CMM Venue Selection & Contract Negotiation Flashcards

When evaluating a potential meeting venue, which factor is MOST critical to assess first?

Answer: Capacity and space configuration to meet attendee needs

Capacity and space configuration must match the event's attendee count and session layout requirements before other factors are considered.

Which clause in a hotel contract protects the meeting planner if the property is sold or undergoes major renovations before the event?

Answer: Change-of-ownership clause

A change-of-ownership clause allows the planner to cancel or renegotiate if the hotel is sold or significantly altered before the contracted event dates.

What is an 'attrition clause' in a venue contract?

Answer: A requirement to meet a minimum number of room nights or pay a shortfall fee

An attrition clause requires the client to fulfill a minimum room-night commitment or pay a fee for the shortfall.

A CMM is negotiating a contract for a conference with 500 attendees. Which leverage point is MOST effective when negotiating room rates?

Answer: Demonstrating a history of repeat business and reliable room-block pickup

A proven track record of filling room blocks and repeat business gives the planner the strongest negotiating leverage for better rates.

Which standard metric is used to evaluate a venue's audio-visual capability for large meetings?

Answer: Rigging capacity and ceiling height

Rigging capacity and ceiling height determine what production equipment can be safely suspended and what stage configurations are possible.

What is the purpose of a 'room block' in meeting planning?

Answer: Securing a set number of sleeping rooms at a negotiated rate for attendees

A room block is a negotiated agreement with a hotel to hold a specified number of guest rooms at a contracted rate for event attendees.