Cmp Study Cards: Site Management

Front 1

Site Management

Back 1

Refers to all of the details that the event manager must supervise at the venue, area, location, property or specific facility to be used for an event; begins with site selection and encompasses designing the event's layout, managing the event on-site and managing event communications

Front 2

What criteria should be included in the site specifications for an event?

Back 2

- Goals/objectives of the event

- Expected event activities (meetings, exhibitions, F & B functions)

- Physical requirements (including accommodation and event spaces)

- Expected and historical attendance

- Financial criteria (event/attendee budgets)

- Preferred geographic region

- Attendee preferences

- Preferred dates

- Availability of services such as technology or interpreters

- Sustainability considerations

Front 3

Name some resources to assist in the destination selection process.

Back 3

1. Destination Marking Organization (DMO)

2. Publications - event publications highlight different destinations each month

3. Event industry trade shows

4. Association membership and meetings - industry association publications, web sites and events highlight locations that excel in hosting events

5. Professional congress organizers (PCOs)

6. Destination management companies (DMCs)

Front 4

Destination Marking Organization (DMO)

Back 4

Also referred to as convention and visitors bureau (CVB) or a tourism office, DMOs are usually supported by government funding, membership dues and/or hotel occupancy taxes; can provide an event planner with information on their city or area, including hotels and event venues, transportation and local entertainers and speakers, as well as arrange site visits.

Front 5

Professional congress organizers (PCOs)

Back 5

An agency who can assist with destination selection, help the event professional become familiar with laws and customs of the locations and even execute events; some agencies specialize in site selection only

Front 6

Destination management companies (DMCs)

Back 6

Companies that possess extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics, and can assest in selecting sites at a destination

Front 7

What details might need to be taken into account during site selection in regards to security and VIPs?

Back 7

- Whether there's a private, secure entrance or green room

- Whether the meeting room or event name needs to be excluded from public listings

- If demonstrations or protests are possible, discuss with local authorities and venue security teams

Front 8

What info should be included in an RFP for site selection?

Back 8

- Contact info of the event planner

- Event profile (detailed information on the group, attendees, event theme, history and preferred dates)

- Requirements for guest room block and housing pattern, function space, F & B, event technology accessibility, and insurance

- Proposal specs (ie. outline of the decision-making process, timeline, key decision factors, required attachments and instructions for responding)

- Proposal content (specifying what is needed in the proposal, such as references from the destination leadership)

Front 9

What is the difference between a convention center and a conference center?

Back 9

A convention center is a venue built to host trade shows, conventions and other large functions and combines exhibition space with a substantial number of smaller event spaces. A conference center provides a dedicated environment for events, but doesn't necessarily have space large enough to hold a trade show/exhibition.

Front 10

What is the difference between a hotel and a resort?

Back 10

Both hotels and resorts may hold both sleeping rooms and meeting space, but a resort offers or is located near facililities for recreational activities such as tennis, swimming, golf, etc.

Front 11

What are some examples of non-traditional venues?

Back 11

Historical facilities such as palaces or castles, restaurants, museums, outdoor areas and arenas.

Front 12

What are the three primary areas under which accessibility-related considerations fall that an event professional should take into account when evaluating potential sites/venues?

Back 12

1. Structural Considerations

2. Program requirements

3. Service requirements

Front 13

Reasonable Accommodation

Back 13

Necessary and appropriate modification and adjustments that do not impose a disproportionate or undue burden, where needed in a particular case, to ensure to persons with disabilities the enjoyment or exercise on an equal basis with others of all human rights and fundamental freedoms

Front 14

Universal Design

Back 14

The design of products, environments, programs and services to be usable by all people, to the greatest extent possible, without the need for adaptation or specialized design (also includes assistive devices for partiular groups of persons with disabilities where this is needed)

Front 15

What structural considerations should an event professional take into consideration when evaluating the accessibility of a particular site?

Back 15

- Ramps and elevators are wide enough to accommodate a wheelchair

- Easy-to-open doors with levers, automatic door openers or key cards

- Access routes to the event space that are close, well lit and outfitted with handrails and audible signs where needed

- Availability, size and location of toilet facilities

- Egress routes and procedures in case of emergencies

- meeting room and function space layouts

- Designated parking spaces within close proximity of venue

- Availability of accessible hotel accommodations and dining facilities

- Availability of grass areas for service animals

Front 16

What program and service considerations should an event professional take into consideration when evaluating the accessibility of a particular site?

Back 16

- Distance and routes between locations being used for the event program

- Availability of accessible transportation options

- Availability of sign language interpreters and assistive listening devices

- Availability of service providers that may be required by attendees (ie. wheelchair repair, veterinarians, etc)

Front 17

What 3 factors can affect the placement of a sign language interpreter within a meeting room?

Back 17

1. The location of the consumer - interpreter should be placed so that the attendee can shift his or her gaze easily from the presenter to the interpreter

2. The use of screens - if a screen is used, the interpreter should be positioned for the consumer to easily shift his or her gaze between them; if in a large venue, you may want to use a dedicated screen for the interpreter or PIP (picture in picture) technology

3. Lighting in the room - if lighting is dim, a separate follow spotlight will be required for the interpreter or the interpreter should be positioned in the main stage lighting

Front 18

List some best practices for working with a sign language interpreter.

Back 18

1. Confirm the specific sign language used by the deaf attendee(s), especially for international meetings

2. Make sure the interpreter is fully prepared and receives supporting materials a few days before the event

3. Interpreters need breaks (if session will last more than an hour, have a team to relieve first interpreter)

Front 19

What elements of the site infrastructure should be evaluated when considering a destination for an event?

Back 19

- Availability of technology resources

- Environmental conditions at destination (climate, etc)

- Range and distance of satellite event venues for additional functions

- Safety and security

- Ease of shipping and freight deliveries

- Accessibility for travel and proximity to attendees

- Natural and cultural attributes

Front 20

What risk management factors should be considered during a site inspection?

Back 20

- Safety issues: venue condition, anticipated construction, environmental factors, emergency exits, elevator inspections, fire sprinklers and number of extinguishers, room keys and issuance protocol, guestroom floor access, lighting and health department rating

- Contingency planning: backup generators, evacuation plan, first-aid capabilities, weather emergencies and the nearest medical facility

- Security: security cameras, event-specific security requirements, crime rates and the venue's safety record

Front 21

What main elements should an event professional consider when determining the site layout?

Back 21

- Event's goals and objectives

- Existing site infrastructure

- Attendee profile

- Event concept

- Program design

Front 22

In what case is it required/mandatory to accommodate your attendees' needs on-site?

Back 22

If the event is being held in a country that has a law addressing persons with disabilities, it's required that appropriate steps be taken to ensure that persons with disabilities are accommodated so they can fully participate.

Front 23

What questions that pertain to the event's attendee profile should be asked when designing the site layout?

Back 23

1. What are the attendee's expectations? (ie. do they expect certain services, such as an Internet cafe or charging stations?)

2. Are most of the attendees familiar with the site? if not, how much signage is required?

3. How will most attendees travel to the event?Are there enough parking spaces or adequate room for bus/taxi dropoffs?

4. Will most attendees arrive early or on time every morning (this can affect the amount of space needed at registration or foyer areas)

Front 24

What questions that pertain to the event concept and program design should be asked when designing the site layout?

Back 24

1. Are any social functions scheduled?

2. Are staff offices needed? Speaker ready room? Press room?

3. Will there be any equipment on-site that requires a locked storage room?

4. What are the technology requirements and how will that affect the room set?

5. How much time is allocated to breaks and where will attendees go during those times?

Front 25

Why would a second site inspection possibly be necessary?

Back 25

To visit the site with all suppliers/vendors to confirm that the site layout can be implemented

Front 26

What elements of the site infrastructure might an event professional want to note during a site inspection?

Back 26

- Floor plan of meeting rooms that show permanent structures, temporary structures (ie. tents/stages) and furnishings

- Floor plan of venue showing location of entrances/exits, toilets, etc

- Sustainability features of the venue

- Accessibility considerations

- Services available (reservation desk, business center, etc)

- Areas near meeting space where poor wireless signals exist

- Capacity chart

- Obstructions that may negatively impact the attendee experience (ie. columns, low chandeliers)

- Any areas under construction (or future construction plans)

- Utilities (water fountains, outlets, etc)

- Location of any permanent signage/areas for temporary signage

- Parking spaces and any valet services

Front 27

In what case might an event professional need to obtain a permit from local fire authorities and who can assist in doing this?

Back 27

Might need a permit in order to build temporary structures; an exhibition contractor or general services contractor can help obtain the permit

Front 28

Site Plan

Back 28

A document detailing meeting room assignments and the placement of permanent and temporary structures within your venue; main purpose is to show a visual and written representation of your on-site conference layout and actual venue space

Front 29

After you design your site plan for an event, what are the immediate next steps?

Back 29

Share the plan with your venue's CSM first to ensure it meets all regulations and to see if there are any areas of concern from the venue's perspective; THEN share it with stakeholders

Front 30

When establishing space and meeting room assignments for an event, what functions should be assigned first?

Back 30

1. First, place events or sessions with the largest number of attendees in rooms or spaces (ie. general session, exhibition space and any social functions)

2. Next, begin assigning any functions that take place in common open areas (ie. registration or coat check). Think about where attendees will enter the facility - ask yourself if the registration desk is easy to find and if it's on the way to the main function area.

3. Lastly, assign space for smaller functions (ie. breakout rooms, speaker ready or VIP room, press room, offices, storage rooms)

Front 31

What are some solutions to help direct traffic flow if the registration lines could become too long or obstruct doors/entrances?

Back 31

- Use rope and stanchion to direct crowd movement

- Use multiple registration areas and desks

Front 32

What are some best practices for signage placement within a site layout?

Back 32

- Walk the space just as an attendee would and find crossroads that may require some clarity

- Make use of any digital signage the venue already has in place

- Place signage outside of each room so attendees are able to find their destination quickly

Front 33

Under which circumstances might a third site inspection be advised?

Back 33

A 3rd site inspection might be beneficial if the site design/layout is especially large or complex and the event professional is having difficulty visualizing the space. The third inspection can be used to verify that the site design is accurate, all structures are noted, and to address traffic flow concerns. The site plan should be brought with the event professional so any changes can be noted.

Front 34

How can an event professional prepare for on-site changes to the site plan that may occur during the event?

Back 34

Have a good communication plan to confirm who will need to know about changes and how change will be communicated (ie. via mobile app, signage, announcements, etc)

Front 35

What are some ways to ensure you have flexibility in your site plan?

Back 35

Always have a contingency plan to be able to adjust room sets and room assignments. For example, if a session is extremely popular, build in flexibility for an overflow room or have extra chairs on hand to place along the back wall of the room.

Front 36

What is the first vital piece of information an event professional needs in order to organize a good logistics actions plan?

Back 36

The exact dates and times your group will have access to the venue (if not enough time has been allotted, either before or after the event, you will need to arrange for additional time or add resources to make sure everything can be completed within the time frame that has been given)

Front 37

After an event professional has confirmed the exact dates and times for access to the venue, what is the next step in creating a logistics action plan?

Back 37

Building the event specifications guide (ESG)

Front 38

Event specifications guide (ESG)

Back 38

The ESG, also known as the production schedule, spells out each significant function and activity that needs to happen before, during and after the event. It contains all the pieces of the event, organized in the correct order so that each part happens smoothly and in logical progression. The ESG doesn't need to contain information being presented in sessions but should capture the specific details that make the session happen as planned.

Front 39

What next steps should the event professional take after the ESG is complete?

Back 39

Distribute to all department leads for any comments and input they can offer. Then, any changes should be communicated to and made by the event professional (and only the event professional) and then re-distributed to all.

Front 40

Material handling fee

Back 40

A fee charged by venues (especially convention centers) to receive and handle delivered items prior to the event

Front 41

What are some considerations to adhere to when choosing a freight forwarding company for an international event?

Back 41

- Make sure the company is also a customs broker

- Verify that the company has global event experience within your particular industry and ideally, experience and an office in the country where the event will be held

- Make sure the company's web site is user-friendly to monitor and download key information

Front 42

What are the advantages and disadvantages of using air freight as your primary event shipping method?

Back 42

Advantages - safer because goods are handled fewer times; quicker

Disadvantages - more expensive; weight and size limitations

Front 43

What are the advantages and disadvantages of using ocean freight as your primary event shipping method?

Back 43

Advantages - 30 to 50% less expensive

Disadvantages - slower (typically 5 to 7 week transit time)

Front 44

What should an event professional be aware of if planning to hand-carry goods?

Back 44

- A simple government commercial invoice is needed

- This is generally accepted for the European Union and for the US, Canada and Mexico, but other territories need to be checked in advance

- Allow two days for on-site clearance

Front 45

What are some best practices for an event professional to remember in regards to the packing of materials/supplies?

Back 45

- Fragile materials should be packed to withstand rough handling

- Materials may be opened by official inspectors so make sure they can be opened without permanently damaging the packaging or enclosed materials

- Valuable materials should be packed securely in order to not be tampered with or easily stolen

- Packaging should be reusable or, at the very least, not made with unsustainable materials (ie. polystyrene)

Front 46

Pro forma invoice

Back 46

A packing list on which you describe what you're shipping, the quantity, the value, the weight and dimensions. Separate invoices should be prepared for materials a) returning home, b) to be sold overseas and c) to be distributed free of charge at the destination

Front 47

Temporary import license

Back 47

Allows for the temporary import of goods; crucial to find out how tax exemption regarding the temporary imports work in the particular country in which the event is being held

Front 48

U.S. export license

Back 48

A government document that permits the licensee to engage in the export of designated goods to certain destinations; event professional should check within the US Dept of Commerce to determine whether licensing is needed for any goods

Front 49

ATA carnet

Back 49

An international customs document accepted by 75 countries that permits duty-free and tax-free temporary import of goods for up to one year (eliminates or reduces VAT charges, customs fees and bond fees). ATA carnets cover commercial samples, professional equipment and goods for presentation; the only items not covered are consumable or disposable goods which will not return home.

"ATA" means "Admission temporaire/temporary admission".

Front 50

Value-added tax (VAT)

Back 50

A tax on the estimated market value added to any product at each stage of its manufacture or distribution, ultimately passed on to the consumer. The % applies to cost, insurance and freight value and duties, but differs from one country to another. Local VAT on forwarding/handling services is not charged between EU companies with a registered VAT number or to non-EU exhibitors on condition the local forwarder executes customs clearance and transport.

Applies to all EU countries, Switzerland and others such as China, India, Mexico and New Zealand.

Front 51

Cost, insurance, freight (CIF)

Back 51

A pricing term indicating that these costs are included in the quoted price

Front 52

Temporary import bond (TIB)

Back 52

When materials are not for sale and are admitted on a temporary basis without paying any duty (ie. exhibition material with temporary import status exempts the owner from payment of duties and taxes).

Front 53

Ex Gratia Payments

Back 53

When officials receive payment for the unhindered passage of goods; might be described by some as bribes

Front 54

What should the event professional consider before engaging in an "ex gratia payment"?

Back 54

- Know the policy of your organization in relation to his practice

- Know the law in your country of origin regarding such payments

- Know the laws and customs in the destination regarding this practice

- Consider alternatives, such as donations to official charities

Front 55

List the functions that your event freight forwarder should perform.

Back 55

1. Pick up all materials going to the exhibition

2. Set up on-site customs clearance at the event venue if possible

3. Provide the proper shipping paperwork and instructions

4. Offer the best selection between air and ocean shipments

5. Provide insurance cover for the shipment

6. Assist in the preparation and handling of all customs formalities for goods exiting the home country and entering a foreign country

7. Provide transport from the point of entry to the show site

8. Provide show site supervision and services, including customs clearance, delivery of freight, storage, return of empty containners and freight loading and removal after the show

9. Provide transport from the show back to the home locatoin

Front 56

Communication matrix

Back 56

A chart that depicts what messages need to be communicated, by whom, to whom, through which delivery method and when. This matrix needs to be spelled out in detail in order for an on-site communication plan to be put into place (to determine key points of contact and communication tools to be used)

Front 57

How can the type of message affect the development of a communication matrix?

Back 57

Considering all the types of messages helps to refine the matrix and detail a full communication plan. From a group announcement to a private conversation, from formal to informal messages, from messages that can be shared via technology to messages that need to be shared in person, all types need to be considered. It is also important to consider who approves certain types of communication (for more formal announcements).

Front 58

What does a flowchart of communication responsibilities include?

Back 58

An outline of the distribution structure and description of the approval hierarchy that will be in place for quick decision-making. The flowchart should also be accompanies by a list of all stakeholders and contact information.

Front 59

What are the advantages and disadvantages of using walkie-talkies as a communication tool at an event?

Back 59

Advantages

- Data fees don't apply

- They're good in emergency situation when cell phone lines are busy

- Frequencies can be adjusted so communication can be private or heard by all

Disadvantages

- Technology is outdated

- Communication is limited by distance between the radios in use

- Only one person may access a frequency at a time

Front 60

What are the advantages and disadvantages of using push-to-talk phones as a communication tool at an event?

Back 60

Advantages

- Allows for longer conversations

- Can communicate with an individual or a group

- Not limited by number of frequencies

Disadvantages

- Not as advanced as cell phone (ie. no smartphone capabilities)

Front 61

What are the advantages and disadvantages of using mobile phones as a communication tool at an event?

Back 61

Advantages

- Not limited by distance between phones

- Allows for longer conversations

- Can leave voice messages or send text messages (so immediate response not required)

- Usually also includes Internet service

Disadvantages

- Requires a service provider and an area with good reception

- Can encounter challenges with busy networks in case of emergency

Front 62

What are the advantages and disadvantages of using PA System as a communication tool at an event?

Back 62

Advantages

- Easy announcements to large groups

Disadvantages

- One way communicator only

Front 63

What are the advantages and disadvantages of using web-based tablets as a communication tool at an event?

Back 63

Advantages

- Great for communication via Internet (ie. email, cloud storage)

Disadvantages

- Not ideal for quick phone communication

- Requires a service provider and area with good reception for Internet

- Requires compatible apps across mobile devices

Front 64

What are some best practices an event professional can implement in regards to issuing communication equipment on-site?

Back 64

- Develop a sign-in/sign-out log to keep track of equipment and have people sign in and out every day in order to check all inventory and recharge equipment for the following day

- Have one individual assigned to issue and collect walkie-talkies and recharge them at the end of each day

- Make sure to have an area or room that can be locked for charging equipment (or use a locked charging dock)

Front 65

What aspects of local infrastructure can impact on-site communications?

Back 65

- Standard electricity is needed for charging

- Ensure there is a strong network and/or Internet for smartphones/tablets

Front 66

Why are daily on-site meetings important?

Back 66

They allow staff to discuss the expectations for each day of the event and any changes that may have been made so that everyone is aware and up to date on all facets of the meeting; also allows for discussion of anything that should be improved for the following day of the event