Transcript CGMP FAMILY FEUD

With your hostess Carolyn Barrett, CGMP
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Represents the stakeholders
Understands the goals and objectives
Can take the goals and objectives and develop the
appropriate learning environment
Understands the logistical challenges to organizing
an event
Served as a planning member in the past
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Panel Discussions
Debate
Roundtable
Fishbowl
Interview
Seminar
Workshop
Press Conference
Forum
Hearing
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Common carrier aircraft
Government owned aircraft
Train
Bus
Government owned vehicle
Privately owned vehicle
Rental car
Taxi
Name some groups that
could be considered a
prohibited source
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Hotels and other venues
Vendors
Caterers
Convention and visitors bureaus
Name a situation that could
be considered a conflict of
interest
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Accepting a gift from a prohibited source
that does not meet the gift criteria
Participating in a FAM when you have no
intention of bringing government business
to that venue or location
Using hotel points that have been earned
for government meetings for personal stay
Using public office for personal gain
Name basic requirements of
an RFP in the meeting
requirement section:
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Dates and times
24 hour hold?
Number and set up of meeting rooms
Number of attendees for each room
Audio visual needs
Name up to 16 items
that can be negotiated in a
contract:
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Food and beverage
Menu prices
Table decorations
Menu items
Fitness center passes
AM/PM breaks
Parking
Comp sleeping rooms
Use of business center
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Free local calls
Free internet service
Guest room rates
Meeting and exhibit
space
Airport shuttle
AV
Any item or service
the government
cannot pay for
What items are covered
in a CMP
= complete meeting package?
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Meeting space
Continuous breaks
Basic AudioVisual
Miscellaneous, based on the venue
Name 3 examples of
obligating documents:
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Letter of intent/agreement
Contract
Purchase order
Name 6 issues to be
considered when working
with a VIP:
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Timing
Security
Contingency plans for delays or
cancellations
Media attention
Increased attendance
Unexpected last minute requirements
Name 4 types of exhibits:
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Table top displays
Pop-up displays
Poster sessions
Exhibit booths
Name the 5 primary
types of lighting:
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Fresnel – channels light with a soft edge
Leko – light podiums, signs or an area with a
tight focal point (spotlight)
Parcan – similar to a floodlight – lighting
over a larger area
Intelligent lighting – instruments that be
computer controlled
Gobo- gels with logos
Name 8 components to
include in your meeting room
setup specifications:
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Date and time
Name of the room
Number of people
Type of set up
Front of room – (riser, podium,etc)
Food and beverage
Audio visual
Special request – (wide aisle, material tables)
Name basic floor
plans/seating styles:
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Theatre
Classroom/Schoolroom
U-shape
Hollow square
Banquet
Crescent rounds
Boardroom/Conference
Chevron
Name the items that are
contained in a BEO:
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Name of the event
Contact info
Catering and Sales
Managers’ info
Date & time of
function
Location
Room set up
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24 hour hold
Food & beverage
needs
AV needs
Billing summary
Signature of the
event planner
Special requests
Name 7 items that are listed
on a master account:
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Sleeping rooms
Meeting rooms
Food and beverage
Audio visual
Business center fees
Equipment rental
Other selected items
Name some opportunities
for sponsorships:
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Printed materials
(programs, signage)
Logo on event
letterhead
Give-a-ways
Food and beverage
functions
Social events
Door prizes
Table favors for meal
functions
Flowers, plants and
event decorations
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Copy machines, other
equipment
Hospitality suites
Banners
Printing
Promotions
Speakers
Mailings
Web services
In kind donations
(design services,
registration)
Name the top 4 key factors
you should know when
indentifying
your room block:
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Group history
Audience (is it mandatory, has membership grown)
Location
Lodging requirements (singles or doubles, ADA, suites)
Name 7 items to be included
in the printed program:
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Letter from the host
General agenda
Session descriptions with date, time and
location
Speaker bios
Map of facility
Info about special events
Future conference dates
Name 10 items that should
be included in a
speaker’s contract:
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Dates, times and exact
location of delivery of
presentation
Contact info for both
parties
Financial agreement to
include fees, paid travel
arrangements, per
diems, accommodations
and the terms of
payment
Guidelines for selling
products
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Topic details and
expectations
Dress code
Agreement for audio and
video taping of
presentation
Deadlines for AV needs
Policy for printing and
distributing handouts
Review of evaluation
process
Name the order military flags
should be arranged in,
from left to right:
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Army
Marine Corp
Navy
Air Force
Coast Guard
What items are include in a
SOW, Statement of Work?
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Title of the project
General description of the services needed
Objectives (of the work)
Specific Task
Reporting Requirements
Qualification Requirements
Place and Period of Performance,
Workdays and Travel
When travel is more than 50
miles from your home or office
and requires your
absence for 12 hours and/or
an overnight stay is required,
you can be reimbursed for
lodging in what facilities?
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Hotel
Motel
Conference Center
Government owned meeting facility
Bed and breakfast
Military base
Friend or relative’s home (only if you can
substantiate the costs and must have prior
approval)
Name 7 expenses that are
covered under a FAM trip:
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Airfare
Local transportation
Hotel room
Meals
Receptions
Entertainment
Other events designed to advertise the city
and its attractions
Name 9 distribution
sources for RFPs:
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Venues you have used in the past
Referrals from other venues
Referrals from associates
National Sales offices
CVBs
FEMA Approved hotels
SGMP on line supplier guide
Industry publications/guides
Third parties
Name some services a
CVB can provide the
meeting planner:
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Site visit coordination and/or sponsorship
Distribution of the RFP
Information about the city for participants
Promotional materials
List of local suppliers/vendors
Off-site facility info
Transportation or shuttle services
Housing bureaus for reservations
Information regarding local laws and regulations