Event Planning & Conference Management Flashcards
7 cards from real CHA practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 7 Event Planning & Conference Management flashcards as text
A hotel's conference services manager is responsible for managing all group events once a contract is signed. This role typically transfers responsibility from:
Answer: The group sales manager to the conference services manager after contract execution
In most hotels, group sales manages the booking and contracting process, then hands off the account to conference services (or event services) who execute all operational details.
A 'cut-off date' in a group room block refers to the date by which:
Answer: Attendees must make reservations to receive the negotiated group rate
The cut-off date protects both parties by establishing a deadline for attendees to claim rooms in the block; rooms after that date revert to general inventory at prevailing rates.
What is the standard industry term for the amount a catering client pays based on guaranteed attendance when actual attendance is lower than the guarantee?
Answer: The guarantee (client pays based on the stated number, not actual headcount)
Caterers and hotels charge based on the 'guarantee' — the number of meals the client commits to — regardless of how many guests actually attend, to cover food and labor costs.
An event coordinator notices that the BEO calls for a reception for 200 guests but only 120 chairs are set up. The BEST immediate action is to:
Answer: Alert the banquet captain and setup team immediately to correct the configuration before the event starts
Operational discrepancies must be corrected before guests arrive; the banquet captain and setup team are the fastest path to resolving physical room setup issues.
In the context of group event contracting, 'displacement' refers to:
Answer: The transient revenue a hotel forgoes by committing space and rooms to a group booking
Displacement analysis compares the group's projected revenue against the higher-rate transient business the hotel could have accommodated in that space on those dates.
Which of the following is a key benefit of hosting a 'familiarization (FAM) trip' for meeting planners?
Answer: It gives planners a first-hand experience of the hotel's facilities, encouraging them to book future events
FAM trips are hosted experiences designed to showcase the hotel's capabilities so planners can confidently recommend or book the property for their clients' events.
The Americans with Disabilities Act (ADA) requires hotels hosting events to:
Answer: Ensure event spaces, restrooms, and pathways are accessible to guests with disabilities
ADA mandates that public accommodations, including hotel event spaces, must be physically accessible and that reasonable accommodations are provided to ensure equal participation for guests with disabilities.