CHI Meeting & Convention Planning 2 — Questions and Answers
Question 1: What is the primary purpose of a Request for Proposal (RFP) in meeting planning?
- To register attendees online
- To solicit bids and gather information from potential venues (Correct answer)
- To create a post-event evaluation report
- To assign breakout session facilitators
Correct answer: To solicit bids and gather information from potential venues
An RFP allows planners to formally request detailed proposals from multiple venues so they can compare costs, capacity, and services.
Question 2: Which contract clause protects a meeting planner if a hotel fails to provide the agreed-upon number of sleeping rooms?
- Attrition clause
- Force majeure clause
- Performance clause (Correct answer)
- Indemnification clause
Correct answer: Performance clause
A performance clause holds the hotel accountable for delivering the rooms, services, or facilities it promised in the contract.
Question 3: The 'peak night' in a room block refers to:
- The night with the highest food and beverage spend
- The night with the largest number of sleeping rooms occupied (Correct answer)
- The opening night of the general session
- The night when VIP speakers are accommodated
Correct answer: The night with the largest number of sleeping rooms occupied
Peak night identifies the date when the most guest rooms in the block are expected to be occupied, which drives the hotel's negotiation stance.
Question 4: What does 'comp ratio' mean in hotel contract negotiations?
- The ratio of compensatory damages to room revenue
- The number of complimentary rooms provided for a set number of paid rooms (Correct answer)
- The percentage discount applied to meeting room rental fees
- The ratio of staff to attendees required by law
Correct answer: The number of complimentary rooms provided for a set number of paid rooms
Comp ratio specifies how many complimentary guest rooms the hotel provides based on the total number of paid room-nights consumed.
Question 5: Which type of meeting room setup is BEST suited for a training session requiring participants to take notes and use laptops?
- Banquet rounds
- Theater style
- Classroom style (Correct answer)
- Chevron style
Correct answer: Classroom style
Classroom style provides tables in front of each seat, giving participants surface space to write, use laptops, and reference materials.
Question 6: What is the standard industry rule of thumb for calculating the number of restroom breaks needed during a full-day meeting?
- One break per hour
- Morning and afternoon breaks plus lunch (Correct answer)
- One break every 3-4 hours
- Breaks only before and after the keynote
Correct answer: Morning and afternoon breaks plus lunch
Industry best practice schedules a mid-morning break, a lunch break, and a mid-afternoon break to maintain attendee comfort and focus.
Question 7: A 'cut-off date' in a hotel room block agreement refers to:
- The deadline for the planner to submit the final agenda
- The last date attendees can book rooms at the contracted group rate (Correct answer)
- The date the hotel must confirm AV equipment availability
- The expiration date of the event liability insurance policy
Correct answer: The last date attendees can book rooms at the contracted group rate
After the cut-off date, the hotel releases unreserved rooms from the block and is no longer obligated to honor the group rate.
CHI Meeting & Convention Planning 2
What is the primary purpose of a Request for Proposal (RFP) in meeting planning?