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Certified Meeting Professional (CMP)
Exam Study Guide 2024
Evaluation ✔ 1) Critiquing and rating the overall success of an event. 2) Developing an event profile from accurate event statistics. Objective ✔ Formalized statement of outcomes to be anticipated as a result of the educational process. Outsourcing ✔ Hiring an outside firm or individual to perform the task instead of using in-house staff; to subcontract a task or responsibility to a third party. Return on investment ✔ ROI. Net Profit divided by Net Worth. A financial ratio indicating the degree of profitability. To calculate, use event revenues minus program expenses divided by program expenses, multiplied by 100 to get the ROI %. Stakeholder ✔ All individuals who are invested in a project or event such as the sponsors, attendees, vendors, media and others. Strategic plan ✔ Long range plan of action for a company or organization. Educational programming committee ✔ A group of voluntary committee members with vested interests in program content who are commonly used to establish direction for educational programs offered at association meetings. Focus group ✔ Method of doing research using a small group led by a facilitator. Kiosk ✔ 1) Free-standing pavilion or light structure, often inside a facility, where printed or electronic information is available. 2) A small enclosure for ticket sales, information, etc. Program design ✔ Structure of event program elements to achieve specific goals and objectives. Sampling
✔ 1) A research method based upon selecting a portion of a population for study. 2) Paperwork and fees paid to a building by exhibitors for the right to serve food product. Survey ✔ Solicitation of opinions regarding services; questionnaire. Audience reaction team ✔ 4 or 5 participants query the main speaker from the stage with questions from the audience and follow up questions. Buzz session ✔ Method to increase audience participation by dividing all participants in discussion groups each of which reports the group's findings and opinions during a following plenary session. Certified Speaking Professional (CSP) ✔ CSP. Accredited designation offered by the National Speakers Association. This designation is earned for extensive, documented speaking experience and client satisfaction. Colloquium ✔ An informal meeting for the purpose of discussion; usually of an academic or research nature and in order to ascertain areas of mutual interest through exchange of ideas. Conducted as and when convenient, but with little regularity. Debate ✔ A discussion which takes place within a meeting, a public or private sitting or in one of the various types of assembly or meeting. Facilitator ✔ An individual who guides discussion and/or decision making. Fishbowl ✔ An interchange between an inner circle debating an issue and an outer circle of observers. Individuals occasionally move from one circle to the other. Interview ✔ The presenter is questioned by a moderator on behalf of the audience. National Speakers Association (NSA) ✔ National Speakers Association. A member of the Convention Industry Council. Seminar ✔ 1) Lecture and dialogue allowing participants to share experiences in a particular field under the guidance of an expert discussion leader. 2) A meeting or series of meetings of from 10 to 50 specialists who have different specific skills but have a
✔ CEU. Requirement of many professional groups by which members must certify participation in formal educational programs designed to maintain their level of ability beyond their original certification date. CEUs are non-academic credit. One CEU is awarded for each 10 contact hours in an accredited program. Certified Association Executive (CAE) ✔ Certified Association Executive. Certificate in Meeting Management (CMM) ✔ Certificate in Meeting Management. Certified Meeting Professional (CMP) ✔ 1) Certified Meeting Professional. 2) Complete Meeting Package at conference centers; includes lodging, all food and beverage, support services, including audio visual equipment, room rental, etc. Certified Professional Catering Executive (CPCE) ✔ Certified Professional Catering Executive. A certification program offered by the National Association of Catering Executives (NACE). Certified Special Event Professional (CSEP) ✔ Certified Special Event Professional; an earned designation from the International Special Events Society (ISES). Continuing Legal Education (CLE) ✔ Continuning education requirements for legal professionals are adminstered by the American Bar Association (ABA). Continuing Medical Education (CME) ✔ Organizations offering this type of continuing education credits are accredited by the Accreditation Council for Continuing Medical Education (ACCME). Internatinoal Association for Continuing Education and Training (IACET) ✔ International Association for Continuing Education and Training. Lecture ✔ Informative and instructional speech. Lifelong learning ✔ An ongoing process in which an individual actively seeks to understand and contribute to change. Mandatory Continuing Legal Education (MCLE) ✔ Mandatory continuning education requirements for legal professionals are adminstered by the American Bar Association (ABA).
Needs assessment ✔ A needs assessment is an essential setp in ensuring that educational offerings are relevant to attendees. The results of post-event evaluations can be as valuable as a needs assessment. Break-even point ✔ The point at which revenues are equal to expenses. Cash flow ✔ The transfer of monies into and out of an enterprise. Fixed costs ✔ The day-to-day cost of doing business that is pre-committed, such as salaries, insurance, lease expenses, utilities, etc. Incremental budgeting ✔ Building an event budet by analyzing both the projected and actual figures from the previous year's budget. Indirect costs ✔ Also called overhead or administrative costs, these are expenses not directly related to the event. They can include salaries, rent, and building and equipment maintenance. Variable costs ✔ Expenses that vary based upon various factors, such as the number of attendees. Zero-based budgeting ✔ Building an event budget on estimates of potential income and likely expenses because there is no financial history from prior events available to use. Accrual accounting ✔ 1) An accounting method that enters income and expenses into the books at the time of contract versus when payment is received or expenses incurred (cash accounting). 2) A system in which revenue and expenses are accounted for as soon as they are committed. Advance deposit ✔ Amount of money paid to secure a room, facility or service in advance. Audiovisual ✔ A/V. Equipment, materials, and teaching aids used in sound and visual presentations, such as television monitors, video, sound equipment, etc. Balance sheet ✔ A statement that indicates overall financial status by subtracting expenses from income.
✔ A requirement for entering into a binding contract. If a contract proposal (offer) is made, it is accepted if the offeree signs the offer as submitted. If the offeree makes any changes to the offer before signing, it is a counter offer, not acceptance. Act of God ✔ An extraordinary natural event such as extreme weather, flood, hurricanes, tornadoes, earthquake or similar natural disaster that cannot be reasonably foreseen or prevented over which a contracting party has no reasonable control, making performance of the contract illegal, impracticable or impossible, thus the parties have no legal responsibility to continue performance of the contract. See FORCE MAJEURE. Alternative dispute resolution (ADR) ✔ An alternative procedure that can be specified in contracts instead of going through the process of filing a complaint and pursuing the claim in court. Americans with Disabilities Act (ADA) ✔ Americans with Disabilities Act. U.S. legislation passed in 1992 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make their facilities accessible to individuals with physical disabilities. Arbitration ✔ Private dispute resolution process, often referred to as alternate dispute resolution, in which the parties agree to submit their dispute to an impartial third party for a decision. Depending on the type of arbitration, the arbitrator's decision may or may not be binding. Several organizations, including the American Arbitration Association and JAMS-Endispute, handle arbitration claims. Courts may require some disputes be submitted to arbitration instead of or prior to the formal trial process. Attrition clause ✔ Contract wording that outlines potential damages or fees that a party may be required to pay in the event that it does not fulfill minimum commitments in the contract. Authorized signatory ✔ A person who is authorized to legally bind an individual or organization to a contract, to sign checks on behalf of an organization, or charge to an organization's master account. Cancellation clause ✔ Provision in a contract which outlines damages to be paid to the non-canceling party if cancellation occurs, due the canceling party's breach of the contract. Certificate of insurance ✔ A document provided by an insurance company as proof that a policy has been issued and coverage is in effect. Clause
✔ A detailed section of a contract pertaining to a specific issue. Concession ✔ 1) Merchandise or refreshments sold on site, to individuals, in conjunction with an event. 2) Contractual agreement where one party provides something of value to the other party in exchange for something else, pending certain conditions. Consideration ✔ The inducement to a contract. The cause, motive, price, or impelling influence which induces a contracting party to enter a contract. Contract ✔ An agreement between two or more parties that creates in each party a duty to do or not do something and a right to performance of the other's duty or a remedy for the breach of the other's duty. See COMMITMENT. See Also LETTER OF AGREEMENT. See Also Commitment Letter of Agreement Cut-off date ✔ Designated date when the facility will release a block of sleeping rooms to the general public. The date is typically three to four weeks before the event. See RESERVATION REVIEW DATE. See Also Reservation Review Date Exclusive ✔ Any agreement which limits who may provide specific products or services under certain conditions to only one party. A general service contractor, for instance, may have an "exclusive" in a particular facility, meaning that no other contractor is allowed to provide the same services or products in that facility. Force majeure ✔ An event (e.g. war, labor strike, extreme weather, or other disruptive circumstances) or effect that cannot be reasonably anticipated or controlled: a "fortuitous event." See ACT OF GOD. See Also Act of God General liability insurance ✔ An insurance policy that provides protection against claims involving bodily injury and property damage to third parties. Good faith ✔ A true and honest effort to uphold the law. (as in Good Faith Effort) Hold harmless ✔ A type of indemnity clause that requires one party to fully protect the other from a claim asserted. This would include the payment of costs or attorney fees. Indemnification clause
Waiver of subrogation ✔ A release of rights to substitute one party for another party. The release of an insurance company right to succeed to the insured's rights to sue for damages against the tortfeasor, after the insurance company pays an insured's claim of loss due to another's tort. Walk ✔ Guest holding confirmed sleeping room reservation is denied accommodations at the hotel where to reservation is held upon their arrival and is relocated to another hotel. APEX Post Event Report (PER) ✔ PER. The industry preferred term for a report of the details and activities of an event. A collection of post event reports over time will provide the complete History for an event. The industry accepted practice is to use the APEX POST EVENT REPORT, which can be found at the Convention Industry Council (www.conventionindustry.org). APEX RFP ✔ RFP. A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services. Same As BID MANUAL/SPECIFICATIONS. See Also Bid Manual/Specifications Convention and visitors bureau (CVB) ✔ CVB. Convention and visitor bureaus are not-for-profit organizations charged with representing a specific destination and helping the long-term development of communities through a travel and tourism strategy. Convention and visitor bureaus are usually membership organizations bringing together businesses that rely on tourism and events for revenue. For visitors, CVBs are like a key to the city. As an unbiased resource, CVBs can serve as a broker or an official point of contact for convention and event planners, tour operators and visitors. They assist planners with event preparation and encourage business travelers and visitors alike to visit local historic, cultural and recreational sites. Destination Marketing Association International ✔ A nonprofit organization representing specific destinations formerly known as the International Association of Convention & Visitors Bureaus. Members have expert knowledge of their city and its surrounding areas; typically they represent local hotels and motels, converence and convention centers, restaurants, attractions, etc. Event profile ✔ Provides the event's basic specifications and captures all the information gathered. A detailed event specifications package should include things like the goals and objectives of the event, attendee profile, prefered and optional dates, the number and type of guest rooms needed, the tentative program schedule, registration area, range of acceptable guest room rates, av requirements, etc.
History ✔ Record of an event over time. Meeting Information Network (MINT) ✔ Meeting Industry Network (formerly CINET or Convention Industry Network). On-line information network tracking historical and future site/booking information. CINET is provided by IACVB to its members. Post-event report ✔ PER. The industry preferred term for a report of the details and activities of an event. A collection of post event reports over time will provide the complete History for an event. The industry accepted practice is to use the APEX POST EVENT REPORT, which can be found at the Convention Industry Council (www.conventionindustry.org). Request for proposal (RFP) ✔ RFP. A document that stipulates what services the organization wants from an outside contractor and requests a bid to perform such services. Same As BID MANUAL/SPECIFICATIONS. See Also Bid Manual/Specifications Americans with Disabilities Act (ADA) ✔ Americans with Disabilities Act. U.S. legislation passed in 1992 requiring public buildings (offices, hotels, restaurants, etc.) to make adjustments meeting minimum standards to make their facilities accessible to individuals with physical disabilities. Backbone ✔ A permanently installed series of cable comprised of copper wire cable and/or fiber optic cable, utilized as the main thoroughfare in a building to transmit voice and data signals in or out of the facility. Category cable ✔ (Unshielded Twisted Pair Cable or UTP) Usually referred to as Cat 1, 2, 3, 4 or 5 cable. Cat 5 transmits data the fastest. Fast Ethernet requires enhanced Cat 5 cable or Cat 5 to operate at its full potential. See BACKBONE. See Also Backbone Complimentary room ✔ A sleeping room or function room provided to an individual or organization at no cost. See COMPLIMENTARY RATIO. See Also Complimentary Ratio Conference center ✔ A facility that provides a dedicated environment for events, especially small events. May be certified by the International Association of Conference Centers. Convention center ✔ Facility that combines an exhibition space with a substantial number of smaller event spaces. The purpose of these buildings is to host trade shows, public shows,
Modified American Plan ✔ MAP. A type of room rate that includes breakfast and one other meal (usually dinner). See DEMI-PENSION. See Also AMERICAN PLAN, BERMUDA PLAN, CONTINENTAL PLAN, EUROPEAN PLAN. See Also Demi-Pension American Plan Bermuda Plan Continental Plan European Plan Network ✔ Two or more computers or peripherals that are linked together for the purpose of sharing data. PCMA Space Verification Program ✔ Certification of measurements of meeting space through the Function Space Verification Program offered by the Professional Convention Management Association or through graphics layout software companies, e.g. MeetingMatrix. Shoulder season ✔ Period when the demand for a supplier's product or service is neither high nor low. See HIGH SEASON. See Also LOW SEASON. See Also High Season Low Season Site inspection ✔ In-person on-site review and evaluation of a venue or location for an event. See FAM TRIP. See Also Fam Trip T-1 line ✔ Transmitting data at speeds of up to 1.544 Mbps, operates at a much higher capacity than an ISDN line and can be split to accommodate several users at one time (known as a fractional T-1). T-3 line ✔ Transmitting data at speeds of up to 44.184 Mbps, is faster than a T-1 line, allowing performance of more tasks simultaneously at a greater speed. See T-1 LINE. See Also T-1 Line Yield management ✔ Computer program that uses variable pricing models to maximize the return on a fixed (perishable) inventory, such as hotel rooms, based on supply-and-demand theory. Booth ✔ One or more standard units of exhibit space. In the US, a standard unit is generally known to be a 10' x 10' space (one standard booth/stand unit, equaling 100 nsf). However, if an exhibitor purchases multiple units side-by-side or back-to-back, the combined space is also still referred to as a BOOTH or a STAND. Specific area assigned by management to exhibitor under contractual agreement. See STAND. See Also Stand
Carnet ✔ A customs document permitting the holder to carry or send merchandise temporarily into certain foreign countries (for display, demonstration or similar purposes) without paying duties or posting bonds. Certificate of origin ✔ A document, required by certain countries for tariff purposes, certifying as to the country of origin of specified goods. Commerical invoice ✔ An itemized statement furnished to a purchaser by a seller and usually specifying the price of goods or services and the terms of sale. Consular invoice ✔ A document, required by some countries, describing a shipment of goods and showing information such as the consignor, consignee, and value of the shipment. Certified by a consular official of the foreign country, it is used by that country's customs officials to verify the value, quantity, and nature of the shipment. Customs broker ✔ An individual or company which provides customs clearing services to shippers of goods to and from another country. Licensing and requirements vary from country to country. In the United States, a customs broker must be licensed by the Treasury Department and pass a government examination covering a broad range of knowledge, including all phases of import regulations, rates of duties, and customs law. Destination management company (DMC) ✔ DMC. A professional services company possessing extensive local knowledge, expertise and resources, specializing in the design and implementation of events, activities, tours, transportation and program logistics. Depending on the company and the staff specialists in the company, they offer, but are not limited to, the following: creative proposals for special events within the meeting; guest tours; VIP amenities and transportation; shuttle services; staffing within convention centers and hotels; teambuilding, golf outings and other activities; entertainment, including sound and lighting; décor and theme development; ancillary meetings and management professionals; and, advance meetings and onsite registration services and housing. See Also Professional Congress Organizer Ground Operator Export declaration ✔ Required for shipments valued at more than $2500; used by the U.S. government to monitor the dollar volume of export shipments. Export license ✔ A government document which permits the "licensee" to engage in the export of designated goods to certain destinations.
Travel agent ✔ Person or firm which is licensed and specializes in travel related arrangements, such booking hotel rooms, meals, transportation, cruises, tours, vacation packages and other travel elements. Value-added tax (VAT) ✔ VAT. A tax that is added to a product at each step of the manufacturing and marketing process reflecting value which has been added to the product by processing. Green event ✔ An event that incoporates environmental considerations throughout all states of the planning process in order to minimize the negative impact on the environment. Automated external defibrillator (AED) ✔ Automated External Defibrillator. Device installed in many large public areas (e.g. airports, hotels, convention centers). Can be used by any individual to administer life- saving care to person experiencing a heart attack. Cancellation Clause ✔ Provision in a contract which outlines damages to be paid to the non-canceling party if cancellation occurs, due the canceling party's breach of the contract. Cancellation or Interruption Insurance ✔ Insurance that protects a event organizer against financial loss or expenses incurred when contractually specified perils necessitate canceling or relocating a event, or cause a reduction in attendance. Confrontation ✔ Efforts of a dissident group to obstruct the conduct of an event. Demonstration ✔ 1) The act of showing how to do something. 2) A group of individuals organized to picket or protest against a group using placards, literature, songs, shouts and, sometimes, marches or sit-ins. Mitigation ✔ The activities that are undertaken to either reduce the probability that an emergency or crisis will occur or reduce the consequences if it does occur. Risk management ✔ Recognizing the possibility of injury, damage or loss, and having a means to prevent it or provide insurance. Accessibility
✔ 1) Airline lift into and out of a destination. See Also LIFT. 2) Capable of being used by people with physical challenges and disabilities. This is an important aspect of the United States' Americans with Disabilities Act (ADA). See Also Lift Accommodation ✔ 1) Any seat, berth, room, or service provided and/or sold to a guest, attendee or passenger. 2) Under the Americans with Disabilities Act (ADA), a step taken to allow a person with a disability to participate in an event or employment. Assisted listening devices (ALD) ✔ Devices that help people who are hard of hearing connect to the speaker system and use their hearing aids to hear the speaker more clearly. Barrier-free ✔ Absence of obstacles preventing handicapped persons from moving freely to all public areas within a building. Schoolroom set-up ✔ AKA Classroom set-up. Seating arrangement in which rows of tables with chairs face the front of a room and each person has a space for writing. Also Called SCHOOLROOM SET-UP. Telecommunications devices for the deaf (TDD) ✔ Devices for the deaf or hearing imparied available in public phone banks and/or at the registration desk. Theater set-up ✔ Seating arrangement in which seats are in rows facing the stage area, no tables. See AUDITORIUM SET-UP. See Also Auditorium Set-Up Banquet event order (BEO) ✔ BEO. A form most often used by hotels to provide details to personnel concerned with a specific food and beverage function or event room set-up. Breakout session ✔ Small group sessions, panels, workshops or presentations, offered concurrently within the event, formed to focus on specific subjects. The event is apart from the general session, but within the event format, formed to focus on specific subjects. These sessions can be arranged by basic, intermediate or advanced; or divided by interest areas or industry segment. Convention services manager (CSM) ✔ CSM. Professional at a hotel, convention center or convention bureau who is responsible for event operations management on all levels.
Post event report ✔ PER. The industry preferred term for a report of the details and activities of an event. A collection of post event reports over time will provide the complete History for an event. The industry accepted practice is to use the APEX POST EVENT REPORT, which can be found at the Convention Industry Council (www.conventionindustry.org). Post-con ✔ AKA Post Conference.Any event which is arranged for the period immediately following the conference proper. Pre-event meeting ✔ AKA Pre-con meeting. A meeting at the primary facility at which an event will take place just prior to the event beginning. Attendees generally include the primary event organizer, representatives of the event organizer/host organization, department heads at the facility, other facility staff as appropriate, and contractors. The agenda focuses on reviewing the purpose and details of the event and making final adjustments as needed. Compare With POST-CON MEETING. See Also Post-Con Meeting Pre-con ✔ AKA Pre Conference.Any event which is arranged for the period immediately preceeding the conference proper. Resume ✔ See SPECIFICATIONS GUIDE. See Also Specifications Guide Computer assisted drawing (CAD) ✔ Computer Assisted Drawing/Computer Assisted Manufacturing. Some facilities have CAD systems to provide room setup diagrams. Exhibition service contractor ✔ Supplier of booth/stand equipment, rental furnishings, floor coverings, labor, drayage and signs for exhibitions and trade shows. See GENERAL SERVICE CONTRACTOR. See Also General Service Contractor Exclusive ✔ Any agreement which limits who may provide specific products or services under certain conditions to only one party. A general service contractor, for instance, may have an "exclusive" in a particular facility, meaning that no other contractor is allowed to provide the same services or products in that facility. General service contractor ✔ GSC. An organization that provides event management and exhibitors with a wide range of services, sometimes including, but not limited to, Installation & Dismantle, creating and hanging signage and banners, laying carpet, drayage, and providing booth/stand furniture. See DECORATOR. See Also Decorator
One-stop shop ✔ A single source provider of goods or services. Pick-up ✔ Number of facility guest rooms actually used out of a room block. Booking agent ✔ 1) Broadly, one who acts or has the power to act: more usually, one that acts as the representative of another. Most frequently in travel, a specific kind of agent such as a retail travel agent. 2) Person that obtains engagements for entertainers, is paid by the entertainers and has no contract for production responsibilities. 3) Person in a speaker bureau/agency that acts on behalf of the seller (speaker) or on behalf of the buyer (customer). Change order ✔ Facility form to advise departments of changes in reservations or functions. Commission ✔ A payment to a sales representative for meeting or exceeding a sales revenue goal. Or a payment made to an individual or organization for bringing business to another individual or organization. Flying ✔ Raising and supporting sound, lighting or other equipment or décor from the ceiling. Ground support ✔ Lifts, trusses, pipe or other freestanding devices used to raise sound, lighting or other equipment above the heads of attendees and to support it from the floor. Housing company ✔ AKA Housing Bureau. Organization that provides reservation services for a group and its attendees. Incentive travel company ✔ Company which designs and handles some or all elements of incentive travel programs. In conjunction with (ICW) ✔ In Conjunction With. An event or function that occurs because of another event. Inducements ✔ Marketing tools or programs used to influence buying patterns and build customer loyalty. Multidisciplinary
