Travel and Event Coordination Flashcards

When selecting a venue for a 150-person training session with breakout groups, which factor is most critical?

Answer: Availability of a main room plus enough breakout rooms at the needed capacity

Program format drives space needs, so the venue must support both general and breakout sessions.

Which room setup is best when attendees need to take notes on laptops while facing a presenter?

Answer: Classroom style

Classroom style provides tables facing the front, giving room for laptops and note-taking.

An executive needs to travel to a country where the U.S. State Department has issued a Level 3 advisory. What is the most appropriate action?

Answer: Inform the executive and follow company duty-of-care procedures, such as security briefings and STEP enrollment

Level 3 means 'Reconsider Travel,' so duty-of-care protocols and enrollment in the Smart Traveler Enrollment Program are appropriate.

What is the primary purpose of a force majeure clause in an event contract?

Answer: To excuse parties from performance when extraordinary events beyond their control prevent the event

Force majeure releases parties from obligations when events like natural disasters make performance impossible.

After an event, which activity provides the most useful data for improving future events?

Answer: Distributing and analyzing attendee evaluations alongside a budget-vs-actual review

Feedback combined with financial reconciliation reveals what worked and where costs or quality can improve.

An employee returns from a trip and submits receipts for meals that exceed the per diem rate. Under a per diem policy, how are meals typically reimbursed?

Answer: At the fixed per diem rate for the location, not actual cost

Per diem provides a fixed daily allowance by location, so excess meal costs are not reimbursed.

When booking travel for an attendee who uses a wheelchair, what should the administrative professional do?

Answer: Request accessible rooms and airline assistance in advance and confirm specific features with each provider

Requesting accommodations early and confirming details ensures the traveler's needs are actually met under ADA and airline rules.