EAC Event Planning & Coordination 2 — Questions and Answers
Question 1: When negotiating a hotel contract for a corporate conference, which clause protects the organization if attendance falls significantly below the room block commitment?
- Force majeure clause
- Attrition clause (Correct answer)
- Indemnification clause
- Cancellation clause
Correct answer: Attrition clause
An attrition clause specifies the minimum percentage of the room block that must be used and the penalties if actual usage falls below that threshold.
Question 2: An executive asks you to plan a VIP dinner for 20 clients with dietary restrictions. What should be your FIRST step?
- Book the restaurant immediately to secure the date
- Collect all dietary restrictions and allergies from attendees (Correct answer)
- Create a seating chart based on business relationships
- Confirm the executive's preferred cuisine type
Correct answer: Collect all dietary restrictions and allergies from attendees
Collecting dietary restrictions first ensures the venue and menu can accommodate all guests safely, preventing both health risks and embarrassment.
Question 3: Which document outlines the minute-by-minute schedule for all event staff, vendors, and speakers on the day of a large conference?
- Event proposal
- Run-of-show (production schedule) (Correct answer)
- Master event timeline
- Vendor contact sheet
Correct answer: Run-of-show (production schedule)
A run-of-show is the detailed day-of document specifying exact timing for every activity, cue, and transition during the event.
Question 4: When planning an outdoor corporate event, which risk management step is most critical to address during initial planning?
- Selecting a catering company with outdoor experience
- Securing a weather contingency plan and backup venue (Correct answer)
- Ordering extra seating in case of higher turnout
- Hiring additional security staff
Correct answer: Securing a weather contingency plan and backup venue
A weather contingency plan is essential for outdoor events because weather is unpredictable and can derail the entire event without a backup option.
Question 5: A speaker cancels 48 hours before a keynote presentation. As the event coordinator, what is the BEST immediate action?
- Cancel that session from the agenda
- Notify attendees of the change via email blast
- Contact backup speakers from your pre-vetted list (Correct answer)
- Ask another confirmed speaker to extend their session
Correct answer: Contact backup speakers from your pre-vetted list
Contacting pre-vetted backup speakers is the most proactive solution and demonstrates professional contingency planning.
Question 6: What is the purpose of a 'post-event survey' sent to attendees?
- To collect outstanding payments for event fees
- To gather feedback for improving future events (Correct answer)
- To provide attendees with event photos
- To document attendance for HR records
Correct answer: To gather feedback for improving future events
Post-event surveys capture attendee satisfaction data and identify areas for improvement, informing the planning process for future events.
Question 7: When creating an event budget, which category is most commonly underestimated by first-time event planners?
- Venue rental costs
- Speaker honoraria
- Miscellaneous and contingency expenses (Correct answer)
- Catering per-person costs
Correct answer: Miscellaneous and contingency expenses
Miscellaneous and contingency costs—typically 10–15% of the total budget—are frequently overlooked, leaving planners short when unexpected expenses arise.
EAC Event Planning & Coordination 2
When negotiating a hotel contract for a corporate conference, which clause protects the organization if attendance falls significantly below the room block commitment?