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64 Cards in this Set

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Why do people attend events, according to Alvin Toffler?

cic8, 27
Information - more pp want to learn more
Networking
Recreation - golf, etc.
Name the types of program formats

cic 8, 28
Audience Reaction Team - 5 pp on the stage ask questions from the audience to the speaker
Buzz Session - discussion groups with a designated presenter
Colloquium - informal meeting
Debate
Fishbowl - exchange of people in an inner circle, with those outside of the circle
Interview - Presenter questioned by a moderator
Seminar - a small lecture, interaction encouraged
Workshop - hands on learning
Symposium - meeting of experts of a certain field
What to look at when determining speaker needs:

cic8, 29
Needs of audience (educ. needs vs. entertainmt?)
Establish date, times, and budget (how long they should speak, etc.)
Type of speaker (celebrity, industry, etc.)
Facilitator needed?
Locate resources (get recommendations)
Interview Options
Items to send to a confirmed speaker (contract/agreement):

cic8, 30
Travel arrangements
Date, time, and venue
Information on accommodations and meals
Fees, reimbursements and payment terms
Attend social events?
Sell products/books? How?
Procedures on handouts and materials
Cancellation policies
AV requirements (agreement on any recordings)
Legal implications the contract may contain.
WRITTEN agreemt spkr to provide outline of presentation 90 days prior to engagement.
Information that should be provided to a speaker re: the sponsor:

cic8, 30
background information - the organization and audience information.
Send publications or anything with profiles of key people or buzzwords, insider news, and views.
Be specific about the size of the audience and demographics.
Let them know of any added speakers.
What is adult learning?

cic8, 43
lifelong learning thru which an individual seeks to understand and contribute to change.

These people tend to be experienced, self-directed, responsible and goal-oriented.
What are adult learning objectives?

cic8, 43-44
Improving existing skills and gaining new skills (thru demonstrations/workshops)
Gaining professional knowledge. (seminar/discussion or lecture grp)
Achieving recognition for improved skills and/or knowledge. (ribbons showcasing CMP, etc)
Completing licensing or certification as a requirement to practice or a condition of employment (CEUs)
Achieving professional advancement or changing careers.
What is a Continuing Education Unit?

cic8, 44
Ten contact hours of participation in an organized continuing education experience, under responsible sponsorship, capable direction and qualified instruction.
What type of continuing education comprises the largest part of the educational programs at many meetings?
Nonaccredited Continuing Education
What are general requirements for accredited programs?
1. Program Selection
2. Needs assessment
3. Specific learning objectives
4. Credit reporting system and records processing (affiliate with an orgnztn that tracks CEUs for you)
5. Evaluation - post event surveys
6. Budget review - although speaker costs may be high, it is a value add for larger audiences.
What are characteristics of adult learners?

pmm5, 249
Self Direction - need active learning opportunities & socialization
Multiple Life Experiences - relate these to new experiences, use grp activities
Problem-Solving Orientation - focus on problems they face
What is andragogy?

pmm5, 251
a theory for adult learning success. The design of learning should include experiential learning and problem solving.

ie. instruction for adults needs to focus more on the process rather than the content: case studies, role-playing, etc.
What principles must adult learners exhibit?

pmm5, 251
A need to learn
A need for ownership
The importance of the relevance of the content.
Name the recommended learning formats for adult learners

pmm5, 252
Individualized: networking, individual follow up to grp discussion, & self-guided study
Small Group Learning: actively involved - workshops, rounds work well
Large Group Learning: workshops with theater seating. An element of showmanship is critical
Mass Learning: more of mass communication than education. eg: general session at a convention
What are the two perspectives of a learner?

pmm5, 253
(1) Developmental - first half of life. education re: personal life, career and future. Looking to increase proficiency in their jobs and lives.
(2) Transformative - 2nd half of life. Learning re: a new consciousness or understanding, focus on fulfilling the human experience. key words: development, renewal
Influence of Silents on Learning:

pmm5, 254
Born 1927-1945
strong work ethic and courteous. Prefer to be taught by humans in a lecture format. Don't need technology as they are not as comfy with it.
Influence of Boomers on Learning:

pmm5, 254
Born 1946-1964
Idealistic, aggressive, and big thinkers
Though technically savvy, they prefer learning formats of teams, etc, as they love to network.
Influence of Gen X on Learning:

pmm5, 255
Born 1965-1981
Least nurtured and least supervised of generations - when the divorce rate skyrocketed.

Like to learn independently more than teamwork (computers a plus). Need moving images as they are a visual gen. Want education to be relevant to their careers and lives.
Name the impact of Millennials on Learning:

pmm5, 255
Born 1982 - Present
most nutured and supervised generation.

Extremely close to family, patriotic, charitable, think big, ethical

want a team oriented meeting with technology.
What are the 3 learning styles?

pmm5, 257
Visual - 40% of all - like things written, diagramed, illustrated
Auditory - 30% of all - remember with verbal repetition
Kinesthetic - 30% - learn through practice and hands on
What is Synchronous learning?

pmm5, 258
all learning of the same thing takes place at the same time: conference, webinar, etc.
What is Asynchronous learning?

pmm5, 258
allows learners to patch in to the learning at a time that is suitable and convenient for them.
What are some of the variable that affect adult learning?
Physiological - as we age, it is harder to learn - environment must be as comfortable and distraction free as possible
Psychological - as pp may check out to absorb info, it is key to allow time for processing. Or it is key to see commonalities.
Social/Cultural - people want to feel a part of something socially/culturally
Industry - planners must meet the expectations of the employer and attendee.
Nutritional - must provide energy.
Technological - should be accessible to all
Physical - condition of meeting room set, comfort, etc.
Service - hospitable?
Personnel - those staffing the event
Evaluation - can be done throughout
What are the key pricinples of adult learning?

pmm5, 261
Must feel the need to learn
Must achieve some ownership of their learning
Must be relevant to their lives
Must be active participants in the learning process
What does program design provide and what are the basic elements?

pmm5, 265
Program design provides structure of event program elements to achieve specific goals and objectives.

The basic elements of program design are the outline, program content, program format, and the environment where the program will be presented.
What is a program outline?

pmm5, 269
organizes the meeting into the various activities. It combines the appropriate number of educational hours with social and recreational activities.
What is the program content?

pmm5, 269
the educational component of an event that meets objectives and needs of the audience.
What is the program schedule?

pmm5, 269
provides exact times of all event elements.
How often should a break take place at meetings?

pmm5, 269
As a general rule, a 10 minute break should be provided for 50 min of content.
What are the 3 methods of instruction most adaptable to the meeting environment?

pmm5, 276
Expository - Just an instructor, no participation - For large groups
Participatory - participants share knowledge and work together
Evaluative - tests if participants learned what was expected and if they use the info well.
What are formats that can be used to enhance educational delivery?

pmm5, 277
Breakout session, Case Study, Colloquium, Concurrent sessions, Controversy Panel, Demonstration, General Session, Lecture, Keynote, Keynote address, Q&A, Opening Address, Oral presentation, panel discussion, poster sessions, Plenary session, roundtable, simulation encounter, structured question, symposium, workshop
What should be provided to program committee members from the planner?

pmm5, 279
a tentative schedule of committee meetings, a copy of the reimbursement policy for travel expenses, and the planning timeline.
What is contained in the resource workbook for the use of planner/program committee?

pmm5, 279
List of committee members and contact info
Committee performance criteria
Meeting goals / objectives
Program and Promotion pieces from the prior year
Evaluation Summary of prior year / event
Minutes of previous meetings
Policies regarding speaker remuneration and fees
List of contacts and resources
Meeting dates
Info about the meeting site and map
Est. attendance
Meeting budget
Planning timeline and deadlines
Session format descriptions
AV guidelines and restrictions
Info on aspects of the meeting (exhibits, f&b, etc..)
What is a planning matrix?

pmm5, 280
a grid used to plan meeting formats and finalize subject areas, topics and assignments.

Key elements (topics and titles) are at the top of each column, and the rows are used to represent specifics for each, such as subtopics or time segments.
What is a call for abstracts?

pmm5, 280
is used to collect information for research reports used for many tech or medical meetings. Abstracts are summaries of speeches or papers, laser presentations, or a statement of content.

The call for abstracts includes info about the meeting, a form to submit a summary, guidelines re: who may submit, and the deadline for submission.
Factors looked at to select the proper event space/venue:

pmm5, 338
Meeting Objective(s)
Event Type
Capacity Required
Physical Factors: general location to other facilities (for traffic flow); configuration of room; ceilings; restroom accessibility; room acoustics; lighting system and location of switches; ventilation/heat/cool; location of kitchen to room; quality and placement of portable walls; sound system; control panels for recording output; noise leakage from hallways, service corridors, etc; appearance / decor; and security
meeting venue needs may include the following spaces:

pmm5, 339
Breakout
Coatcheck
Green Room / Hospitality Room
Exhibits
General Session
Meeting
Office - for business needs and staff
Photo Room
Poster Session - authors/designers would be in the room
Storage
Workshop
What are necessary accommodations for wheelchairs at events?

pmm5, 342
1. Aisle seats and the back row must be wchair accessible
2. An aisle for wchairs should be 6 ft wide for 2 wchairs to use
3. remove two chairs for each wchair
4. Tape sign to the floor to reserve space for wchair
5. Provide at least 3-3.5' of table space per wchair
6. For rounds: a wchair occupies about 1.5x space as standard seating
7. Keep 3' of space around tables where wchairs will be
What are standard table sizes?

pmm5, 346
Rounds - 72" standard, also there are 60 or 66"
Cabs - 15-30" in diameter / height from 36-50"
Rectangular - 6' or 8' long / width of 18-30" (18 is the classroom style)
what are size options for chairs and recommendations?
standard - 20" from front to back at base
width varies from 17.5-18.5"

Recommended for learning:
adjustable in 3 direction; has wheels; swivels; flat arms; firm seat in fabric; reclining back in vinyl; nonreflective metal parts; width appropriate to the table.
Capacity of a 72" and 60" round
72"
FULL SET: comfortable for 10, max of 12
HALF SET: 5

60"
FULL SET: comfortable for 8, max at 10
HALF SET: comf. for 4
Recommended seating for classroom:

pmm5, 348
Allow 17-22 sf pp
Standard is 3 chairs/6' and 4/8'
Boardroom seating recommendations:

pmm5, 349
If 16 or fewer people, boardroom is appropriate.
For groups over 25, use an octagonal set up for better sight lines.
Conference set up should not be used for groups over 30.
There should not be shared chairs in the corner.
No chair should be within 1 foot of a shared corner.
Board table should be at least 5' wide.
Allow 2-3' of space pp.
U Shape seating recommendations:

pmm5, 350
Avoid U-Shapes of 25 or more.
Table widths should be at least 30"
Theatre seating recommendations:

pmm5, 351
the space b/t chairs should be at least 2" apart, but prefer 4-6"
The space between rows should be at least 24"
Rows should not be longer than 30'
First row should be at least 6' from the speaker stage or 2x the vertical dimension of the screen
Allow 10-11 sf pp for groups of over 300 people.
Allow 11-12 sf pp for groups of 60-300
Allow 12-13 sf pp for groups less than 60
What is the standard temperature for meeting rooms?

pmm5, 355
70-74 degrees, 72 degrees is ideal
List and explain the types of room lighting:

pmm5, 356
Incandescent - regular light bulbs, capable of dimming, provides good lighting
Fluorescent - high intensity light, incapable of dimming. Produces high glare and eyestrain.
Halogen - quartz light - small in size compared to the light that is emitted.
Ambient - Collected from windows. Dependent on the time of day and weather. Can produce glare on AV
Accent - Directional lights used to highlight an area or object
Back lighting - illuminate tranparent materials or give depth to a speaker or image when videotaping.
Ellipsoidal spotlights - adjustable spotlight used to focus a pool of light on a lectern, sign, or area.
Wash lighting - softly illuminates an area for accent.
What are key things to keep in mind when planning a program abroad (above and beyond a typical event)?

int'l, 23
The profile of the audience (race religion etc)
The needs and expectations of each group (why are they attending?)
The attendees familiarity with the subject discussed
Audience competence in the event language
Availability of local speakers and discussion facilitators
Availability of interpreters
Conditions at the destination (climate, etc)
Facilities available at the venue (AV, etc)
For international events, inquire the following information from a local/CVB:

int'l, 23
The normal local times for:
- starting and finishing work
- Lunch
- Refreshment breaks

Local religious customs
what are the interpretation systems that can be used for international attended events?

int'l, 24
Consecutive Interpretation - translation phrase/sentence per phrase. There are pauses to allow the interpretation
Simultaneous Interpretation - Most common form. interpreters are in a sound-proof booth who listen to the speaker through headphones and interpret directly into a mic to personal receiver ear pieces in the audience.
What is the most common presentation format internationally?

int'l, 24
Classroom teaching with a Q&A time at the end.
What is a Poster Session?
- display of reports and papers, usually scientifice, accompanied by authors or researchers.
- A session dedicated to the discussion of the posters shown inside the meeting area
- Typically used where research is presented.
What is a plenary session?
A general assembly for all participants (aka general session)
What is a colloquim?
An informal meeting for the purpose of discussion, usually of an academic or research nature and in order to ascertain areas of mutual interest thru the exchange of ideas.

Not conducted regularly.
What is a symposium?
A meeting of a number of experts in a particular field, at which papers are presented and discussed by specialist on particular subjects with a view to make recommendations concerning the problems under discussion.
What is a simulation encounter?
interactive instructional technique in which an individual simulates certain behavior that can then be examined by the attendees
What is a workshop?
1) meeting of several people for intense discussion.
2) informal and public session of free discussion as a part of a larger meeting
3) training session to develop skills and knowledge
What is a Planning Matrix?
a grid used to plan meeting formats and finalize subject areas, topics and assignments.
What is a Congress?
The regular meeting of large groups of inidviduals generally to discuss a particular subject. Often last several days and has several simultaneous sessions. (annual meetings typical)
What is an Institute?
in-depth instructional meeting providing intensive education on a particular subject.
How do facilitators deal with the psychological factors for adult learners?
provide real-world examples to give them time to absorb the info being presented.
For a person to receive CEUs from a hosted meeting, what must the host provide?
professional certification
Define backlighting
Used to illuminate transparent and translucent materials or to give dept to a speaker or image when videotaping.
What is a forum?
1) Open discussion with audience, panel, and moderator. 2) A meeting or part of a meeting set aside for an open discussion by recognized participants on subjects of public interest. Also for legal purposes, as part of the proceedings of a tribunal, court or similar body.