Hospitality and Tourism Event Planning and Management 1 — Questions and Answers
Question 1: What is an 'RFP' in the context of event planning?
- Required Festival Participation form
- Request for Proposal — a document sent to venues asking for availability, pricing, and services (Correct answer)
- Registered Facility Permit
- Revenue and Finance Plan
Correct answer: Request for Proposal — a document sent to venues asking for availability, pricing, and services
An RFP is submitted by event planners to multiple venues to gather competing proposals covering dates, space, catering, and pricing.
Question 2: What is the purpose of a 'run of show' document in event management?
- A document listing all scheduled runs during a sports event
- A minute-by-minute timeline of all activities and cues during an event (Correct answer)
- A report on how an event performed financially
- A script for the event emcee only
Correct answer: A minute-by-minute timeline of all activities and cues during an event
The run of show is the master timeline that coordinates every team and vendor through the precise sequence of an event.
Question 3: What is 'attrition' in hotel group contracts?
- Staff turnover during an event
- The minimum number of rooms a group must use or pay a penalty for unused rooms (Correct answer)
- The natural decline in attendees over multi-day events
- The erosion of an event's theme over time
Correct answer: The minimum number of rooms a group must use or pay a penalty for unused rooms
Attrition clauses require groups to fill a contracted minimum percentage of their room block or pay a fee for each unused room.
Question 4: What does 'AV' stand for in event planning?
- Arrival and Venue
- Audio Visual — the equipment and services for sound, lighting, and projection at events (Correct answer)
- Attendance and Verification
- Advanced Vendor
Correct answer: Audio Visual — the equipment and services for sound, lighting, and projection at events
AV encompasses all audio-visual technology including microphones, projectors, screens, lighting rigs, and streaming equipment used at events.
Question 5: What is 'food and beverage minimum' in event venue contracts?
- The minimum health score a venue's kitchen must maintain
- The minimum dollar amount a group must spend on food and beverage at the venue (Correct answer)
- The minimum number of menu items required for an event
- The minimum number of guests required for catered service
Correct answer: The minimum dollar amount a group must spend on food and beverage at the venue
An F&B minimum is a contractual spending floor — the group must spend at least this amount on catering or pay the difference.
Question 6: What is an 'event brief' in the planning process?
- A short summary given to guests upon arrival
- A document outlining the objectives, requirements, budget, and vision for an event (Correct answer)
- A legal brief for outdoor event permits
- A daily briefing for event staff
Correct answer: A document outlining the objectives, requirements, budget, and vision for an event
An event brief is the foundational planning document that captures the client's goals, audience, format, timeline, and budget to guide all decisions.
Hospitality and Tourism Event Planning and Management 1
What is an 'RFP' in the context of event planning?