EIC CMP Exam Questions

Correct answer: The day when any rooms not reserved in the block are released

Event professionals should be aware of commonly used terms when making room reservations and arranging accommodations for events. A cut-off date is the date when any rooms not reserved in the room block will be released. In contracts, it is important to specify whether the group room rate will be available after the cut-off date.

The last day attendees can submit payment for a room often varies and is not necessarily linked to the cut-off date, which specifically pertains to the reservation status of room blocks. The date the rooms are charged to the group’s account is typically determined by the event’s billing arrangements and financial agreements, distinct from the cut-off date for room block releases. The day a group must notify the hotel of their intentions to reserve a block usually occurs before a cut-off date is established and pertains to initial booking procedures rather than the release of unreserved rooms.

Correct answer: An outline of the presentation

Before making the booking, you should secure the speaker's written agreement that he or she will send you an outline of the presentation by a certain time. This can help promote attendance and hold the speaker accountable for delivering content as stated in the contract.

A refundable check and the speaker's tax return are unnecessary. You should have reviewed previous surveys and evaluations before selecting the speaker, not after.

Correct answer: To establish a connection between the meeting and other communication activities

During the ongoing impact stage, the design team collaborates with the meeting client(s) to establish a connection between the meeting and other communication activities. This ensures that the meeting itself and its outcomes continue to align with and support the overall strategies of the organization in an ongoing manner. The design team focuses on designing the meeting to deliver sustained value beyond its immediate timeframe, with an emphasis on long-term impact. Coordination and collaboration issues are addressed in innovative ways to foster ongoing engagement and participation. By strategically integrating the meeting within the broader communication framework, the design team maximizes the value and relevance of the meeting's outcomes, ensuring they contribute to the organization's ongoing success and strategic objectives.

Developing the structure and content of the meeting is part of the planning and design stage, not the ongoing impact stage. Assessing the immediate outcomes and effectiveness of the meeting occurs during the evaluation stage. Planning and coordinating logistical aspects of the meeting are part of the operational planning stage. The ongoing impact stage focuses on ensuring the meeting's outcomes continue to align with and support the organization's broader communication and strategic goals.

Correct answer: To ensure the process is fair and impartial

When an organization interviews potential job candidates, it is wise to use a ranking system based on a variety of factors. This ensures that the hiring process is as fair and impartial as possible.

Ranking systems are not needed to provide evidence for insurance companies, to make sure that people who know current employees have an advantage, or to prevent legal lawsuits.

Correct answer: So the embassy can offer aid if needed

It is recommended that international event planners and anyone attending an event in another country inform the embassy in the country in which they will be gathering. This is so the embassy can be forewarned and prepared to offer aid or assistance.

The individual does not need to register with an embassy to offer his or her services if there is a major disaster. Information about attendees' home countries should be collected before the event during the registration process. The embassy would not contact the individual's family unless there was a major emergency or disaster, not just to let them know that he or she arrived there safely.

Correct answer: Captivating

A captivating room arrangement facilitates maximum attendee interaction, particularly in smaller group settings or when there is a need for multi-faceted communication. These room setups encompass meeting pods and interactive circles, enhancing the overall engagement of participants.

Blanding does not exist as a recognized term in event planning and does not convey interaction. Blending suggests a mix of elements but does not specifically enhance interaction. Dulling implies a reduction in engagement, contrary to the desired effect of maximizing attendee interaction.

Correct answer: Speakers

The selection of speakers has a profound impact on the overall meeting experience and attendance. Speakers play a crucial role in influencing the knowledge acquired, setting the mood, establishing the credibility of the meeting, and ultimately determining the meeting's outcomes through the content they deliver. By imparting knowledge and demonstrating deep expertise, effective speakers captivate the audience's attention and maintain engagement throughout the event.

Leaders typically guide and direct efforts within an organization or team and are not primarily responsible for audience engagement at events. Stakeholders are individuals or groups with an interest in the event's outcome, but their role does not specifically include engaging the audience during presentations. Managers oversee and coordinate event logistics and personnel, which is different from the role of directly engaging and captivating an audience.

Correct answer: The stakeholder's personal connections within the organization

A series of stakeholder interviews should be scheduled to start to uncover the interests, issues, and priorities of each stakeholder. The information collected during the interview can be used to create a stakeholder profile to inform the event professional on strategy and implementation for the event. This profile usually includes stakeholder details, why the event is important to the stakeholder, the stakeholder's key values and sphere of influence, the preferred method of communication, information required, key stakeholder objectives, and measures of success. The stakeholder's personal connections within the organization are not typically included in the stakeholder profile.

Stakeholder profiles are intended to capture relevant professional and event-related information to guide strategic decisions; personal connections within the organization are generally irrelevant to this objective. Including the name, connection to the event, and values of a stakeholder helps in understanding their influence and expectations, guiding effective engagement strategies.

Correct answer: A method of accounting in which income and expenses are counted when they are earned or incurred

There are two accounting methods used most widely in the events industry: cash accounting and accrual accounting. In the accrual method, accounting occurs not when funds are exchanged but when a promise of income or expense is made.

A way of recording income and expenses only when cash is exchanged describes cash accounting, not accrual accounting. Describing accrual accounting as a complex formula used only by advanced accountants misrepresents its general applicability and fundamental accounting principles. Accrual accounting is not focused on tallying individual staff expenses but on recording transactions when they are earned or incurred, regardless of cash flow.

Correct answer: A green event

Green events, also called sustainable events, are gaining popularity as awareness of the impact that meetings and events can have on the environment grows. These events can also help improve financial outcomes for organizations.

A stakeholder session is a meeting involving key project members or investors and does not specifically focus on environmental impacts. A responsible party typically refers to the person or group accountable for organizing an event, not necessarily an environmentally-focused event. A conservation event implies a focus on preserving natural resources or habitats, which is more specific than broadly minimizing environmental impacts.

Correct answer: Items for an event are sent too late

The delivery of items from outside the venue can affect the schedule in significant ways. You should discuss with each department or supplier all items that might be arriving from another location and then make necessary arrangements. Items sent too late can incur rush charges or may not arrive in time.

Suppliers sending items too early may lead to storage fees but not rush charges. Items sent over international borders are subject to customs and import fees, not rush charges related to timing. Exceeding weight limits for shipping typically results in additional fees for excess weight, not rush charges associated with timing.

Correct answer: Check, credit card, or electronic funds transfer

After you have received the master account bill, acknowledge receipt in writing and pay all undisputed charges by check, credit card, or electronic funds transfer. You should indicate in a written statement to the facility that payments for all properly resolved disputed charges will be made in the near future as well.

Cash is less traceable and secure for large transactions. Debit cards may not offer the same protections and limits as credit cards for business transactions. Money orders can be cumbersome for large amounts and lack the convenience of electronic records.

Correct answer: A meeting of experts on a subject at which papers are presented and discussed

There are many different formats used during events to deliver information to participants. During a symposium, experts in a particular field meet to present papers and discuss subjects. Symposium participants then make recommendations concerning the problems under discussion.

An opportunity for the audience to pose questions to the main speaker typically describes a Q&A session, not a symposium where the focus is on expert discussions and paper presentations. A hands-on learning experience is characteristic of a workshop, emphasizing practical engagement rather than the expert-led presentations found in a symposium. An informal meeting to discuss academic issues more accurately describes a colloquium, which is less structured than a symposium.

Correct answer: Incremental budgeting

Incremental budgeting involves developing a budget by utilizing the previous budget or actual performance as a starting point and subsequently incorporating necessary modifications for the upcoming budget period. In the context of incremental budgeting, adjustments are made to each variable (line item) by taking into account factors like inflation and other alterations that affect the variable, such as volume or required amount. This approach ensures that the changes reflect the evolving circumstances and requirements for the new budget period.

Incremental allocations is not a recognized financial management term, and while it may suggest incremental changes, it does not specifically pertain to the use of prior budgets as a base for updates. Aggressive allocations imply a more forceful or assertive approach to budgeting, which is unrelated to the methodology of basing budgets on historical data. Diminishing budgeting suggests a strategy of progressively reducing budget amounts, which is entirely different from making adjustments based on previous spending patterns.

Correct answer: Initiating

During the initiating process, organizations are faced with making decisions based on limited data. Budget information is estimated and concise. The projected attendance for the meeting is determined through estimates, either by referring to similar previous meetings or conducting a needs analysis. While Project Management (PM) decisions are typically grounded in factual information, the initiating phase involves working with fluid facts until accurate data becomes available.

The planning phase involves gathering detailed information and developing a comprehensive project management plan, making decisions based on thorough research rather than limited data. The executing phase focuses on implementing the project plan and carrying out activities, relying on the detailed information collected during planning. The closing phase involves finalizing project activities and delivering completed work, using extensive data gathered throughout the project to ensure all objectives are met.

Correct answer: Business continuity

Business continuity refers to the ability of an organization to continue to operate during and after an emergency, crisis, or disaster. It is the process of creating ways and methods of prevention and recovery to deal with threats, and planning can greatly reduce the likelihood of permanent loss.

Contingency planning involves preparing for specific unexpected events to ensure the event can still proceed as planned but does not encompass the broader organizational capability to continue operations during and after a disaster. Evaluation planning focuses on how programs and events are assessed, which is unrelated to maintaining operations during a crisis. Return on investment measures the financial benefits of an event but does not address the organization's operational continuity during emergencies.

Correct answer: Coordinate international trade shows

A Destination Marketing Organization (DMO), also known as a convention bureau, can be a resource for all suppliers in and around a specific destination. They can provide event planners with information about their city or area including hotels and event venues, transportation, and local entertainers and speakers. They can also arrange site visits if requested. They do not coordinate international trade shows.

Providing information about the city or area is a fundamental role of a DMO. Helping to coordinate and arrange site visits is a common service offered by DMOs to facilitate event planning. Giving ideas for hotels and event venues is a key function of a DMO to assist in local logistics and accommodations.

Correct answer: Someone who can impact the success of an event or be affected by the event

A stakeholder is someone who can impact the success of an event or be affected by the event. Stakeholders can be internal or external to the organization and/or event.

A person who attends an event is just one type of stakeholder; they are part of the more encompassing definition. An organization partnering with the host organization represents a specific stakeholder, not the broad category. Local community organizations are examples of potential external stakeholders but don't encompass the full definition.

Correct answer: A document that looks at operations, investing, and financing as elements of the budget

There are three important accounting tools that can help an event professional with budgeting and forecasting: income statements, balance sheets, and cash flow statements. The cash flow statement is very different from other accounting tools because it doesn't record the future amount of incoming and outgoing cash but does clearly show the transactions by which cash enters and leaves a company. The cash flow statement also looks at operations, investing, and financing as elements of the budget.

A statement that shows overall financial status typically refers to a balance sheet, not a cash flow statement, because a balance sheet provides a snapshot of a company's assets, liabilities, and equity at a specific point in time. Describing it as a statement of revenue and expenses usually refers to an income statement, which tracks profitability by detailing revenue and expenses over a certain period, rather than the cash flows associated with these transactions. The description of a document that only documents cash in and cash out simplifies the cash flow statement too much, as it overlooks the importance of categorizing cash flows into operating, investing, and financing activities, which are essential for understanding the financial dynamics of a business.

Correct answer: Local law enforcement

Channels of communication should always be established between internal and external sources well before the beginning of an event. Internal sources include the event planner and hired security professionals, while external sources include individuals not directly affiliated with the event, such as local law enforcement.

An event planner and hired security professionals are internal sources as they are directly involved in the event organization. Attendees, while external to the organization, are not considered external sources in terms of security and logistical planning.