Chapter 6: Domain 5: PO 1

Question 1

For whom are internal meetings and events held?

Answer 1

Internal stakeholders only: staff, executives, managers, board member, volunteers, donors, and anyone involved with the inner workings of an organization.

Question 2

Departmental meetings

Answer 2

Review policies, procedures, goals, projects, and progress reports; vary in frequency from daily to monthly depending on management style and goals.

Question 3

Decision-making meetings

Answer 3

Set goals and objectives or solve problems.

Question 4

Brainstorming sessions

Answer 4

Generate new ideas.

Question 5

Forecasting meetings

Answer 5

Look at industry trends and predict new market behaviors.

Question 6

Training seminars

Answer 6

Educate staff on procedures, technology, or other skills.

Question 7

Committee meetings

Answer 7

Review specific projects

Question 8

Executive meetings or retreats

Answer 8

Gather high-level leaders, usually for strategic planning or executive-level decision making.

Question 9

Board meetings

Answer 9

Bring executives together with a governing organizational body.

Question 10

Ad hoc meetings

Answer 10

Address a specific problem or task and may be called at any time.

Question 11

Task force meetings

Answer 11

Advance work on a single defined activity and occur most frequently in military, nonprofit, & governmental organizations.

Question 12

Companywide meetings & events…

Answer 12

…range from celebrating holidays and recognizing achievements to motivating employees to handle crises or communicating policy changes.

Question 13

External meetings and events…

Answer 13

…bring staff or internal stakeholders together with external stakeholders, who may include clients, customers constituents, community partners, vendors, or media–anyone outside an organization who has (or could have) a vested interest in it, its products, or its services.

Question 14

Client-facing meetings

Answer 14

Seek feedback from the company’s clients or customers, troubleshoot problems, serve clients, or propose new business partnerships.

Question 15

Product launches

Answer 15

Introduce potential buyers, the media, and customers to new products.

Question 16

Multi-day or one-day conferences (congresses)

Answer 16

Provide discussions & education on topics of interest, usually with some combination of large general (keynote or plenary) sessions & breakout (concurrent or parallel) sessions & potentially a trade show.

Question 17

Trade shows (expositions or exhibitions)

Answer 17

Connect buyers with sellers and sometimes offer keynotes or on-floor education.

Question 18

Gala events

Answer 18

Raise money or awareness typically for nonprofits.

Question 19

Press conferences

Answer 19

Allow company spokespeople to make important announcements to the media.

Question 20

Shareholder meetings

Answer 20

Inform investors of company progress & performance & often include votes on procedural measures &/or nominees for the board.

Question 21

Effective internal staff meetings…

Answer 21

…understand the event owner’s goals and objectives for the meeting.

Question 22

Effective internal staff meetings…

Answer 22

…Invite only those staff members who are necessary for delivering on the meeting’s goals. (Remember: not everyone needs to be present!) Top load the agenda with items of universal concern, & release people as the meeting moves on to topics that don’t require their input.

Question 23

Effective internal staff meetings…

Answer 23

START AND END ON TIME!

Question 24

Effective internal staff meetings…

Answer 24

If people begin side conversations, take a moment to bring attention back to the discussion at hand; ask if they would like to contribute; do not let people talk over each other; involve participants who haven’t yet contributed by asking for feedback or opinions.

Question 25

Effective internal staff meetings…

Answer 25

Take (or assign) meeting minutes or notes of what has been agreed to, acted on, & any next steps; remember–you’re not creating a verbatim document!

Question 26

Effective internal staff meetings…

Answer 26

Assign deadlines for action items or projects (dates/times) & owners; if owner is a department or team, determine a team leader.

Question 27

Effective internal staff meetings…

Answer 27

If discussions lead people away from the agenda suggest those items be tabled to separate meetings/emails.

Question 28

Effective internal staff meetings…

Answer 28

Schedule follow-up meetings for any emerging problems or challenges that do not have clear, immediately actionable solutions.

Question 29

Effective internal staff meetings…

Answer 29

Review decisions, action items, new project leaders, project teams, & deadlines before the meeting’s conclusion.

Question 30

Effective internal staff meetings…

Answer 30

Set the next meeting’s date & as a procedure for project leaders to report & share progress. (Routine meetings such as departmental, management, or board meetings, be consistent! Mondays at 9 am, every third Tuesday, etc).

Question 31

Effective internal staff meetings…

Answer 31

Send meeting notes to particpants and other concerned parties.

Question 32

Go over Meeting and Event Planning and Management Section! (pgs. 168-171)

Answer 32

Go over Meeting and Event Planning and Management Section! (pgs. 168-171)

Question 33

What is a request for proposal (RFP)?

Answer 33

Formal documents outlining event needs that need administrative professionals can submit to various vendors to provide bids or cost estimates. NEVER use RFPs for research; only use them when stakeholders are ready to stage the event.

Question 34

What information should the RFP contain?

Answer 34

• Contact information
• Company information
• Event goals & objectives
• Response deadline
• Decision dates
• Proposed event dates, alternates, & flexibility.
• Event start and end times
• Event type
• Anticipated attendance number
• Space requirements & flexibility
• Special activities
• Number of hotel rooms per night
• Budget parameters (desired room rate, maximum allowable per diem)
• Food and beverage requirements
• Audiovisual requirements
  *Transportation requirements