WorksheetsEvents Management Unit 17
Total questions: 30
Worksheet time: 30mins
What is a contract?
A contract is a document to submit to a client when demanding payment for your services
A contract is necessary when receiving payment from any attendee or participant at the event
A contract is a legally-binding agreement between two parties e.g between the event manager and the client
A contract is a document that you draw up when planning your event
Why is it important to have a contract once you have agreed to serve as a service provider?
It ensures that all other service providers know that you are committed to paying them
Contracts are an important tool for ensuring services and eliminating misunderstanding
Because your client must pay you whether you successfully managed the event or not
It is a document that will assist you in getting discounts for all other services needed for the event
A contract without all the appropriate additions is not much of a contract at all. Some of the things to include in
the contract are:
Identify all services to be provided
List payment preferences.
Terms of cancellation
All of the above
Event planner Jack signs a contract with his clients, Rob and Paul, for an event taking place later this month at an area hotel. Which parties are protected by the contract Jack, Rob, and Paul signed?
Only Jack
Only Rob and Paul
Only Paul
Jack, Rob and Paul
How important is it to list ALL services provided in a contract?
Extremely important
Not really important
Somewhat important
Not important at all
How are final contracts signed in modern business?
e-Signatures
Document scanning
Thumb impression
Shaking hands
What type of tender allows anyone to submit a tender to supply the goods or services that are required?
Framework tendering
Selective tendering
Open tendering
Close tendering
An invitation to tender might not include which of the following?
Holiday packages
Preliminaries (description of the project)
A letter of invitation to tender
Design drawing
Which costs in your tender include general office expenses, supervision and other costs which are indirect expenses for your event?
Total costs
General costs
Overhead costs
Contingencies
It is a normal practice for any company or organisation that wishes to host an event, to ask more than one event company to supply a proposal detailing how they will organise and stage the event. What is this process called?
A 'Public Announcement"
A "tender or bid process"
An "Event bann"
An "Event audit"
What is the objective of the tender or bid process?
To ensure that that the external organisation has the capability and resources to stage the event
Allows the hosting company to negotiate a cheaper price for the event management
Enables the event management companies to have constructive competition
Allows the government to ensure that all event management companies charge a reasonable rate
What is another important consideration of the tender process?
It allows the hosting company time to assess their event requirements
It delays the process and allows for other companies to relook at their quotations
It provides additional reasons why the bidding event management company should be selected over other rival companies
It serves as a practise to prepare all correct event documentation
A contract with service providers is an important document and should clearly outline the following information:
Services to be performed, services not included, the length of time to complete the job, payment terms and delivery dates
The overall requirements for the entire event and stipulating where they can be of assistance
The details of an alternative service provider if they cannot fulfil the contract
The option of a discount if they cannot complete the service entered into a contract for
What does RFT stand for?
Ready for tomorrow
Request for tender
Reliable for task
Rent free time
What is a RFT?
It s a document that outline the scope for work for any event or task
It is a contract to provide a service for a specific purpose
It is an indication that the task can only be completed on the following day
It is a formal, structured invitation to suppliers to submit a bid or tender to supply products or services
Issuing of a tender ensures that the company publicly operates its business with :
Integrity
Accountability
Transparency
All of the above
When evaluating and assessing a tender, a point system is usually used to ensure fairness in appointing a vendor. What could be the criteria when evaluating tenders?
Creativity, presentation format and style, experience, gender and location
Nationality, equipment and staff, location
Experience, equipment and staff, location of contractor, work programme and financial bid
Financial, gender, nationality and appearance
What must should happen once the ranking process and tender evaluation process is completed?
The contractor with the highest points must be awarded the contract
The contractor that had the most attractive tender must be allowed to bid again
The committee must take time to think about all the tenders again before awarding the contract
The committee will wait for a bribe to be offered before appointing a contractor
Once a contract has been awarded, what does contract supervision mean?
A process of continuous monitoring and auditing to ensure compliance and quality
Making sure that the service provided is further open to negotiations on contract price
That the contractor is supervised continuously in case you have too find a new contractor
The contractor is allowed to make amendments to their original scope of work
Once a contract has been awarded, particular attention must be paid to any variations in delivery. What does this mean?
The contractor is not delivering the goods or services they were contracted to deliver
The contractor has decided to deliver the services at another location
The service provider has decided that their way of doing things is better suited to the event than the original method
The contractor has hired another company to perform the tasks that they were contracted to do
A proven case of fraud and corruption by the contractor can result in the following outcome:
The Event manager asking the contractor to please rectify the situation
Immediate cancellation of the contract
Event management team requesting a financial payment from the contractor to overlook it
The Event manager ignoring it because they do not want to waste time dealing with the situation
Mrs.Harper, a newly hired event planner, has been advised by her supervisor to always include an indemnification clause in her contracts with customers.
Which of the following scenarios would Mrs. Harper's supervisor be trying to prevent?
A client who spreads negative feedback about the company
A client who commits theft and refuses to pay
An unsatisfied client
A lawsuit filed by the client
Contingencies are a common element in various types of contacts. What do these specifically entail?
Monetary remuneration
A list of services
A non-disclosure or confidentiality clause
A dependence on the fulfilment of certain criteria and having alternative solutions
Any contract needs to include details of the scope of services that will be offered to you. What should these details include?
What service will be provided, how and when will they provide the service,and how much for the services
All information on their clients
Pictures of previous events
Their reasons why your company must use their services
No matter how carefully an event is planned, cancellations can still happen. What are some cancellations terms to include in contract?
No matter what, if the event is canceled, they are not entitled to any payment
Signing a contract with your company is a risk that companies all take
A contract is not legally binding and so if event cancelled, everything else is cancelled
What will happen to the deposit and will they receive payment for the work already completed
Events don’t always go as planned and sometimes the event host must cancel their plans. So why do you need this clause?
So that the client is protected in case the event is cancelled and they do not have to pay you
So that they client can cancel the event and pay you only when they decide to have the event at another time
A cancellation clause will ensure that your company gets paid for the work you’ve already done, no matter what happens
So that the client at least pays the service providers and not your fees
Who should you consult with to make sure your contract is a proper legal document?
Doctor
Dentist
Lawyer
Magistrate
All payment details need to be included in any service agreement. What does this mean?
The contract will set out how much will be paid, when it will be paid, and even how it will be paid.
It means that all service providers must be paid in cash when signing the contract
It means that the contract will stipulate that payment will only be made after the event and if the event makes money
It means that you must include your banking details in the contract
Contracts are an essential component of business. They help ensure that things run smoothly and, if there is a problem, they set out what action can and should be taken. These terms include the following clause:
The contract will indicate that if the ever does not run smoothly, no service provider will be paid
That if any service provider gives the event manager a problem, then no payment is made to any of the service providers
That if the client does not pay you then you do not have to pay the service providers
A failure by any party to meet the terms of the contract can lead to legal action and lawsuits.
Also known as a force majeure clause, a termination clause provides your event planning firm with legal cover if services must be cancelled due to circumstances beyond your control. What are examples of some of these circumstances?
Your caterers did not arrive and therefore there is no food for the event
These circumstances range anywhere from extreme weather (think hurricanes, tornadoes, and floods) to asteroid collisions (you never know).
The main speaker does not arrive and the client decides to cancel the event
The client decides at the last minute to have the event in another city
