Cmp Study Cards: Project Management

Front 1

What is the definition of project management?

Back 1

The application of knowledge, skills, tools and techniques to project activities to meet the project requirements.

Front 2

After authorization to hold an event has been granted, what's the next step in the event planning process?

Back 2

Developing a clear understanding of the reasons for holding the meeting as well as the objectives, key performance indicators and how KPIs will be measured. Also may require meeting with event stakeholders (event planner, planning team, executive leaders, other employees, key volunteers, supplier partners, exhibitors, sponsors, attendees and the local community.

Front 3

What is the definition of a constraint and what are the three main constraint categories?

Back 3

Challenges, restrictions or shortages encountered during the event management process.

1. Time

2. Cost

3. Performance

Front 4

What is project scope?

Back 4

The work that must be performed to deliver a product, service or result with the specified features and functions (once scope is defined, an event professional can undertake detailed program planning).

Front 5

What are the 5 phases of event management?

Back 5

1. Initiation - research, basic event purpose established, scope is outlined and goals are defined (also includes commitment of resources and risk management strategies)

2. Planning - requirements and specs for the event are determined

3. Implementation - occurs when all goods and services are contracted and coordinated, synchronizes all the operational and logistical requirements of the event

4. Event - includes risk monitoring and controls

5. Closure - contractual obligations are completed, feedback is collected, event is evaluated

Front 6

What is a project plan?

Back 6

Documents how a project will be completed within a certain timeframe; serves as the roadmap for planning the project (ie. tasks to be completed for an event - may involved one or multiple persons). Should be created immediately after event has been approved.

Front 7

What is a Gantt chart?

Back 7

A type of project plan which provides a graphical illustration of a schedule that helps to plan, coordinate, and track specific tasks in a project.

Front 8

What are SOPs?

Back 8

Standard operating procedures - documented standards, policies and procedures which ensure that team members perform tasks with consistency and meet anticipated outcomes.

Front 9

What is quality management and what three processes does it involve?

Back 9

Managing overall project quality and measuring the quality of each project deliverable.

1. Quality planning - a proactive and documented approach to ensure that tasks are done right the first time (ie. a document that records which supplies need to be shipped to an event or what items to include in a registration packet)

2. Quality assurance - auditing the quality requirements in order to determine whether quality controls are being defined and applied properly; focused on preventing problems from occuring

3. Quality control - an iterative process that should be performed throughout the project life to track and monitor the results of the project; focused on detecting flaws (ie. inspecting registration packets to identify incomplete items)

Front 10

What is a project procurement plan and what are the four processes which must be followed in order to create the plan?

Back 10

Includes planning, executing and closing each purchase required for an event. Event professional must manage each detail of these purchases or have a system that enables oversight for purchases carried out by another person/dept.

1. Plan procurements - identify required goods & services needed to reach project objectives. Define "what, how much and when" to procure (ie. sending e-RFPs).

2. Conduct procurements - Obtain responses, select and assign a contract to selected supplier(s).

3. Administer procurements - process of managing the relationship between one's organization and all contracted suppliers (evaluate contract, verify adjustments to milestone dates as needed).

4. Close procurements - all work is verified to confirm accomplishment according to requirements and quality previously established; formal conclusion.

Front 11

What should an event professional know about a supplier before contracting with them?

Back 11

- History

- Mission, vision, values

- Financial stability

- Insurance, licenses, etc

- Staff expertise and credentials

- Professionalism of staff

- Testimonials

- Policies and processes

Front 12

What is a PCO?

Back 12

Professional congress organizer - an individual or company that is familiar with laws and regulations of a particular country (event planner should consult with a PCO if unfamiliar with a new country in which an event will be held)

Front 13

What is a work breakdown structure (WBS)?

Back 13

A document which organizes and describes in detail the total scope of a project; helps to map out the tasks from start to finish (ie. registration services, on-site services, housing services, account management and all sub-tasks). A snapshot of the project scope and scale which forms the basis for estimating, scheduling, executing, monitoring and controlling project work.

Front 14

What are the basic steps in developing the WBS (work breakdown structure)?

Back 14

1. Determine tasks and milestones - WBS can illustrate the interdependence of tasks between departments and staff

2. Estimate resources - includes any materials, people, equipment or supplies required for the event (each activity or task should be assigned to specific resources or stakeholders).

Front 15

What is a milestone?

Back 15

Key events that occur during the project and ultimately drive the project schedule (ie. date when registration goes live); identified in the planning process.

Front 16

What is forecasting?

Back 16

To anticipate the amount of time needed to complete each of the tasks and assign a unit of time to each activity in the project schedule; helps to ultimately produce a project schedule or timeline that determines how long the project will take to complete

Front 17

What is the critical path?

Back 17

Represents the chain of activities that must begin one time and stay on track in order to achieve project milestones and ultimately execute the project on time; all tasks must begin and end on time

Front 18

What should be included in a thorough communication plan for an event?

Back 18

Goals and objectives, tools and tactics and evaluation techniques (developed after establish milestones and critical path)

Front 19

What is a communication matrix?

Back 19

An easy way to approach the communication plan for an event which answers the following questions:

- What needs to be communicated?

- To whom does the content need to be communicated?

- Who is responsible for delivering the content

- When and how often will the content be communicated?

- How will the content be communicated?

- Why does this information need to be communicated?

Front 20

What is integrated communication?

Back 20

Refers to a seamless blend of messages so the organization develops a positive and similar image across stakeholder groups (requires collaboration between event planner and marketing, PR and communication colleagues)

Front 21

What is the definition of evaluation?

Back 21

The process of determining current values and setting change by comparing the current project status with the plan (processes for event evaluation are developed during the planning stage).

Front 22

On what criteria are events evaluated?

Back 22

- Meeting event goals and objectives

- Meeting financial goals

- Meeting attendance goals and attendee satisfaction

- Meeting sponsorhip goals and sponsor satisfaction

Front 23

What is the main difference between an event evaluation and an event audit?

Back 23

Goal of an evaluation process is to offer maximum transparency while the goal of an audit is to offer maximum accountability (although the aim of both is to improve the outcome and address deficiencies in processes and procedures in a timely manner)

Front 24

List several critical success factors that should guide the evaluation and audit process in order for an event to reach a positive outcome.

Back 24

- Project statement for objectives, goals and mission

- Scope statement

- Effective planning from the project start

- Financial support

- Competent manager and event team

- Stakeholder identification and management

- Sponsorship programs

- Quality management

- Risk management

Front 25

What is a PER?

Back 25

Post event reporting - a report of the results of an event evaluation or audit the the stakeholders. Includes a summary of information related to the event's logistics, budget, contact info, hotel and room block details, f & b orders, function and exhibit space details and future event dates.

Front 26

What is a project status report?

Back 26

A report which captures regular updates concerning event progress, including items such as registration numbers, confirmed exhibitors and sponsors and financials (updates traditionally captured on a weekly basis). Document can also call out any potential risks. Allows the event planner to manage execution of the critical path.

Front 27

Define "scope creep" and what must be done when it occurs?

Back 27

Scope creep is any change that alters the critical path and expands the project's scope. When encountered, the event planner must first determine any potential impacts to the event budget schedule or resources and take corrective action to limit or avoid negative effects or provide more resources to cover the altered scope (ie. addition of a dinner during a multiple-day Board meeting).

Front 28

What is the ESG?

Back 28

Event specifications guide - a document submitted to a venue which includes all the details of event event (F & B, AV, telecommunications, electrical, room set-up, etc)

Front 29

What is the best way to minimize potential delays and risks as they relate to the project schedule and critical path?

Back 29

By keeping all key stakeholders informed about the event's progress.

Front 30

Define a contract.

Back 30

An agreement between two or more parties that creates in each party a duty to do or not do something and a right to performance of the other's duty or a remedy for the breach of the other's duty.

Front 31

List some best practices for drafting event contracts and conducting negotiations.

Back 31

1. The initial contract should be carefully reviewed and clauses that need modification should be identified.

2. The signing parties should be identified.

3. Legal counsel should review the contract terms.

4. All contracts should be in writing.

5. Contract language should be straightforward and understandable.

6. Contracts should clearly identify how the risks are allocated between the parties.

Front 32

What is the difference between a contract amendment and a contract addendum?

Back 32

An amendment is a change to an existing contract document, while an addendum adds a document to the original contract (both must be signed and countersigned).

Front 33

What should an event professional know in order to prepare for negotiation of a contract?

Back 33

- With whom he/she will negotiate and their level of authority

- What he/she hopes and needs to obtain from the negotiation

- What the other party hopes and needs to obtain from the negotiation

- What both parties are willing to concede

- The value of the business

- The history of the business

- How much time is allowed for negotiation

- What other options exist (as they may provide negotiation leverage)

Front 34

List some general items to be included in event contracts.

Back 34

1. Names of parties in agreement

2. Status of the signatory party

3. Date contract is issued/date by which contract must be signed

4. List of items and services being rendered

5. Details of all fees and charges

6. Payment schedule

7. Cancellation schedule

8. All legal clauses (ie. force majeure, damages, indemnification, liabilities, insurance requirements, dispute resolution, etc)

Front 35

List some specific items to be included in event contracts for meeting space.

Back 35

1. Function space requirements (including specific rooms and times)

2. Convention services and equipment provided by the facility

3. Responsibilities of any unions under contract

4. Security, hours of operation, key rules and regulations

5. Protection from material deterioration of the facility's condition (including renovations or construction taking place)

6. Information about exclusive services or vendor requirements

7. Information on the right to sell merchandise

Front 36

List some specific items to be included in event contracts for sleeping rooms.

Back 36

1. Numbers and types of guest rooms being reserved.

2. Details on room reservation and confirmation procedures.

3. Guarantee and deposit requirements

4. Specific room rates

5. commissions or rebates included in the room rate

6. Any comp rooms and special requirements/rates for VIPs and staff

7. Cut-off dates and policies

8. Policy for determining whether a block was filled

9. Attrition penalties if block is not filled

10. Provisions for what takes place if a guest is relocated

Front 37

List some specific items to be included in event contracts for food and beverage functions.

Back 37

1. Projected number and type of food and beverage functions

2. Dates by which group must confirm function space to be used, approximate attendance, menus and guaranteed attendance

3. Date on which F & B costs will be confirmed

4. Details on gratuities, service charges and taxes

5. Minimum attendance or monetary requirements

6. Method of calculating the damages that must be paid if minimums aren't met

Front 38

List some specific items to be included in event contracts for technology providers.

Back 38

1. Scope of work outline (including staffing levels)

2. Costs for Internet access, power and rigging

3. Availability to provide on-site support

4. Fees for equipment and staffing

5. Provisions for meeting local certification requirements

6. Licensing information

7. Specifications about bandwidth requirements

Front 39

What is the difference between a termination clause and a cancellation clause?

Back 39

Termination clauses are provisions that excuse non-performance of the contract without liability, while cancellation clauses outlines the damage to be paid to the non-cancelling party is a cancellation occurs.

Front 40

What is a force majeure clause?

Back 40

A circumstance in which a contractual obligation is excused due to a factor not within the control of either party that makes performance impossible or commercially impracticable and the risk of which has not otherwise been allocated.

Front 41

What is attrition and what takes place is an attrition clause is not included in the contract?

Back 41

Attrition clauses address when a contract is fulfilled but one party does not fulfill all its obligations (ie. failure to fill a room block or F & B volume). If there is not attrition clause, it doesn't mean that there will be no damages in the event of attrition, but rather that damages will be determined by a court.

Front 42

What is an indemnification clause in a contract?

Back 42

A clause which specifies who is liable for any injuries that may occur under the contract and sets a limit on the amount of liability. Under indemnification, one party agrees to protect another party from liability as a result of a lawsuit by a third party. Clause is usually written so that a party whose negligence causes a liability provides such protection to the other party.

Front 43

What are BEOs?

Back 43

Banquet event orders - Documents issued by a venue's convention services department which thoroughly outline event details, with all costs quoted, and become the final authority onsite for every item and service rendered by the venue.

Front 44

When does the implementation stage begin and what should occur at this time?

Back 44

Begins when the event staff arrives on location. At this time, the event professional should hold a team-training meeting or advance briefing (typically takes place 3 to 5 days in advance of the official event start date).

Front 45

What is an event pre-conference meeting and who should attend?

Back 45

A meeting which occurs once the event staff are informed and reviews the responsibility of the overall event to the extended team; usually scheduled 48-72 hours before attendees' arrival. Purpose is to ensure that everyone involved is on the same page and knows all details of the event operations.

Attendees should include:

- Event owner/planner

- Travel staff (leads for billing, housing, etc)

- Hotel/venue management team (sales, catering, CSM)

- Hotel/venue departmental leads (front desk, housekeeping, rooms)

- Suppliers as deemed necessary (AV, DMC, etc)