CMM Venue Selection & Contract Negotiation Flashcards

A meeting planner must cancel an event 60 days before the contracted date. Which factor MOST determines the cancellation penalty?

Answer: The cancellation schedule outlined in the signed contract

Cancellation penalties are governed entirely by the cancellation schedule written into the signed contract, which specifies fees based on how far in advance notice is given.

Which type of meeting space setup is BEST suited for a training session where attendees need to write and reference materials?

Answer: Classroom style

Classroom style provides each attendee with table space for writing and materials while maintaining a forward-facing orientation toward the facilitator.

What is 'peak night' in the context of a hotel room block contract?

Answer: The night with the highest number of contracted room nights

Peak night refers to the night within the contracted room block that has the greatest number of rooms occupied, used as a key benchmark in negotiations.

Which negotiation strategy involves anchoring with a lower initial ask to create room for concessions?

Answer: High-low anchoring

High-low anchoring starts with a low initial demand so that concessions made toward a middle point still result in a favorable outcome for the planner.

What should a CMM always verify about a venue's catering before signing a contract?

Answer: Exclusivity clauses that may prohibit outside catering or specific F&B vendors

Exclusivity clauses can restrict the planner's ability to use preferred caterers or bring in specialty food vendors, directly affecting event flexibility and cost.

Which document should a CMM request to verify that a venue carries sufficient general liability insurance?

Answer: Certificate of Insurance (COI)

A Certificate of Insurance confirms the venue's coverage limits and policy details, protecting the planner from liability exposure due to the venue's negligence.