Certified Meeting Professional (CMP) Practice Exam

What is the typical timeframe for scheduling a pre-conference meeting?

1. Twelve hours before arrival

2. 48-72 hours before attendees' arrival

3. A week prior to the event

4. As soon as possible

The correct answer is: 48-72 hours before attendees' arrival

The typical timeframe for scheduling a pre-conference meeting is 48-72 hours before attendees' arrival. This timing allows for sufficient preparation and coordination among the event organizers and key stakeholders. It ensures that all necessary details, such as the agenda, logistics, and roles of participants, are finalized, and any last-minute issues can be addressed. Scheduling too close to the event may not provide adequate time for all involved parties to be fully briefed or prepared, which can lead to disruptions or miscommunication during the event itself. Conversely, holding the meeting too far in advance could result in participants forgetting critical information or changes that need to be discussed as the event approaches. This 48-72 hour window strikes a balance, ensuring that everyone is informed and ready to execute their responsibilities effectively when the event begins.