Travel and Event Coordination Flashcards
6 cards from real CAP practice questions. Tap to flip, then mark Knew It or Still Learning — missed cards come back until you master them.
Read the first 6 Travel and Event Coordination flashcards as text
Which of the following is a key component of an event planning checklist for a company-wide training seminar?
Answer: Confirming attendance, venue, catering, A/V equipment, and printed materials well before the event date
A comprehensive event checklist ensures all critical elements — attendance confirmation, venue details, catering, technology, and materials — are secured and confirmed in advance, reducing day-of surprises.
What is an 'attrition clause' in a hotel event contract?
Answer: A provision requiring the event organizer to pay for a minimum percentage of reserved rooms even if not all are used
An attrition clause holds the event organizer financially responsible for a percentage (typically 80–90%) of the contracted room block, ensuring the hotel receives minimum revenue even if actual attendance falls short.
When coordinating travel for an executive traveling internationally, which document should the administrative professional verify is valid well in advance of the trip?
Answer: Passport
A valid passport is required for international travel, and many countries require it to be valid for at least 6 months beyond the travel dates. Administrative professionals should verify expiration dates weeks or months in advance.
What is the purpose of a 'ground transportation' section in a travel itinerary?
Answer: To detail how the traveler will get between the airport, hotel, and meeting locations
The ground transportation section specifies the mode of transport (rental car, rideshare, hotel shuttle, car service) and relevant details (pickup times, confirmation numbers, directions) for each movement between locations.
When should an administrative professional submit a post-trip expense report?
Answer: As soon as possible after returning, according to company policy (typically within 30 days)
Most company travel policies require expense reports to be submitted promptly after return — typically within 30 days — to ensure timely reimbursement, accurate financial reporting, and compliance with IRS accountable plan rules.
Which of the following is the BEST practice for managing executive travel documentation?
Answer: Keeping digital and physical copies of all travel documents in a secure, easily accessible folder
Maintaining both digital and physical copies of all travel documents — stored securely and accessibly — ensures the executive can handle disruptions, lost documents, or technology failures without losing critical information.