CPS Meeting & Event Coordination Flashcards

What is the purpose of a Request for Proposal (RFP) when planning a corporate event?

Answer: To solicit detailed bids from vendors outlining services and costs

An RFP is a formal document sent to potential vendors inviting them to submit competitive proposals for event services, enabling the organization to compare options.

When booking a conference room, which detail is LEAST important to confirm with the venue in advance?

Answer: The personal social media handle of the venue manager

A venue manager's personal social media handle has no bearing on event logistics; AV equipment, catering, capacity, and layout are all operationally critical.

Which document serves as a master reference for all logistical details of a corporate event?

Answer: A run-of-show or event production schedule

A run-of-show is a detailed timeline listing every activity, responsible party, and timing cue, serving as the central operational guide for the event.

What should a professional secretary do immediately after a major event to support continuous improvement?

Answer: Conduct or compile a post-event debrief and feedback report

A post-event debrief captures what worked well, what didn't, attendee feedback, and budget actuals — all valuable data for planning future events.

When confirming travel arrangements for executives attending an off-site meeting, which is the most critical item to verify?

Answer: That names on tickets exactly match government-issued ID

Airlines and TSA require that passenger names on tickets exactly match their government-issued identification to avoid boarding issues or denied check-in.

What is the purpose of maintaining an event vendor contact sheet?

Answer: To have immediate access to all vendor contacts, contracts, and emergency numbers during the event

A vendor contact sheet centralizes names, roles, phone numbers, and contract reference data so any issue during the event can be resolved quickly.