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WorksheetsSUMMATIVE ASSESSMENT : S2
Total questions: 60
Worksheet time: 30mins
Event staging includes
The final proposal
The venue, décor and food
Lighting,video screens and sound systems
Key personnel involved in the event
The structure that is suspended from the roof or around the stage to support, lights, speakers, or other materials is called:
Frame
Rigging
Stage
Sound stage
To meet Health and Safety regulations, Employees setting up rigging and lighting would by law need to:
.Wear safety shoes in case a hammer falls on their feet
wear a safety harness or other fall prevention equipment
Wear leather gloves to protect their hands
wear a safety vest so you can see them in the dark
Audiovisual is
having good sound equipment set up at the event
having colored lights at the event
a virtual event
using both sight and sound to create the best atmosphere.
Before hiring a Rigging team, they need to provide you with:
An approved uniform
proof of competence
Electrician’s license
A list of employees
The risk of fire will be greatly reduced if:
Drapes are kept away from stage lighting and should be made of fire retardant material.
Fire equipment is checked regularly
There are enough Fire exits and they are clearly marked
Emergency assembly points are clearly marked
Inclusive facilities at an event ensures:
The venue provides food stations
The stage has stairs and spotlights attached
Facilities can be used and enjoyed by everyone, including hose with disabilities
The rigging carries light and sound equipment
Emergency plans and procedures will be successful if they are supported by:
the health and safety manager
having enough security staff
Communication, training and periodic drills.
enough first responders on call at the event
It is important to know how culture impacts on the way in which people behave and communicate because
It will help you give better service to all your stakeholders
i will make your job easier
It will help you to get promoted
You can encourage conflict amongst stakeholders
As an employer you know your client is looking to organize an event with high value placed on cleanliness and preserving nature. Which category of cultural values does this client ascribe to?
Self-oriented
Environment-oriented
Extremely-oriented
Other-oriented
What is the main way to identify the target market for coordinating and designing an event brochure?
Placing an advertisement in the local newspaper
Sending out a group survey on social media
Review historical data and information from similar events
Designing a questionnaire to distribute online
What is an example of important information that would be included on conference programs and registration forms?
Menus
Name of the organisation and website address
Local attractions
Arrival and departure times
List 4 examples of generic marketing materials at an event.
Menus, programs, brochures and pamphlets
Name badges, lanyards, menus and programs
Conference bags, t-shirts, pens, mugs, key rings
Layout plans, staff lists and pamphlets
What will determine the brochures or marketing materials that need to be produced for a particular event?
The type of event and target audience
The colour theme and décor of the event
The availability of service providers
Level of stock from other events
What is a ‘quotation’?
The final price to produce the items
The price to sit and discuss what needs to be done
The price that the client agrees to pay
An estimated cost supplied by the supplier for the items ordered
List 4 common writing styles used in brochures.
Arial, italic, Calibri and Helvetica
Calibri light, Roman, freestyle and italic
Factual, imaginative, whimsical and emotional
Humble, demanding, loud and conservative
What should you consider when appointing a service provider to produce the brochure or marketing materials?
Evaluation of their previous work and their understanding of the objectives
The quotation that is submitted by the service provider
The location of the service provider
The nationality of the service provider
List the reasons action plans are needed for each individual brochure / marketing item to be produced.
Each service provider has different ways of doing things
Staff change all the time and each new staff member has their own concept
Content, prices, information, dates and times are usually different for each event
Seasons change and so do colour schemes
What must be checked when proof reading the materials?
The weight of the materials feels right
That it looks good from a distance
The names of people and addresses have been shortened to fit on the page
Spelling and grammatical errors, language, any inaccuracies
What are the features of a page layout?
Choice of font style, colour and size to be used
Size of the paper to be used for brochure
Type of paper to be used
Colour and texture of paper to be used
One of your clients emailed you about the technical issue she was facing to get registered but she didn’t mention exactly what the issue was. What should be your action be in such a case?
You should contact client for further details
You should wait for client to email again
You should get your software checked
Fix it on the day of the event
If you want to collect event feedback; your bespoke software should have below feature:
invoicing
E-Ticketing
Pre- booking
suggestion form
Bespoke means:
made for a particular customer or user
automatic function
software
event organizer
Registration details may include all of the following, except:
Full name and title
contact details
accommodation details
Banking details
What are the benefits of using single event management software?
Manual transfer required to issue tickets at the event
Slow and not always user friendly
All information in one place and allows for quick analysis of data
Expensive but efficient.
How would you use registration software to support clients?
A. by emailing them after event
A. by creating an email directly link
A. by calling them
A. by creating a feedback form
Clients cannot perform below function from online registration software:
Print tickets
Make payments
pay for admissions
contact other clients
The internal stakeholders need to find out how many people are attending the event and how much is being spent. What should you do in this case?
Generate the correct reports for the stakeholders
Tell them they are not authorized to get this information
Ask the stakeholders to wait for the annual general report
Ask the stakeholders to report themselves on what they see
The following information can be found on an event purchase invoice except:
Name and address of the buyer
Price of goods
Balance of the suppliers account
Details of goods purchased
Event registration software assists the event planner in:
Making use of their creative abilities
Looking professional without too much effort
Accessing detailed reports to monitor attendance rates and manage logistics
Improving their information technology skills
The primary role of an event steward is to
Assist with delivery of an enjoyable and safe experience for audiences
Get a free ticket to attend big events
Have free access to all locations at the event
Have an opportunity to meet and greet all VIPs attending the event
The duties of an event steward would include the following
Administer first aid in the event of an emergency
Decide when and where spectators can access the site
Collect passes, check equipment to ensure suitability, assess risks
Plan the post event celebrations
Important skills for event stewards to have are:
How to monitor crowds and identify potential problems
The names of all VIPs attending and their dietary requirements
Times and venues for catering for the event
Direct contact with all the service providers
If a suspicious item is identified at your event, the first thing you should do is
Get everyone to leave the venue
Take action to secure the area in accordance with agreed procedures
Keep quiet and not tell anyone
Cover it up so that nobody can see it
Resources needed at an event may include all of the following, except
Communication radios
Safety equipment
Emergency equipment
Children's play area
Some hazards experienced at an event and which are preventable are
Too many overweight people
Loud music at a public music festival
Blocked exits, spillages and faulty equipment
Too many children at a fun fair
The sort of action at an event that could endanger self and others could be
Shouting at your staff on the day of the event
Not enough people to fill the venue
Overcrowding, unruly spectators, violent behaviour
VIPs arriving with a huge entourage
Having visible event stewards means
Stewards who can see clearly
Stewards who are all young and energetic
Stewards who are able to cater for all VIP needs
Stewards who are wearing special attire for easy identification
Emergency services needed at a public event are
Fire department, police and ambulance services
Back up entertainers
Extra toilet facilities
Extra food in case the catering is not enough
It is not necessary to include the following information in your event workplan
Timelines, work breakdown structures and roles and responsibilities
Confirmed number of delegates or guests attending event
Risk management plan for occupational health and safety considerations
Purpose and objectives of the event
External factors that can impact on an event include:
Changes in management
Employee motivation
Government regulations
The Registration software packages we choose
What is another name for Contingency planning in Events?
Scenario planning
Ad hoc planning
Synergy planning
Business level planning
What is the definition of a scenario in scenario planning?
An unplanned for event
An imagined sequence of future events
An unpredictable event
A planned for event
In an upcoming Event, internal Stakeholders may include all the following except
stewards
security
event planner
a local Uber driver
The most important information a meeting planner can determine prior to an event is:
The budget
Past events held by the group
Expected attendance
Group demographics
You are supposed to identify the clear purpose of the event as it will support the team to work on a:
A defined specified outcome to be achieved in the long-term
A clear set of goals to be attained given a set number of resources
A clearly defined and measurable outcome to be achieved over a specified time-frame
A set standard of performance agreed by workers and managers
The events management body of knowledge
Aims to set out the skills and areas of knowledge needed by event managers
Describes the body of knowledge built up by academic researchers about event management
Is a guide for students of event management,designed by industry practitioners
Online cloud storage
Reliability means:
The quality of being trustworthy
To be used always
To have supporting evidence
To be tested before
Why is a Feasibility study prepared?
Achieve maximum profit
Increase cost according to design criteria, quality & space
Reduce social benefits
Identify and minimize risks and uncertainty
Which is an example of a threat in the event feasibility study?
Favorable news media
Poor publicity
Food and beverage carts run out of ice
No Traffic accidents
What is the first step in event planning?
Prepare the budget
define the goals and objectives
Select the venue
Recruit sponsors
You are hosting and you need contractors to ensure the success of the event. You will therefore sign contracts with the following contractors except
vendors
caterers
directors
security
Finally your event has been approved and you are now busy preparing your work plan. What would you include in this document?
Job description of the event manager
Roles and responsibilities of all volunteers
Program of the event
Timelines,work breakdown, structure, roles and responsibilities
What is the other meaning of “service personnel”?
Only service providers
All employees including contractors
employees only
contractors only
Once you goals and objectives have been identified, you need to confirm your resource requirements. What would you include?
Human resources, physical resources and financial resources
Logistical resources
Venue resources
Physical and mental resources
Event briefings should cover access times for service personnel, client and attendees. They should also include:
Any related emails sent to contractors
Exact time for attendees to arrive before the door is closed
Event programs and scheduled times for activities
The breakdown time
What would you consider when conducting risk assessment for your event?
External factors that can influence the favorable outcome of your event
A signed contract with a security company
Written warning for all employees who break the rules
Email sent to the security company
What are the examples of small events?
Trade shows
Meetings
sports game
summit
As an event manager, how do you monitor event operations?
Through effective communication with stakeholders
By email when necessary because every team member knows her roles and responsibilities
By waiting for reports from each department
By regular WhatsApp
What is the importance of evaluating the event?
To document pictures of the event
To receive positive feedback
To improve the event financials
To document lessons learnt and make suggestions for improvements for future events
