CPS CPS Meeting & Event Coordination 2 — Questions and Answers
Question 1: What is the purpose of a Request for Proposal (RFP) when planning a corporate event?
- To invite employees to attend the event voluntarily
- To solicit detailed bids from vendors outlining services and costs (Correct answer)
- To cancel a previously booked venue
- To request travel reimbursements from attendees
Correct 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.
Question 2: When booking a conference room, which detail is LEAST important to confirm with the venue in advance?
- Audio-visual equipment availability
- Catering options and dietary restrictions
- The personal social media handle of the venue manager (Correct answer)
- Room capacity and layout flexibility
Correct 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.
Question 3: Which document serves as a master reference for all logistical details of a corporate event?
- The company org chart
- A run-of-show or event production schedule (Correct answer)
- The departmental budget summary
- The employee handbook
Correct 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.
Question 4: What should a professional secretary do immediately after a major event to support continuous improvement?
- Delete all event files to free up storage
- Conduct or compile a post-event debrief and feedback report (Correct answer)
- Reassign all leftover budget to another project
- Avoid discussing problems to maintain morale
Correct 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.
Question 5: When confirming travel arrangements for executives attending an off-site meeting, which is the most critical item to verify?
- The color of the hotel lobby decor
- That names on tickets exactly match government-issued ID (Correct answer)
- Whether the hotel has a gift shop
- The brand of rental car available
Correct 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.
Question 6: What is the purpose of maintaining an event vendor contact sheet?
- To store vendor social media follower counts
- To have immediate access to all vendor contacts, contracts, and emergency numbers during the event (Correct answer)
- To track vendor employees' vacation schedules
- To rank vendors by personal preference
Correct 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.
CPS CPS Meeting & Event Coordination 2
What is the purpose of a Request for Proposal (RFP) when planning a corporate event?