6. CIC- 10, 11, 12, 16: Destination Selection, Convention Center Facilities, Facility Contracts And Insurance, Venue Selection, Accessibility, Event Insurance

Question 1

What two important questions should you ask before signing a contract?

Answer 1

Are the terms specific (rental rates, services provided, etc)?

Does the contract encompass all items of agreement between the parties?

Question 2

PCMA adds (p.628)- adds that what is necessary for a contract before it is signed?

Answer 2

PCMA adds (p.628)
Specific remedies for breach or default
Allocation of liability

Question 3

Three Basic Elements of a Valid Contract:

Answer 3

An offer – contains basic terms of the agreement
An acceptance – if changes made, it becomes a counter-offer, which must then be accepted without change
Consideration – defines benefits to each party (who gets what)

Question 4

What should be included in a hotel contract clause addressing guest rooms?

Answer 4

Number and type
Details on reservation and confirmation
Complimentary rooms
Special room requirements and rates for VIPs, staff, suppliers
Cut off date
Guarantee and deposit
Check-in and check-out times
Specific room rates
Room taxes
Early departure fees and all other charges

Question 5

What are two definitions of the word “Concession”?

Answer 5

Merchandise or refreshments sold on-site (concession stand, etc)
Contractual agreement – incentives, etc. May be linked to group’s performance

Question 6

Indemnification Clauses include what?

Answer 6

Controversial and least understood
One party agrees to protect the other from liability as a result of lawsuit by a third party
Clauses should be reciprocal
May have “hold harmless” wording if litigation and damages are a concern
Some states require indemnity by law
Some facilities cannot provide it (convention centers, etc).

Question 7

END Analysis – Effect of the Negotiation Demise

Answer 7

Start at the end and work backwards to see what happens if you cannot reach an agreement.

Question 8

ZOPA stands for what?

Answer 8

Zone of Possible Agreement

Question 9

RINT stands for what?

Answer 9

Ranked Items on the Negotiation Table

Question 10

What does a waiver of subrogation do?

Answer 10

??

Question 11

6 types of insurance-

Answer 11

General liability
Umbrella – covers gaps in coverage
Fire liability (also put clauses in contract as waiver of subrogation)
Medical liability
Independent contractor liability
Host and liquor liability
Additional insured

Question 12

Difference in events in US vs rest of the World-

Answer 12

Events conducted in the USA will have specific requirements imposed upon you by the venue. US General Liability Insurance can cover most contingencies
Venues outside the US automatically hold you responsible for all acts of negligence that result in bodily injury or property damages caused by third parties. Event-specific Public Liability Insurance protects against claims

Question 13

Definition for- Either party fails to carry out obligations in part or in full

Answer 13

Breach of Contract

Question 14

Use the term _____ _____ instead of ‘downtown’ when planning abroad.

Answer 14

City Centre

Question 15

European Union (EU) consists of what?

Answer 15

25 countries following common policies

Question 16

Destination Marketing Association International =

Answer 16

Worldwide organization of over 600 Convention and Visitors’ Bureaus

Question 17

US CVB’s provide what? 5 things-

Answer 17

Initial information about the area
Facility information and tours
Transportation 
Housing reservations
Promotional materials

Question 18

BestCities Global Alliance includes what?

Answer 18

CVBs from 8 international cities undertaking a certification process of their quality management system that covers 35 client service standards in the meeting market.

Question 19

Destination Marketing Association International (DMAI)

Answer 19

• Developing an accreditation program to identify CVBs that have met predetermined standards of service
• Broader than the BestCities since open to all CVBs and not just for meetings market

Question 20

Outside the US, CVBs are UNLIKELY to offer-

6 things-

Answer 20

Assistance running the event
Room reservations for attendees
Registration coordination
Exhibit hall advice
Transportation assistance
Recommendations of suppliers in the area

Question 21

MINT stands for-

Answer 21

Meeting Information Network

Question 22

When selecting a venue- consider these 2 things-

Answer 22

–Know the events market
High season – 90% occupancy or higher
Shoulder season – 70-89% occupancy
Low season – less than 70% occupancy

--Know & prioritize negotiating points (CIC pages 92-94)
Space
Sleeping rooms
Dates
Comps and amenities
F&B costs
Attrition and cancellation fees

Question 23

3 types of typical meeting venues-

Answer 23

Convention Centers
Hotels
Conference Centers

Question 24

ADA Compliance at a mtg- who is in charge of complying?

Answer 24

It is the facility’s responsibility to make sure the facility is accessible.
It is the sponsoring organization’s responsibility to make sure the program is accessible.

Question 25

ADA sleeping rooms must have what?

Answer 25

2% of sleeping rooms must be barrier free for wheelchairs, with 1% having roll-in showers.

Question 26

ADA compliance- Hallways and corridors have a ___ clearance and spaces for turning and passing.

Answer 26

36 in

Question 27

ADA compliance- Each exit door must be equipped with a panic bar and at least a _____opening.

Answer 27

32 in

Question 28

In the ADA sleeping rooms, you must have- - ______ clearance on one side of the bed - Sink mounted at least ________from floor - Toilets NO HIGHER than ________off the floor

Answer 28

32-inch 29 inches 29 inches

Question 29

Ramps – ______ slope per every ____ of run.

Answer 29

1 in 1ft An 18” stage needs an 18-foot ramp.

Question 30

For every ___ inches in height, ramp no more than 1 foot long

Answer 30

3in

Question 31

How much of your budget should but allocated for

Answer 31

5-7%

Question 32

ADA mtg room set up- Schoolroom Theater

Answer 32

--36-42 inches of table space per wheelchair in a schoolroom setup, row width of 6 feet --36-42 inches of space in theater setup, row width 5 feet

Question 33

``` Which of these is NOT one of the 3 basic elements of a valid contract? A. Counter-offer B. Consideration C. Acceptance D. Offer ```

Answer 33

A. Counter-offer

Question 34

``` What could constitute force majeure? A. Tornado B. Flood C. Both D. Neither ```

Answer 34

C. Both

Question 35

``` In what does one party agree to protect the other from liability? a- concession b- indemnification c- waiver of subrogation d- ZOPA ```

Answer 35

b- indemnification

Question 36

``` What type of insurance covers gaps in existing coverage? a- umbrella b- event specific c- host and liquor d- general liability ```

Answer 36

a- umbrella

Question 37

``` What is the term for the 25 European countries following common policies? A. EUA (European Alliance) B. Eurozone C. UEC (Union of European Countries D. EU (European Union) ```

Answer 37

D. EU (European Union)

Question 38

``` Outside the US, CVBs are likely to offer a- transportation coverage b- registration coordination c- both d- neither ```

Answer 38

d- neither

Question 39

``` Conference center offering full service with accommodations, usually near metropolitan complex a- corporate b-residential c- university d- resort ```

Answer 39

b-residential

Question 40

``` When occupancy is typically at 85%, it is called _______ season a-booking b- low c-shoulder d- high ```

Answer 40

c-shoulder

Question 41

``` Which of the following pertain to MINT? A. >34,000 events B. Voluntary C. >50 room nights peak D. All of the above ```

Answer 41

D. All of the above

Question 42

``` Who is responsible for a program’s compliance with ADA rules? a- facility b- planner c- neither d- both ```

Answer 42

b- planner

Question 43

``` Flat sleeping room rates may work best for which group? a- corporations b- associations c- educational groups d- none of the above ```

Answer 43

a- corporations

Question 44

``` % of sleeping rooms required to have roll-in showers a- 2% b-1% c- 3% d-5% ```

Answer 44

b-1%

Question 45

``` A ramp for a 12-inch stage should be- a-35 in wide b- color marked for safety c- 12ft long d- all of the above ```

Answer 45

c- 12ft long

Question 46

``` When one party injured by another takes reasonable steps to reduce damage- a- breach of contract b- reciprocity c- arbitration d- mitigation ```

Answer 46

d- mitigation

Question 47

``` Alliance of international CVBs attempting to create standards and common practices a- best cities b- DMAI c- both d-neither ```

Answer 47

c- both