CMM CMM Venue Selection & Contract Negotiation 1 — Questions and Answers
Question 1: When evaluating a potential meeting venue, which factor is MOST critical to assess first?
- Catering menu variety
- Capacity and space configuration to meet attendee needs (Correct answer)
- Proximity to shopping centers
- Availability of on-site gift shops
Correct 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.
Question 2: Which clause in a hotel contract protects the meeting planner if the property is sold or undergoes major renovations before the event?
- Force majeure clause
- Attrition clause
- Change-of-ownership clause (Correct answer)
- Indemnification clause
Correct 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.
Question 3: What is an 'attrition clause' in a venue contract?
- A penalty for canceling the event entirely
- A requirement to meet a minimum number of room nights or pay a shortfall fee (Correct answer)
- A discount for booking multiple events
- A clause allowing the venue to cancel if occupancy is low
Correct 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.
Question 4: A CMM is negotiating a contract for a conference with 500 attendees. Which leverage point is MOST effective when negotiating room rates?
- Promising social media promotion
- Demonstrating a history of repeat business and reliable room-block pickup (Correct answer)
- Requesting a site visit during peak season
- Asking for complimentary spa credits
Correct 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.
Question 5: Which standard metric is used to evaluate a venue's audio-visual capability for large meetings?
- Square footage per attendee
- Rigging capacity and ceiling height (Correct answer)
- Number of breakout rooms
- Parking space ratio
Correct 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.
Question 6: What is the purpose of a 'room block' in meeting planning?
- Reserving specific meeting room configurations in advance
- Securing a set number of sleeping rooms at a negotiated rate for attendees (Correct answer)
- Blocking off time on the master schedule
- Designating rooms exclusively for VIP use
Correct 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.
CMM CMM Venue Selection & Contract Negotiation 1
When evaluating a potential meeting venue, which factor is MOST critical to assess first?