EIC CMP Exam Questions

Correct answer: Site plan

A site plan is a detailed document that visually and textually represents the event's overall layout, reflecting the site layout's comprehensive design. This includes meeting room assignments, placement of structures within the venue, room sizes, partition locations, and other structural elements.

A site plan provides more than just architectural details like a floor plan or demographic information like an attendee profile. The site plan encapsulates the venue's design and space utilization, guided by the site layout's strategic planning to optimize event flow and functionality.

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 previous meetings or by 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.

Planning involves gathering detailed and accurate information to develop the project management plan, making decisions based on well-researched data rather than limited information. Executing focuses on carrying out the project plan and implementing activities, relying on the detailed information collected during planning. Closing involves finalizing all project activities and handing over deliverables, using comprehensive data collected throughout the project to ensure all objectives are met.

Correct answer: Venue

In the context of meetings and events, a specific facility is commonly referred to as a venue, while a broader geographic location is known as a destination. Venues can vary in their amenities and may or may not offer overnight accommodation. Outdoor facilities, in particular, tend to have limited or rustic sleeping spaces, if any, reflecting their more natural setting.

Meeting location is a more general term that doesn't specifically denote the facilities but rather the area or region where the meeting is held. Destination site implies a broader geographic area that attracts attendees, often used in context with its appeal or amenities beyond just the facility. Event space refers generally to areas within a venue designated for events but does not specifically define the overall facility where events are hosted. Each of these terms, while related to the setting of an event, does not encapsulate the specific facility concept as directly as venue, which is the precise term used in the industry to refer to the physical location where meetings and events are conducted.

Correct answer: To make sure staff and volunteers get the necessary support needed and receive information about how well they are performing.

Regular feedback systems should be provided for staff and volunteers. These formal and informal reviews are an important part of ensuring that staff get the support they need and receive information from supervisors about how well they are performing against the roles and responsibilities listed in job descriptions.

Collecting information to pass on to the organization's administration and gathering employees' opinions, while part of the feedback process, are secondary functions rather than the main purposes of reviews, which focus on performance assessment and support. Decisions about compensation and evaluating raises are typically outcomes of performance reviews but are not their primary focus, especially for volunteers who do not receive compensation. Demonstrating that employees are doing their jobs is an aspect of performance reviews, but the primary goal is to provide constructive feedback and support, not just to verify job performance.

Correct answer: The budget of the sponsor's organization

All expectations should be clearly outlined in your contract with sponsors. The contract should include details of the event, responsibilities of both parties, personnel, entertainment, financial obligations, release forms and waivers, policy regarding event cancellation, and insurance requirements. It does not need to include, and probably should not include, the budget of the sponsor's organization.

Release forms and waivers protect both parties by clarifying liability and should always be included in a contract with a sponsor. Insurance requirements ensure that both parties are adequately covered for the event and should be detailed in a contract. Details of the event help the sponsor understand what they are supporting and the expectations around their participation.

Correct answer: Manage stakeholder relationships

Managing stakeholder relationships is not a sub-skill of human resources, it is a sub-skill of stakeholder management.

Training focuses on enhancing employee skills and knowledge relevant to their roles, which falls under the skills of human resources. Managing teams involves overseeing group dynamics and productivity within the organization which is a skill of human resources. Orientation introduces new hires to company policies and their responsibilities, facilitating their integration into the workplace, another skill of human resources.

Correct answer: The business value of an event is driven by an organization's strategic objectives.

Event professionals are focused on how an organization's strategic objectives can drive the business value of an event. Business value is measured by the financial bottom line and what outcomes are expected by the business. A long-range call to action for an organization is a strategic plan, not business value.

Business value is inherently tied to financial outcomes, making the assertion that it has nothing to do with financial value incorrect. Business value involves multiple dimensions, not just the expected outcomes, making it broader than solely the anticipated results. A long-range call to action typically refers to strategic goals that are distinct from the immediate and measurable business value derived from specific events. These explanations underscore the multifaceted nature of business value beyond the primary strategic drivers.

Correct answer: Virtual meeting

With the recent drastic increase in digital media, it is not surprising that many events are incorporating virtual elements into their presentations. A webinar, or web seminar, is a type of virtual meeting in which the presenter and the majority of participants are not meeting face-to-face.

A hybrid event combines live, in-person elements with virtual components, which differs from a webinar that is entirely online. A pictogram is a visual symbol representing data or concepts, unrelated to the format of meetings or events. A one-box webcast is a specific type of broadcasting technology, not a meeting format, and involves integrating various multimedia elements into a single stream, distinct from the webinar's typically simpler setup.

Correct answer: Attendees

Designing the site layout is very important in the overall event planning process. The existing infrastructure of the site where the event will take place forms an outline; event planners should obtain a detailed floor plan that provides the sizes of rooms, locations of partitions, and other structural elements. These floor plans should be shared with suppliers, general services contractors, and some exhibitors depending on their needs. Attendees do not necessarily need to receive a copy of the floor plan.

Technology suppliers need floor plans to understand where to set up and manage their equipment. General service contractors require floor plans to plan logistics and booth placements. Exhibitors use floor plans to locate their booths and understand the layout for visitor engagement.

Correct answer: Attendees

In addition to the event professional, stakeholders should be consulted when a risk management plan is being developed. These stakeholders include suppliers, such as event venue and transportation companies, insurance providers who may conduct site inspections, and local authorities, including emergency response services. Attendees are not consulted during the development phase of the risk management plan.

Suppliers provide crucial logistical and operational insights. Insurance providers assess and advise on potential liabilities for the event. Local authorities ensure compliance with safety regulations and emergency preparedness.

Correct answer: Total cost

The Total Cost (TC) of a meeting encompasses all the expenses required for its production. It consists of both Variable Costs (VC) and Fixed Costs (FC), which can be combined using the following formula: TC = FC + VC.

Variable costs refer to expenses that fluctuate, such as the number of attendees or specific requirements, and can be adjusted in the short term. Fixed costs are pre-committed expenses that remain unchanged regardless of changes in attendance or revenue volume. By considering both variable and fixed costs, the total cost of a meeting can be accurately calculated. Gross income describes the total income generated, not the expenses associated with an event.

Correct answer: Increasing attendance

Attaining large numbers of participants is not always the goal of marketing plans, which are written documents outlining the situational analysis, audience, and distribution channels that will support the goals and objectives of the event.

Defining the market, outlining a strategy, and adapting to market changes are essential purposes of a marketing plan. However, increasing attendance is a goal that might not align with every event's strategic purpose, especially if the focus is on quality and targeted reach rather than volume.

Correct answer: Quality assurance

Quality assurance provides confidence that the project quality was planned, that results are reliable, and that the quality level established will be achieved. The focus during this stage is on preventing problems from occurring.

Quality management encompasses the entire scope of quality measures and not just the assurance of reliable results. Quality planning focuses on setting standards and procedures to prevent issues but does not ensure results. Quality control involves monitoring specific outcomes to meet quality targets, rather than providing overall confidence in processes.

Correct answer: Low interest and high influence

Stakeholders can be categorized based on their level of interest and the degree to which their day-to-day work will be affected by the event. Stakeholders with a low level of interest and high influence should be kept satisfied and interested. This group includes the budget owner because they control crucial financial resources but typically do not engage deeply in the day-to-day operational details of event planning.

Stakeholders who have a low level of interest and low influence should be monitored but do not require an extensive level of communication. Stakeholders with a high level of interest and high influence should be kept engaged and interested, and significant time should be spent managing the relationships with this group; this group includes the event owner. Stakeholders with a high level of interest but a low level of influence should be kept informed of event plans, as they may play a role in marketing the event; this group may include volunteers, for example.

Correct answer: To identify and address specific requirements and gaps

A needs assessment is a comprehensive evaluation that includes reviewing past meetings, understanding stakeholder requirements and objectives, analyzing outcomes, conducting a gap analysis, and developing a profile of the target audience. It is a systematic approach to determine the necessary steps to address identified needs and bridge any existing gaps.

Addressing specific concerns of the meeting implies a narrow focus rather than a comprehensive evaluation. Identifying needs of attendance suggests a sole focus on attendee requirements, missing broader organizational and event goals. Addressing quality measures limits the scope to quality control, not the full range of event needs and gaps.

Correct answer: Establish expense projections

According to a timetable based on an event lead time of 18 months, you should establish expense projections 12 to 18 months before an event. This will help determine a preliminary cash flow schedule that should be updated regularly as service providers are contracted.

According to an event lead time of 18 months, you should review terms for room rates about one month before the event, verify master account requirements with the Convention Service Manager (CSM) about three months before the event, and meet with the facility's accounting representative about six months before the event.

Correct answer: Expand your skills

Expanding skills and competencies is a fundamental element for achieving future professional success. Professionals in the meeting industry must embrace a lifelong commitment to learning. By continuously acquiring new knowledge and honing their abilities, professionals can position themselves as leaders in their field and remain adaptable to the evolving demands of their industry.

Expand your talent implies a natural ability rather than learned skills. Expand your knowledge focuses solely on theoretical learning without emphasizing practical application. Expand your tools suggests accumulating resources or equipment rather than personal development. Expand your skills encompasses both acquiring new knowledge and honing abilities, positioning professionals as leaders who are adaptable to industry demands.

Correct answer: Fruits and nuts

Food has a profound effect on memory, concentration, and knowledge retention. It is ideal to serve low-glycemic-index foods to conference participants and to keep white foods and sugars at a minimum. Fruits and nuts are an example of a healthy, low-glycemic-index breakfast food, whereas, bagels, pastries, and sweets are high in sugars. Choosing foods like fruits and nuts for conference breakfasts aligns with the goal of providing attendees with energy-sustaining, nutritious options that enhance cognitive function and concentration.

Bagels, pastries, and sweets are high in sugars and can lead to energy spikes and crashes, negatively affecting concentration and memory during conference sessions.

Correct answer: Determine the environmental impact of the event and how it will be measured

Carbon offsets can be used to create carbon-neutral events, as they are ways of counteracting carbon emitted when the use of fossil fuels causes greenhouse gas emissions. Before using carbon offsets, event professionals should determine the environmental impact of the event and how it will be measured.

Finalizing the event budget is important but not directly related to the decision and timing of using carbon offsets. Developing a plan to reduce transportation-related carbon emissions is crucial for sustainability but is a separate step that can complement carbon offsets rather than precede their use. Contacting law enforcement for support is generally unrelated to environmental impact assessments and carbon offset usage.

Correct answer: The need to meet with stakeholders

Before holding an event, an organization must decide whether the event is needed and authorize a team to proceed with planning. The decision about whether to hold an event may be made on financial criteria such as costs, break-even potential, or expected profitability. The need to meet with stakeholders is important when deciding whether to hold an event, but this is a non-financial criterion.

Break-even potential assesses whether the event can generate enough revenue to cover all expenses, making it a fundamental financial criterion. Costs directly influence the financial feasibility of an event, highlighting its importance in the planning process. Expected profitability examines the financial gain from an event, serving as a key financial decision factor.