is . . .

To know what criteria will be used in determining if the event was successful or not.

To determine the right theme for the event.

To understand how much the budget is.

To determine when to start the planning process.

24. One of the reasons comedy is a difficult form of entertainment to select for meetings or events because it

Provides the fewest options of performers

Relies on culture and language too much

Cannot always keep people’s attention

Is perceived as a lesser form of engagement

25. This is a picture of what type of microphone?

Countryman

Leko

Lavalier

Gooseneck

26. An important factor when selecting transportation vehicles to do airport transfers is:

The vehicle's luggage capacity

The distance from the airport to the hotel

Whether the seats recline

The vehicle's sound system

27. The following are considered benefits of hosting an event at a museum EXCEPT:

Built-in Decor

Big invitation pull

Length of set-up time available

Exciting opportunity for guests

28. Your event for 100 people has the following expenses: Room rental: $5,000; Catering: $125 per person; Entertainment: $3,000. What is the per person cost?

$205

$125

$80

$225

29. Caterers should have liquor liability insurance for all of these scenarios EXCEPT:

They are buying the liquor and their staff is serving it

The client is buying the liquor and the caterer's staff serving it

The event is at a bar and the bar staff is serving the liquor

30. The document a venue provides with set up and menu details is the

C.F.O.

B.E.O.

N.G.O.

L.B.O.

31. When considering venues for an event that will involve elaborate production, which of the following would NOT likely be a key factor?

Photo locations

Load-in area

Ability to get early access to the space

Rigging point

32. Which of these is NOT a benefit of using intelligent lighting?

Ability to use the same fixture for multiple purposes during the event

Ability to change the light fixture's focus remotely without having to get up on ladders

Ability to create a wide range of lighting looks

Ability to use a less experienced operator and save money

33. You're dealing with a rectangular shaped room for a partners' dinner, where you want everyone to feel equal and minimize the distance from the stage to the furthest seat. The best place for the stage is:

The short wall

The long wall

It doesn't make a difference

It depends on the size of the tables

34. This image, showing a logo projected onto the floor, is an example of what?

Gobo

Leko

Par

LED

35. Which of the following is typically the largest expense item in an event budget?

Gifts

Venue

Photography

Entertainment

36. When comparing whether to use flown (ceiling mounted) lighting vs. ground-supported lighting, all of these statements are true, EXCEPT:

Flown lighting takes more time to set up

Flown lighting takes up less floor space

Flown lighting hides wires better

Flown lighting is less expensive

37. The phrase "triple bottom line", with respect to sustainability, refers to:

Environmental, social and economic responsibility

Saving water, energy and waste

Reduce, reuse, recycle

38. One of the main benefits of a typical loft space is:

Excellent acoustics

Invitation pull

Ability to create your own look

Built in audio visual

39. The term used to deal with penalties related to the minimum number of sleeping rooms guaranteed and the actual number used is:

Indemnification

Attrition

Force Majeure

Limitation of Liability

40. The term used to describe when a company spends more money and effort promoting a green initiative than on the initiative itself is called:

Faux green

Greenwashing

Greenscamming

Green fraud

41. If you can pay for 10 registration staff and you have an hour window to get 100 people registered, how many minutes maximum can it take to register one person?

5

4

7

6

42. When comparing events and advertising as marketing vehicles, how do events stack up?

Events reach more people, but are more expensive on a per person basis

Events reach fewer people, but can have greater messaging and community building opportunities

Events are less expensive on a per person basis, but can have greater messaging and community building opportunities

Events reach more people, but can have greater messaging and community building opportunities

43. Which of the following seating formats is ideal for a meeting where there will be a lot of interactive discussion among attendees, but also some presentations by speakers?

Boardroom

Hollow square

U-Shaped

Classroom

44. Additions to the performance fee you would pay to higher level entertainment acts or speakers is called:

A rider

A production clause

A deliverables clause

A certificate of insurance

45. An example of a secondary audience would be an event's

46. A good example of load in ordering would be

Rigging before tables

Audio before video

Registration before green rooms

Catering before entertainment

47. When asked to describe the kind of vibe they want their event to have, your client simply says "I want it to be cool". What is the most important factor to help you create a 'cool' event?

Who the attendees are

How much the client's budget is

What the event date is

How many people are coming

48. The main difference between a Cash Flow Report and Profit & Loss Statement is:

A cash flow report tracks payments to vendors, whereas a profit and loss statement does not.

A cash flow report tracks total revenue, whereas a profit and loss statement does not.

A cash flow report tracks what your net profit is, whereas a profit and loss just shows revenue.

49. One of the main reasons that up-lighting is considered a cost-effective lighting technique is that:

It uses less energy

It's faster to install because there's no need for ladders or lifts

It offers the opportunity to contain gobos

It requires fewer lighting fixtures

50. One of the main benefits of using walkie talkie radios for on site communications with your event team, instead of cell phones, is:

Radios allow multiple people to talk at the same time

Radios have strong signals over short distances, and do not rely on outside networks

Radios have longer lasting batteries

Radios are harder to break

51. At a 72" round, what is the maximum number of people you can seat?

6

8

12

14

52. A client comes to you with a new event request. Which factor(s) are considered the most important in driving your strategic planning?

Client's goals

Guest count

Attendee profile

Client's goals AND guest count

Client's goals AND attendee profile

53. What type of certification will best help you assess a venue for sustainable practices?

LEED Certification

CSEP Certification

CERP Certification

TIPS Certification

54. Setting up beverage billing to be On Consumption is most advantageous when you are

Eliminating corkage fees

Having a reception

Hosting a non-drinking crowd

Providing light fare

55. Which of the following is NOT a question that will help to uncover a client's event goals?

What is the purpose of this event?

What action do you want guests to take at, or after, this event?

What is your event budget?

What does success look like?

56. When considering creating a survey to evaluate guest feedback of an event, which of the following is NOT a best practice:

Avoid asking for people's names, to insure greater honesty

Survey guests on site, rather than after the event, to get a greater response level

Put open-ended questions at the beginning, to get them out of the way

The fewer questions there are, the greater the response you are likely to get

57. Which of the following is typically the largest cost item of an event?

Entertainment

Decor

Venue

A/V

58. Which seating format would work for a meeting where you are looking to encourage dialogue on a single topic among a group of peers, and where there will be no slides or formal presentations?

Fishbowl

In-room breakouts

Genius bars/kiosks

General session

59. Your venue uses American (kitchen-plated) food service in a 'wave' format, whereby a teams of 5 waiters with 2 plates each serve a table of 10 and then move on to the next table. Your client is interested in French or English tray service. All of these are benefits of the venue's service model, EXCEPT:

More elegant plate design

Faster service

All tables are served at the exact same time

More consistent plate design

60. You have a female presenter who likes to speak with her hands free. What type of microphone would give you the most flexibility in attaching it to her, regardless of the type of dress/outfit she is wearing?

Lavalier mic

Headset mic

Handheld mic

Gooseneck mic

61. A fundraising event you're working on is having a much lower turnout than expected, so you're stuck with a venue that's way too big. Which of the following is NOT a design strategy to consider:

Use less space efficient table shapes (rectangles or squares) and sizes (smaller round)

Cluster tables together for intimacy

Define a smaller area within the venue through pipe and drape

Spread the tables out so you cover the whole room

62. The two most important factors to consider when evaluating risk, and deciding whether to ignore, manage or avoid a risk are:

Impact and probability

Social responsibility and probability

Impact and cost

Sustainability and probability

63. You are considering booking an alternative venue for your event. Aside from knowing the square footage, which of the following would NOT be a factor that could impact how you gauge the venue's true capacity?

The number and type of restrooms

Choke points

Rigging points

Means of access and egress

64. A monitor sits on the floor in front of the stage, facing the presenter, and displaying exactly what the audience sees on the screen behind him. This enables the presenter to see what's on the screen without turning his back to the audience. What is it called?

A confidence monitor

A playback monitor

A perfect cue system

A center fill

65. One of the most important strategies for being a smart negotiator with a venue is:

Have alternative options lined up

Never jump at the first offer

Play good cop bad cop

Call venues as early as possible

66. The event you're managing is getting close to ending when your client tells you they'd like to go into overtime. The final guarantee to the venue was for 300 people, but 315 actually attended, and at the time the client tells you about going into overtime there are only about 125 people left. If overtime for the venue is based on a per person price, how many people will you be billed for?

300

315

125

It depends on what is worked out with the venue

67. When liaising with your vendor regarding your event's audio needs, which of the following is considered the planner's responsibility?

Communicating the type and number of sound inputs

Telling them the size of the mixing board you need

Indicating where in the room speakers should be placed

Identifying the maximum decibel level for room noise

68. You're planning an event with a ticket price of $400; variable costs of $200, and fixed costs of $10,000. How many people do you need buying tickets in order to break even?

75

25

250

50

69. Which of the following items is NOT typically a variable cost for events?

Gifts

Catering

Car service

Audio visual

70. Opting for an open bar makes sense when:

You want guests to pay for their own drinks

You have a light drinking crowd

You want to know up front what your bar costs will be

You're having a light menu

71. If you are going to webcast a meeting to a remote audience, why would you use a natural/audience mic?

To enable audience Q&A

So the remote viewers can hear the on site audience's reactions (laughter, applause) to the presenters

To enable the presenter to hear the remote audience's questions

To equalize the sound around the room

72. Which of the following is NOT typically an example of a secondary event audience?

73. SMART objectives are

Timely

Ardent

Sustainable

Marketable

74. Which of the following features do NOT contribute to poor venue acoustics?

High ceilings

Low ceilings

Hard surfaces (wood, glass, marble)

Noisy HVAC (heating, ventilation, air conditioning) system

75. Which of the following is NOT a benefit of using rear screen projection?

It insures attendees can't walk in front of the projector and cast a shadow

It uses less space in the room

It provides a cleaner look by hiding the projection equipment and technicians backstage

It doesn't require the house lights to be dimmed as much

76. When using an interview or panel discussion as a means of content delivery, all of the following are high priorities, EXCEPT:

The importance of a good interviewer/moderator

The need for the interviewer/moderator to prep with the speaker(s) in advance

The type of microphone used

Minimizing the use of slides

77. When would it make sense to use a maze-type check in system, with a single entry point?

When guests do not need name tags

When guests do need name tags

78. Which of the following is NOT a benefit of using wired microphones (vs. wireless)?

Wired mics are less prone to interference

Wired mics are usually less expensive

Wired mics have better sound

Wired mics are difficult to lose

79. Which of the following statements regarding lead time and venue negotiations is NOT TRUE?

The shorter the lead time, the fewer options you usually have, because many venues are likely booked by then.

Lead time has little effect on venue negotiations.

80. When performing a site search for a client, the list of venues you give to your client should include:

Only venues that are available on the desired date

Only venues that are available on the desired date, and can accommodate the client's budget

All venues you researched, so the client can see all the work you've done