THE UNIVERSITY

OF THE
WEST INDIES
OPEN CAMPUS - JAMAICA
INTRODUCTION TO EVENTS MANAGEMENT
MID SEMESTER EXAMINATION
2 HOURS
INSTRUCTIONS:
There are five (5) sections. Answer all questions in each
section.
LECTURER: ----------------------------------------------------------------------CANDIDATE NAME: ---------------------------------------------------------DATE: -------------------------------------------------------SECTION

MARK

18

20

16

25

30

TOTAL

100
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Section 1
1.
a. What is Event Planning? (2 marks)
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b. List the seven basic steps you need to consider when planning any
event. (7 marks)
i. _________________________________________________________________
ii. _________________________________________________________________
iii. _________________________________________________________________
iv. _________________________________________________________________
v. _________________________________________________________________
vi. _________________________________________________________________
vii. _________________________________________________________________
c. Why are evaluation sessions after your event important and what
future benefits you may derive from them? (5 marks)
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d. List four (4) ways you may promote yourself as an event planner. (4
marks)
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________________________________________________________________________

Section 2
1. You are asked to plan conferences for Moneague College for which they have
asked you to identify supporting organizations to set up an exposition.
Identify four (4) categories of support groups you would target (4 marks).
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2. A budget serves as a valuable management tool for an Event Manager. List

three advantages of budgeting? (3 marks)
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3. Record keeping is essential for good management. Give five (5) benefits of
maintaining accurate and complete financial records? (5 marks)
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4. List and explain the four elements of communication. (4 marks)

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Section 3
1.
a. Your invitation states that the event is a black tie affair. Describe the
dress code for males and females. (4 marks)
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b. How do you formally address the following persons:
Patrick Allen, ON, GCMG, CD, Governor General (2 marks)
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Andrew Holness, MP, Leader of Opposition (2 marks)
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Portia Simpson-Miller, ON, MP, Prime Minister (2 marks}
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c. Name three (3) persons who should be present at the airport whenever
a Head of State visit? (3 marks)
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2. List three (3) things that an Event Planner should ensure is on an invitation
before dispatching to an invitee. (3 marks)
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Section 4
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For Questions 1 10 put TRUE or FALSE beside each statement. (10 marks)
1. There are two methods of communication.
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2. A telephone interview is an example of qualitative research.
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3. The W in SWOT Analysis stands for winning.
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4. A team leader is never expected to use an autocratic style of leadership
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5. An Event Planner should conduct a site inspection before selecting a venue
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6. Some promotional tools are direct mailing and telemarketing
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7. Some events have financial goals, that is to make money and this may be
achieved through sponsorship.
--------------8. Birthdays and weddings are classified as personal events
--------------9. Deciding a date, time and venue are essential when planning a party
-------------10.Electronic mail is an inappropriate means of communicating business
information with external customers.
--------------For Questions 11 -15, select the best responses. (3 marks each)
11.When conducting a market research the first task is to
a. Conduct primary research to gather information
b. Develop a questionnaire to gather factual information
c. Identify the tool to analyse the findings
d. Define the problem that needs to be solved.
12. A cost that remains constant despite changes in the volume of production
output is referred to as
a. Mixed
b. Variable
c. Fixed
d. Semi-variable
13.When negotiating with an organization, it is important that all aspect of the
event be specified in the
a. Contract
b. Meeting
c. Budget
d. Plan
14.A formal event setting is done in a
a. Class room style
b. E shape style
c. Banquet style
d. U shape style
15.A head count for an event includes
Page 5 of 7

a.
b.
c.
d.

the
the
the
the

total
total
total
total

number
number
number
number

of
of
of
of

people
people
people
people

taking the shuttle

attending an event
driving
in a family

Section 5
1. The promoters of Mayhem Affairs are insistent that their party should take
place in December, as they wish to introduce a new party experience for the
season. You have reservations about this because of how crowded that period
is for parties and also the type of entertainment may be a factor.
a. What type of research would you conduct, to ascertain if a change in
date would be feasible? State why. (2 marks)
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b. List and explain two (2) contingencies you would put in place to
minimize losses should that the number of patrons attending your
event is not enough. (4 marks)
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c. List four (4) uses of barriers at events. (4 marks)
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2.

Conic Promotions is hosting a music fiesta at Razzy Park. The police came
and locked down the event at 3:00 am. The patrons attacked the police
stating that it is a Saturday night and they should be allowed to continue until
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they say when. It was later discovered that Conic Promotions did not obtain a
Places of Amusement License to host this event.
a. A number of laws may have been broken. List at least two. (4 marks)
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b. List at least three agencies that should have been contacted for
permits and licenses.(6 marks)
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c. Define a rider agreement and how explain any two (2) issues that may
arise if not properly incorporated into the contract or an addendum to
the contract. (5 marks)
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