Lesson 7: Meeting & Design Flashcards by Danielle Ellington

Define Design Thinking

A discipline that uses the designer’s sensibility and methods to match people’s needs with what is technologically feasible and what a viable business strategy can convert into customer value and market opportunity

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Design thinking process

Inspiration (First phase- understanding the event and the direction)
ideation (Second Phase- generate ideas and solutions)
implementation (Third Phase- delivering and executing)

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Five principles to guide the design process

principle of assessment and evaluation
principle of meaningful engagement
principle of distributed learning
principle of collaboration
principle of experience

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Formats for Events:

Audience Reaction Team

4-5 attendees query the main speaker from the stage with questions from the audience and follow-up questions

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Formats for Events:

BarCamp

Participant-led conferences where everyone who attends contributes a demonstration or session, volunteers to contribute to the event

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Formats for Events:

Breakout Session

Speaker or facilitator, providing an in-depth discussion on a focused topic

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Formats for Events:

Buzz session

To increase participation by dividing attendees into discussion groups, each reports the group findings and opinions during a following plenary session

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Formats for Events:

Colloquium

An informal meeting for the purpose of a discussion, academic, research

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Formats for Events:

Debate

Two teams are composed to two or three people, each arguing the opposite side of an issue

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Formats for Events:

Fishbowl

Interchange between an inner circle debating an issue and an outer circle of observers. Individuals occasionally move from one circle to the other

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Formats for Events:

Keynote session

Keynote sessions are designed to bring everyone together and may include a high-profile speaker or panel presentation

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Formats for Events:

Interview

A moderator, or on behalf of the audience, asks the presenters questions

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Formats for Events:

Open space technology

Where the agenda is determined on arrival by the participants. A facilitator helps the participants organize parallel working sessions along the event theme

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Formats for Events:

PechaKucha

series of short presentations of 20 slides lasting 20 seconds each
(Simple, to the point, to tell a story)

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Formats for Events:

Seminar

A lecture/dialogue involving a small group of attendees, usually 10-50, led by a specialist who meet to share observations or experiences on a particular subject

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Formats for Events:

Symposium

In a meeting of experts in a particular field, papers are presented and discussed on a particular subject with a view to making recommendations concerning problems under discussion

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Formats for Events:

Unconference

In participant-led events, the agenda is typically created by attendees on arrival and includes open discussion rather than formal presentations

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Formats for Events:

Workshop

intense, often hands-on learning objectives experience, attendees learning a new sling an issue

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What is ESG

-Environmental (impacts plant, energy consumption, water usage, greenhouse, etc)
-Social (how the organization impacts the people- pay, diversity, workplace, health)
-Governance (How the organization is governed, financial, compliance, ethical business practices)

a framework to evaluate a company’s sustainability and ethical practices

Here are some ways that event planners can incorporate ESG into their events:
Venue selection: Choose a venue that supports sustainability
Transportation: Encourage sustainable travel
Catering: Choose eco-friendly suppliers
Waste management: Implement sustainable waste management practices
Displays: Use displays that support sustainability
Promotion: Use eco-friendly methods to publicize the event
Carbon offsetting: Offset carbon emissions

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Define Programme Flow

Timing of the element helps provide the time frame

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Professional Speakers

often keynote speakers

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Moderators and facilitators

may be internal to the organization or an external expert familiar with the industry, leading a panel or similar discussion

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Industry Experts

identified through a call for proposals and are typically used in breakout sessions

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Academic Speakers

includes professors, researchers, and administrations

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Live Event hosts/MCs

Keep the event on track, link between events

Virtual Hosts

engage remote audiences, the link between live and remote events

Performers, entertainers

Entertain appropriately for the audience

Breakfast Service

-Full Service: Attendees are seated at once, pre-set & plated service, best when there is a speaker or program planned -Continental: served on a buffet, often set in the meeting room, with a variety of choices -Full Buffet: the most expensive option, with the greatest variety of food selections, should be customized for the profile of attendees

Refreshment Breaks

Offered mid-morning and/or mid-afternoon

Luncheons

Consider the activities that will be held at the same time as food service, as well as the amount of time available

Receptions

The multi-day event begins with a welcome or opening reception, excellent networking opportunities, may have a theme or feature local specialties

Banquets

the highlight of an event maybe a served plated at tables or offered as a buffet

Banquet Event Order (BEO)

Food Service Provider that outlines all elements you discuss with the client

Quantity Calculations

calculating appropriate quantities for f&b and staffing

Calculations

- Liters: Divide the resulting number by 6 (167 ml cups per liter) to determine the number of liters required -Gallons: Divide the resulting number by 20 (six-ounce cups per gallon) to determine the number of gallons needed - round each partial liter or gallon to the next highest liter or half-gallon

Butler Service

bite-size items are passed around by serving staff

Plated Service

Serving two or more courses at the table, plates are filled in the kitchen and delivered with a cover

Buffet Service

A line or mutiple lines of attendees take plates and form lines to select their own food

Food Stations

attendees that are directed to multiple areas, may be themed, have action station (a chef that cooks and prepares food at the time of service)

Concessions

pay on your own, seen at larger conferences or trade shows

Family Style (English) Service

large platters of food on main table where guests serve themseleves

French Service

specific items are prepared and served tableside

Russian service

Where each item is placed by the server onto the guest's plate at the table instead of filling at the kitchen

1. The program format that allows for increased audience participation by dividing attendees into discussion groups is called: Page 143 a. Fishbowl b. Seminar c. Buzz Sessions d. Audience Reaction Teams

c. Buzz Sessions

2. When working with speakers, a contract or letter of agreement must be created for the specific event between the Group and the speaker, which of the following items is not likely to be found within that contract: Page 154 a. Fees and payment terms b. Required dress code for speaker c. Travel arrangement and ground transportation information d. Policy on selling or promoting speaker products

b. Required dress code for speaker

3. Every meeting should be measured based on the value it brings to the organization. The best way to measure the value would be through: Page 146 a. Phillips ROI indicators b. The PechaKucha Methodology c. The ASCAP method d. The Dram Shop method

a. Phillips ROI indicators

4. Your event for 500 has a very limited time frame for lunch and will have a speaker during lunch. What is the quickest and most efficient style of serving lunch? Page 167 a. Double sided buffet b. Preset salad and dessert with plated meals c. Buffet with food stations and multiple action stations d. Family style service for all three courses

b. Preset salad and dessert with plated meals

5. A trade show booth that is exposed to aisles on three sides and is comprised of two booths is called a: Page 179 a. Linear booth b. Corner booth c. Island booth d. End Cap booth

d. End Cap booth

6. You are touring the meeting space the morning before your event starts and you notice a problem in the room set-up. Which of these is most likely to be a problem for you and your attendees? Page 183 a. There is additional floor space behind the rear screen projection b. The 66inch round tables are set with 12 people each for lunch c. Your screen is 5 feet off of the floor d. The classroom style set-up was set without a center aisle

b. The 66inch round tables are set with 12 people each for lunch

7. When more than one microphone is being used, you should make sure to have this as part of your AV package: Page 195 a. Subwoofer b. Amplifier c. Mixer d. Rigger

c. Mixer

8. When selecting a venue for your high end board meeting with overnight rooms, spa and golf accessibility, you want to be sure to send the RFP to which of the following type of venues? Page 208 a. Two star hotels and hostels b. Convention center hotels c. Five star deluxe properties and resorts d. Premium cruise lines

c. Five star deluxe properties and resorts

9. Your association has made a commitment to have their next event be as “green” as possible utilizing sustainable practices. Which of the following elements should be eliminated from your normal event practices? Page 213 a. Using multiple busses to transport attendees the few blocks between hotels and convention center b. Using digital signage at each meeting room entrance c. Limiting the use of individually wrapped packaged items d. Posting handouts online instead of distributing at each session

a. Using multiple busses to transport attendees the few blocks between hotels and convention center

10. During the pre convention meeting, the subject of staffing for your reception is brought up. What is an acceptable number of bartenders for your reception of 700 people? Page 165 a. 14 b. 4 c. 10 d. 6

c. 10

11. When a selected group of experts discuss a complex topic before an audience with a moderator, that format is called a: a. Simulation b. U-Conference c. Debate d. Panel Discussion

d. Panel Discussion

12. The primary reason an organization would hold an exhibition is for: a. Networking b. Financial gain c. Education d. Advertising

b. Financial gain

13. In your exhibit hall, a grouping of booths all pertaining to a similar subject or product is called a: a. Island Booth b. Pavillion c. Hard Wall Stand d. Gangway

b. Pavillion

14. At your event reception, you want to limit alcohol consumption and also limit your cost for the bar. The best way to do this is to offer a: a. Hosted bar b. On consumption bar c. Limited consumption bar d. Per person package

c. Limited consumption bar

15. Your event will have attendees from multiple countries speaking multiple languages. You decide you need to engage the services of a: a. Audience Response System b. Short Messaging Service c. Near field communicator d. Simultaneous interpreter

d. Simultaneous interpreter

16. How many 6 ounce cups of coffee should you get out of a gallon of coffee? Page 163 a. 20 b. 25 c. 24 d. 30

a. 20

17. Which of these room set-ups would be considered “highly interactive”? Page 177 a. Theater style b. Schoolroom style c. Crescent rounds d. Conference style

d. Conference style

18. Your classroom style set-up has a screen and projector. Your screen is an 8ft by 8ft screen. The back row of seating should be no more than: Page 196 a. 64 feet from the screen b. 16 feet from the screen c. 5 feet from the screen d. 100 yards from the screen

a. 64 feet from the screen

19. When introducing VIP’s, according to protocol, which is NOT true: Page 217 a. An older person is introduced to the younger person b. A man is introduced to a woman c. The highest ranking person is stated first followed by the name of the person being introduced d. “May I present” is used instead of “May I introduce”

a. An older person is introduced to the younger person

20. When selecting a speaker for your event, the most important selection criteria should be: Page 152 a. Cost of the speaker b. Entertainment value of speaker c. How the speaker furthers the goals and objectives of the event d. Name recognition of speaker

c. How the speaker furthers the goals and objectives of the event

1. Accreditation is an important defining factor in all your programming. The credits you will receive for program attendance are designated as: Page 207 a. Non-credit units b. Continuing education credits c. Accreditation units d. Continuing education units

d. Continuing education units

2. The key factor in selecting a speaker is __________. Page 142 & 149 a. the objectives of the event b. the name recognition of the speaker c. your budget d. the industry credentials of the speaker

a. the objectives of the event

3. Your attendees will be placed in small groups in breakout rooms. You will use individuals to guide discussions and decision-making within these groups. These individuals are called: Page 143 a. Moderator b. Facilitators c. Presenters d. Rapporteurs

b. Facilitators

4. Which of the following types of sessions are best used to enhance computer literacy skills? Page 143 a. Colloquium b. Simulation encounter c. Workshop d. None of the above

c. Workshop

5. For a meeting room set up theater style, the planner should estimate _____ per person. Page 183 a. 17-23 sq. ft. b. 13-16 sq. ft. c. 8-10 sq. ft. d. 10-13 sq. ft.

d. 10-13 sq. ft.

6. The lower edge of the screen should be at least ____ feet off the floor. With a 7 ½’ x 10' screen the first row of seating should be no closer than ____; last row no more than ____. Page 196 a. 6', 8', 16’ b. 4', 15', 60' c. 5', 20', 64' d. 5’, 15’, 60’

d. 5’, 15’, 60’

7. This service involves the use of elegant serving pieces, heating and garnishing of food tableside by a captain, and the serving of food on a heated plate. Plated entrees and beverages are served from the right, and bread and butter and salad from the left. All are removed from the right. a. French cart service b. Restaurant Russian service c. Cafeteria service d. Butler service

a. French cart service

8. How many gallons of coffee (six ounce cups per gallon) should be ordered for a morning break for an all-male group of 250? Page 163 a. 12 gallons b. 10 gallons c. 14 gallons d. 8 gallons

a. 12 gallons

9. A raised platform for a head table is called______________. Page 181 a. a lectern b. a podium c. a cyclorama d. a dais

d. a dais

10. The last row of seats should be no farther than ____ times the height of the screen. Page 196 a. 4 b. 6 c. 8 d. 5

c. 8

11. The following three factors will determine the entertainment you book: Page 149 a. budget, sponsorship, cost b. preferences of your audience, budget , objectives c. age or entertainer, age of audience d. budget, will entertainer be easy to work with

b. preferences of your audience, budget , objectives

12. The _________ booth is surrounded on three sides by aisles. Page 179-180 a. Perimeter b. peninsula c. island d. Canopy

b. peninsula

13. This booth is designed to stand back-to-back with an opposite row of booths and will probably have adjacent booths on one or both sides. Page 179 a. standard (in-line) booth b. perimeter wall booth c. island booth d. none of the above

a. standard (in-line) booth

14. ________ is an additional addendum in an artist’s contract stipulating specific equipment, dressing rooms, etc. a. An override b. A carnet c. A rider d. A trade-out

c. A rider

15. As you design the program for a convention with 1,000 attendees, you should: Page 140-142 a. Emphasize lecture format due to the size of the group b. Schedule as much participatory learning or audience participation as possible c. Refrain from incorporating the unique character of your destination into the meeting’s format d. Design a program that utilizes a similar format for all sessions

c. Refrain from incorporating the unique character of your destination into the meeting’s format

16. In which type of session does an individual demonstrate a certain behavior that can be examined, studied and discussed by the attendees? a. Case study b. Simulation encounter c. Workshop d. None of the above

b. Simulation encounter

17. Participatory learning is when the instructor presents to the learners and the learners do all of the following except: a. Share knowledge b. Work together c. Remain passive, watch or listen d. Relay experiences

c. Remain passive, watch or listen

18. A display of reports and papers, usually scientific, and accompanied by author or researcher. This is a/an _____. a. Trade show b. Exposition c. Workshop d. Poster session

d. Poster session

19. What factor should not be considered prior to deciding on the type of presenter to have at your meeting? Page 149-150 a. Goals and Objectives of the session b. Time of Day c. Type of Session d. The opinion of the Speaker’s Bureau representative

d. The opinion of the Speaker’s Bureau representative

20. Hollow square set-ups should _______. Page 175-177 a. be used for symposiums b. have skirting on the outside perimeter c. be used for fishbowl sessions d. not be used for sessions with AV

d. not be used for sessions with AV

21. In a theater setup, no row of seating should_______________. a. be closer than 8 feet from the front edge of the platform b. be adjacent to aisles more than 5 feet wide c. have more than 14 chairs d. be curved

c. have more than 14 chairs

22. _____ lighting is capable of dimming if needed, and provides good lighting for meetings. Page 196-197 a. Fluorescent b. Halogen c. Fiber optic d. Incandescent

d. Incandescent

23. When using hollow circle or hollow square set ups for a meeting _____ % of the attendees will not be able to see each other while seated. a. 15-18 b. 18-20 c. 20-23 d. 24-26

c. 20-23

24. One cocktail server can adequately service ___ attendees. a. 25 b. 50 c. 75 d. 60

b. 50

25. Food is portioned and plated in the kitchen, then served by attendants. Food is served from the left, beverages from the right and all items are removed from the right. This service is __________. a. French banquet service b. Russian banquet service c. American service d. Pre-set

c. American service

26. Bar service for 50 people arriving as one group would require ____ bartender(s). Page 165 a. 1 b. 2 c. 3 d. 4

a. 1

27. An omnidirectional microphone __________. Page 197 a. is mounted on an extension b. is attached to a lectern c. picks up sounds from a greater distance away d. picks up sounds mainly from the direction it is pointed

c. picks up sounds from a greater distance away

28. Line array speaker systems _________. a. eliminate feedback b. can introduce delay c. use multiple speakers hung in vertical rows d. none of the above

c. use multiple speakers hung in vertical rows

29. Hotels often offer a complimentary ratio of rooms at no charge based on the number of rooms occupied by a group. Airlines sometimes offer a similar arrangement known as ______________ a. travel certificates b. productivity tickets c. zone fares d. funnel fares

b. productivity tickets

30. You are working with a local tour bus company to arrange ground transportation for your annual conference. The item that is most likely to be of concern is a. getting a handle on costs b. quality of vehicles c. obtaining trained drivers d. Signage

a. getting a handle on costs

Lesson 7: Meeting & Design Flashcards

Domain G