Form Preview Example

The APEX Event Specifications Guide Template

Approved by the Convention Industry Council on September 30, 2004

Updated June 2005

Report Section	Page Number
Accepted Practices	2
Instructions for Use	5
Narrative	6
Function Schedule	14
Function Set-up Order	15
Function Set-up Order (Exhibitor Version)	22

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ACCEPTED PRACTICES

1.The term Event Specifications Guide or ESG (acronym) should be the industry’s official term for the document used by an event organizer to convey information clearly and accurately to appropriate venue(s) and/or suppliers regarding all requirements for an event. This is a four-part document which includes:

•Part I: The Narrative – general overview of the event.

•Part II: Function Schedule – timetable outlining all functions that compose the overall event.

•Part IIIa: Function Set-up Order – specifications for each function that is part of the overall event (each function of the event will have its own Function Set-up Order).

•Part IIIb: Function Set-up Order (Exhibitor Version) – specifications for each booth/stand that is part of an exhibition.

This is based on accepted terminology defined in the APEX Industry Glossary. The Glossary defines an event as “an organized occasion such as a meeting, convention, exhibition, special event, gala dinner, etc. An event is often composed of several different yet related functions.” The Glossary also defines a function as “any of a group of related organized occasions that contribute to a larger event” (e.g. registration area, coat check, rehearsal, outside display, seating area, office, poster session, green room, emergency information area, breakout session, etc.).

2.The APEX ESG should be the industry’s accepted format for the conveyance of information regarding the requirements of an event.

3.The following fields in the Narrative portion of the ESG require information input and are designated by *. An acceptable input is “Not Applicable” or “NA”:

Date Originated Date Revised Event Profile

•Event Name

•Event Organizer/Host Organization Mailing Address Line 1

•Event Organizer/Host Organization City

•Event Organizer/Host Organization State/Province

•Event Organizer/Host Organization Postal/Zip Code

•Event Organizer/Host Organization Country

•Event Organizer/Host Organization Phone

•Event Type

Dates & Times

•Published Event Start Date

•Published Event End Date

•Pre-Event Meeting

-Day & Date

-Time

-Location

-Attendees

•Post-Event Meeting

-Day & Date

-Time

-Location

-Attendees

Key Event Contacts

•Complete information for a minimum of one (1) key event contact person Attendee Profile

•Accessibility/Special Needs

Housing

•Room Block(s) - Complete information for a minimum of one (1) Hotel or Housing Facility

•Reservation method

•Accessibility/Special Needs Rooms

Safety & Security

•Medical/Emergency Instructions

•Key Event Organizer/Host Organization Contact in Case of Emergency/Crisis

•Crisis & Emergency Instructions

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•On-site Communications

•Hours of surveillance

•Areas for surveillance

•

Food & Beverage

•Special Requirements

•Catered Food & Beverage Total Expected Attendance Chart Transportation

•Attendee Shuttle Provided

Shipping/Receiving

•One line of the Shipping Grid

•Expected Outbound Shipping Requirements Billing Instructions

•Group is tax-exempt

•Room & Tax to Master

•Incidentals to Master

•Guests Pay on Own

•Negotiated Items/Services

•Final Bill to Be Provided to (contact name)

•Final Bill to Be Sent to (mailing address) Authorized Signatories

•Complete information for a minimum of one (1) authorized signatory

4.There should be various stages in the evolution of the APEX ESG and the processes used to complete it:

Stage I - The form will be a word processing file and be completed manually. It will be shared by event organizers and venues/suppliers in electronic and/or hard copy form.

•Every facility and vendor involved in an event should receive a complete copy of the final ESG.

•Each ESG will include dates for pre- and post-event meetings to review and revise information.

•The ESG should be shared in a way that, when changes are made, they can be properly tracked and identified. Specifically, when a change is made from the original published document, a revised date should be inserted, and any change should be highlighted and dated within the document.

•The Function Set-up Order (Exhibitor Version) should be used by exhibitors to communicate booth/stand needs to show management and other vendors. Additionally, show managers can use the form to guide exhibitors through the process of determining and relaying their set-up requirements.

•The suggested timetable for the completion and sharing of the information contained in this document is dependent upon the size and complexity of the meeting, convention, or exhibition.

-At a minimum, an event organizer should send the ESG to all facilities and vendors four weeks prior to the start of the event.

-Also, at a minimum, facilities and vendors should respond with completed orders [production schedules, Banquet Event Orders (BEOs), etc.] no later than two weeks prior to the event.

While these are recommended guidelines, the needs of each facility and vendor will vary. Event organizers should confer with suppliers to determine the timeline and deadlines for this information. Also, all parties should consult the relevant contract because that could override any recommendation in this document.

Stage II - When industry-related software is updated and new software is developed, programmers will ensure that the APEX data map is referenced so that all data fields are defined correctly and are able to efficiently capture, store, and share information from the APEX ESG. This will allow for more automated sharing and updating of the report.

5.The Convention Industry Council will annually convene a special committee of professionals from across the meetings, conventions, and exhibitions industry to review all recommendations to the contents of the APEX Event Specifications Guide that have been be received in the preceding year. This special committee will consult and confirm that changes to the report are required. It will then make a formal recommendation to the Convention Industry Council for action.

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APEX EVENT SPECIFICATIONS GUIDE (ESG) TEMPLATE

Instructions for Use

The ESG is a written document that is all inclusive of event details. It includes three sections: 1) Narrative 2) Function Schedule and 3) Function Set-up Order. The following templates will assist event organizers in compiling complete information for a venue partner and contractor/supplier partners. Note the following:

1.Required Information: Several fields require information input. These items are designated by *.

2.Every function must have its own Function Set-up Order.

3.Every function must have a number. All diagrams, photos, sign copy, etc. refer to the function number at all times. When a new function is added, it is at the discretion of the planner whether to order in sequence, or to use “intermediate numbers.” Anything other than whole numbers must be formatted as 1a, 1b, 1c, etc. When a function in sequence is cancelled, the function number should not be reassigned.

4.Every section may not apply for every event.

5.Changes & Revisions: ESGs should be shared in a way that, when changes are made, they can be properly tracked and identified. Specifically, when a change is made from the original published document, a revised date should be inserted, and any change should be highlighted and dated within the document.

6.The Function Set-up Order (Exhibitor Version) should be used by exhibitors to communicate booth/stand needs to show management and other vendors. Additionally, show managers can use the form to guide exhibitors through the process of determining and relaying their set-up requirements.

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PART I – Narrative

Date Originated*: __________

Date Revised*: __________

Repeat for additional revisions as necessary.

A. EVENT PROFILE

Event Name*: __________

Event Organizer/Host Organization: __________

Event Organizer/Host Organization Phone*: __________

Event Organizer/Host Organization Mailing Address Line 1*: __________

Event Organizer/Host Organization Mailing Address Line 2: __________

Event Organizer/Host Organization City*: __________

Event Organizer/Host Organization State/Province*: _________

Event Organizer/Host Organization Postal/Zip Code*: __________

Event Organizer/Host Organization Country*: __________

Event Organizer/Host Organization Web Address: __________

Event Web Address: __________

Event Organizer/Host Organization Overview (mission, philosophy, etc.): __________

Event Objectives: __________

Event	Drop Down Options:
Scope:	Citywide
	Single Venue
	Multiple Venue
	Other: __________

Event Type*:	Drop Down Options:
	Board Meeting	Sales Meeting
	Committee Meeting	Shareholders Meeting
	Customer Event	Special Event
	Educational Meeting	Team-Building Event
	General Business Meeting	Training Meeting
	Incentive Travel	Trade Show
	Local Employee Gathering	Video Conference
	Product Launch	Other: __________
	Public/Consumer Show
Event	Drop Down Options:
Frequency:	One Time Only
	Biennial
	Annual
	Semi-Annual
	Quarterly
	Monthly
	Other: __________

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Event is mandatory for attendees: Yes No

Spouses & Guests are invited to attend: Yes No

Children are invited to attend: Yes No

Other Event Profile Comments: __________

B. KEY DATES, TIMES, & LOCATIONS

Refer to the complete Schedule of Events (Part II of the ESG) for complete details on all functions and scheduled activities.

Primary Event Facility Name: __________	Event Location City: __________
State/Province: __________	Country: __________

Published Event Start Date*: __________

Published Event End Date*: __________

Pre-Event Meeting

Day & Date*: __________

Time* (US & Military via auto calc): __________

Location*: __________

Attendees*: __________

Post-Event Meeting

Day & Date*: __________

Time* (US & Military via auto calc): __________

Location*: __________

Attendees*: __________

Pre-Event Move-in & Set-up Required: Yes No

If Yes, Specific Schedule Will Be Provided By: __________ (e.g. name of contractor)

Other Dates & Times Comments: __________

e.g. registration desk hours, daily review meetings

C. KEY EVENT CONTACTS

Use this section to list all key personnel for the event (e.g. staff, exhibits manager, general services contractor, A/V company, security company, preferred shipper).

Event Organizer/Host Organization Contacts

Name	Address	Description of	Location During	Emergency
Title	Telephone	Responsibilities	Event	Contact?
Company	Fax
	Email
	Mobile Phone
Contact1 Name*	Contact1 Address*	Contact1	On-Site*	Yes
Contact1 Title*	Contact1 Telephone*	Responsibilities*	Off-site*	No
Contact1 Company*	Contact1 Fax*
	Contact1 Email*
	Contact1 Mobile Phone*
Repeat for additional
Contacts as necessary.
Supplier Partner Contacts

Name

Title

Address Telephone

Description of Responsibilities

Location During Event

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Company	Fax
	Email
	Mobile Phone
Contact1 Name*	Contact1 Address*	Contact1	On-Site*
Contact1 Title*	Contact1 Telephone*	Responsibilities*	Off-site*
Contact1 Company*	Contact1 Fax*
	Contact1 Email*
	Contact1 Mobile Phone*
Repeat for additional Contacts
as necessary.
Other Event Contacts Comments: __________

D. ATTENDEE PROFILE

See Section E for the Exhibitor Profile.

Expected Total Event Attendance: __________

Number of Pre-Registered Attendees: __________

Number of Domestic Attendees: __________

Note: Domestic Attendees live in the same country where the event is held

Number of International Attendees: __________

Demographics Profile (Attendees Only): __________

Accessibility/Special Needs*: __________

Note: Use this section to outline any special needs the group has.

Other Attendee Profile Comments: __________

E. EXHIBITOR PROFILE

Number of Exhibitors Attending: __________

Number of Domestic Exhibitors: __________

Note: Domestic Exhibitors live in the same country where the event is held

Number of International Exhibitors: __________

Demographics Profile (Exhibitors Only): __________

Number of Exhibiting Companies/Organizations Represented: __________

Accessibility/Special Needs*: __________

Note: Use this section to outline any special needs the group has.

Other Exhibitor Profile Comments: __________

F. ARRIVAL/DEPARTURE INFORMATION

Major Arrivals: __________

Major Departures: __________

Group Arrivals/Departures: __________

Porterage/Luggage Delivery Requirements: __________

Luggage Storage Requirements: __________

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Drive-in and Parking Instructions: __________

Fly-in Instructions: __________

Other Arrival/Departure Comments: __________

G. HOUSING

Room Block(s)*:

For a multi-hotel/housing facility event, name all housing facilities and specify the headquarters

Facility Name

Facility Name1

Additional facilities

as necessary

Hotel?

Yes

Day 1

Final Room Block #

Day 2	Day 3

Final Room	Final Room
Block #	Block #

Additional days

as necessary

Reservation method*:__________

Third-Party Housing Provider Used: Yes No

If Yes, Housing Provider Company Name: __________

Suites: __________

Double/Single Occupancy: __________

Accessibility/Special Needs Rooms*: __________

Amenities: __________

In-room deliveries: __________

Room Drops (outside doors): __________

Other Housing Comments: __________

Note: See Section D for VIP information

H. VIPs – VERY IMPORTANT PERSONS

Name

VIP1

VIP2

Repeat for additional VIPs as necessary.

Title

Employer

Arrival

Date

Time

Departure

Date &

Time

Amenities

Upgrades

Relationship to the Event

Comments e.g. special billing, airport transfers

I. FUNCTION SPACE

Use this section to address any special issues or situations that apply to the event.

Off-site Venue(s): __________

Function Rooms: __________

Message Center: __________

Office(s): __________

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Registration Area(s): __________

Lounge(s): __________

Speaker Ready Room(s): __________

Press Room: __________

Storage: __________

General Reader Board Information: __________

Other Function Space Comments: __________

J. EXHIBITS

Location(s) of Exhibits: __________

Exhibitor Registration Location(s) : __________

Number of Exhibits: __________
Gross Square Feet Used: __________	Gross Square Meters Used: __________
Net Square Feet Used: __________	Net Square Meters Used: __________
Exhibit Rules & Regulations Attached: Yes	No
Show Dates and Times:

Day/Date

Show Hours

Storage Needs: __________

Anticipated POV (Privately Owned Vehicle) Deliveries (#): __________

Exhibitor Schedule

Move-in Begin Date: __________	Move-in End Date: __________
Move-in Begin Time: __________
Move-out Begin Date: __________	Move-out End Date: __________
Move-out End Time: __________
Service Contractor Schedule
Move-in Begin Date: __________	Move-in End Date: __________
Move-in Begin Time: __________
Move-out Begin Date: __________	Move-out End Date: __________
Move-out End Time: __________

See Section B: Dates & Times for Targeted Move-in Information

Other Exhibits Comments: __________

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K. UTILITIES

Use this section to describe any special situations in regard to Engineering, Rigging, Electrical, Water, Telecommunications, etc.

L. SAFETY, SECURITY & FIRST-AID

Medical/Emergency Instructions*: __________

Key Event Organizer/Host Organization Contact in Case of Emergency/Crisis*: __________

Crisis & Emergency Instructions*: __________

On-site Communications Protocol*: __________
General Security/Surveillance:	Not Required	Group To Provide	Venue To Provide

Outside Vendor To Provide: __________ (company name)

Day/Date

Location

Hours (start & end)

First-Aid Services:

Day/Date

Not Required

Group To Provide

Venue To Provide

Outside Vendor To Provide: __________ (company name)

Location	Hours (start & end)

Keys Location

Function Name

Start Day & Time

End Day & Time

#of Keys Required

Key Type

House/Standard

Re-Keyed

VIP and/or Police Escorted Movements: __________

Other Security Comments: __________

M. FOOD & BEVERAGE

Special Requirements*: __________

Catered Food & Beverage Total Expected Attendance*

Breakfast(s)

AM Break(s)

Lunch(s)

PM Break(s)

Reception(s)

Dinner(s)

Day 1

Day 2

Day 3

Day 4

Repeat for additional days as necessary.

On-Site F&B Description: __________

Off-Site F&B Description: __________

Anticipated Outlet/Concession Usage: __________

Other Food & Beverage Comments: __________

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N. SPECIAL ACTIVITIES

Recreational Activities: __________

Guest Programs: __________

Tours: __________

Pre- & Post-Event Programs: __________

Entertainment: __________

Children’s Programs: __________

Other Special Activities Comments: __________

O. AUDIO/VISUAL REQUIREMENTS

Use this section to address any special issues or situations that apply to the event.

P. TRANSPORTATION

Attendee Shuttle Provided*: Yes No

If Yes, complete the following:

Day & Date	Route Name
(i.e., Monday,
mm/dd/yyyy)

Repeat for additional occurrences as necessary.

Start Time

End Time

Frequency

Transportation Provider: __________

Shuttle(s) Provided for Off-Site Events: Yes No If Yes, complete the following:

Departure Location

Departure Date/Time

Drop-off Location

Drop-off Date/Time

Return Location

Return Date/time

Transportation

Provider

Off-Site Function 1

Off-Site Function	Off-Site Function 3
2

Off-Site Function 4

Additional Off-Site

Functions as

Necessary

Other Transportation Comments: __________

Q. IN CONJUNCTION WITH (ICW) GROUPS

Use this section to list and describe any In Conjunction With (ICW) groups of which suppliers for this event should be aware. Full contact information for the main point of contact should also be included. Additionally, note any important rules and regulations regarding these groups.

R. MEDIA/PRESS

Use this section to address any special issues or situations that apply to the event (e.g. contact information for the person to whom all media inquiries should be sent).

S. SHIPPING/RECEIVING

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From:

(contact and address)

To:

(contact and address)

Shipper:

# of Items:

Expected Delivery Date

Expected Outbound Shipping Requirements*: __________

Dock Usage: __________

Freight Elevator Usage: __________

Drayage To Be Handled By: __________

Other Shipping/Receiving Comments: __________

T. HOUSEKEEPING INSTRUCTIONS

Use this section to address any special issues or situations that apply to the event.

U. FRONT DESK INSTRUCTIONS

Use this section to address any special issues or situations that apply to the event.

V.OTHER REQUIREMENTS

W.BILLING INSTRUCTIONS

Final Bill to Be Provided to*: __________ (contact name)

Final Bill to Be Sent to*: __________ (mailing address)

Special Concessions and Negotiated Items/Services*

Description

Item/Service1

Item/Service2

Repeat for additional items/services as necessary.

On-Site Bill Review Instructions: __________

Third-Party Billing Instructions: __________

Use this section to give specific instructions for goods & services that the event organizer is not responsible for (e.g. contractors expenses, etc.)

Group is tax-exempt*: Yes	No
If yes, Tax Exempt ID #: __________
Room & Tax to Master*: Yes	No
Incidentals to Master*: Yes	No
Guests Pay on Own*: Yes	No

X. AUTHORIZED SIGNATORIES

Full Name

Title

Approval Authority

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Signatory1 Full Name*

Repeat for additional Signatories as necessary.

Signatory1 Title*

Indicate Approval Authority Instructions*

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PART II – Function Schedule

Date Originated: __________

Date Revised*: __________

Repeat for additional revisions as necessary. Event Name: __________

Event Organizer/Host Organization: __________

Contact Name: __________

Contact Phone: __________

Day &	Function	Function	Function	Facility
Date	Start Time	End Time	Name
	(US &	(US &
	Military via	Military via
	auto calc)	auto calc)

Function Schedule Comments: __________

Room Name

Set- up

Set For

Function

Posting Instructions

Post

Do Not Post

24-Hour Hold?

Yes

^enter primary set-up designated on the function’s function order.

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PART IIIa – Function Set-up Order

Date Originated: __________

Date Revised*: __________

Repeat for additional revisions as necessary.

A. EVENT DETAILS

Event Name: __________

Event Organizer/Host Organization: __________

Contact Name: __________

Contact Phone: __________

B. FUNCTION DETAILS

Function #: __________
Function Name: __________
Function Type:	Drop Down Options:
	Break Out
	Coat Check
	Dressing/Green Room
	Exhibit
	General Session
	Meeting
	Office
	Photo Room
	Poster Session
	Registration
	Speaker Room
	Storage
	Workshop
	Other

Post to Reader Board? Post Do Not Post

If Post, Post As: __________

Function Location: __________

Key Event Personnel for this Function: __________

Attendance: __________

Function Start Day/Date: __________

Function Start Time (US & Military via auto calc): __________

Function End Day/Date: __________

Function End Time (US & Military via auto calc): __________

Set Up By (US & Military via auto calc): __________

Dismantle No Later than (US & Military via auto calc): __________

Catered Function: Yes No

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C. ROOM SET-UP

Room Set-up Diagram Attached: Yes No

Note: The set-up diagram should indicate A/V placement and electrical needs.

Room Set Room For: __________ (qty.)

Primary Room Set-up:	Drop Down Options:
	10x10 exhibits
	8x10 exhibits
	Island Exhibit
	Peninsula Exhibit
	Perimeter Exhibit
	Tabletop exhibits
	Banquet Rounds for 10
	Banquet Rounds for 12
	Banquet Rounds for 8
	Board Room (Conference)
	Classroom - 2 per 6 ft. tables
	Classroom - 3 per 6 ft. tables
	Classroom - 3 per 8 ft. tables
	Classroom - 4 per 8 ft. tables
	Classroom (Chevron) - 2 per 6 ft. tables
	Classroom (Chevron) - 3 per 6 ft. tables
	Classroom (Chevron) - 3 per 8 ft. tables
	Classroom (Chevron) - 4 per 8 ft. tables
	Cocktail Rounds
	Crescent Rounds of 5
	Crescent Rounds of 6
	Crescent Rounds
	E-shaped
	Existing
	Flow (no tables or chairs)
	Hollow square
	Perimeter Seating
	Registration
	Royal conference
	Talk Show
	Theater
	Theater - Semi-circle
	Theater - Chevron
	T-shaped
	U-shaped
	Other: __________
Secondary Room Set-up:	Choose all that apply:
	Perimeter Seating set for _____ (qty.)
	Talk Show Set-up set for _____ (qty.)
	Head Table for _____ (qty.)
	Lectern [see Section D (A/V) for style & quantity]
	Rear Screen Projection [see Section D (A/V) for details]
	Riser
	If yes,
	Riser Height: _____ in. (_____ cm)
	Riser Width: _____ in. (_____ cm)
	Riser Depth: _____ in. (_____ cm)
	Dance Floor
	If yes,
	Dance Floor Length: _____ in. (_____ cm)
	Dance Floor Width: _____ in. (_____ cm)
	Other: __________

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Other Set-up Requirements (choose all that apply):

Water Service for Speaker(s)/Moderator(s)

Water Service for table(s)

Water Service for back of room

Pads/Pens for tables

Candy for tables

VIP Set-up If yes, Describe: __________

Table(s) in back of room (for literature, etc.)	If yes, Quantity: __________
Other: __________
Special Requirements: __________
Room Set-up Comments: __________

D.AUDIO/VISUAL (A/V)

Not Required Group To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section E. Otherwise, complete the following:

A/V Company Name: __________

A/V Equipment/Services Needed (choose all that apply):

Item	Quantity	Item Price	Item Detail/Comments
35mm Projector w/ Remote	__________	__________	__________
Audio Recording	__________	__________	__________
Background Music	__________	__________	__________
Blackboard w/ Eraser & Chalk	__________	__________	__________
Closed Circuit Video	__________	__________	__________
Data Projector	__________	__________	__________
Dry Erase Board w/ Eraser & Markers	__________	__________	__________
DVD Player	__________	__________	__________
Easel	__________	__________	__________
Electric Pointer	__________	__________	__________
Flipchart & Markers	__________	__________	__________
Lectern (standing)	__________	__________	__________
Lectern (table)	__________	__________	__________
Microphone – Wired Lavaliere	__________	__________	__________
Microphone – Wired Lectern	__________	__________	__________
Microphone – Wired Standing	__________	__________	__________
Microphone – Wired Table	__________	__________	__________
Microphone – Wireless Lavaliere	__________	__________	__________
Microphone – Wireless Lectern	__________	__________	__________
Microphone – Wireless Standing	__________	__________	__________
Microphone – Wireless Table	__________	__________	__________
Monitor Cart	__________	__________	__________
Overhead Projector	__________	__________	__________
Personal Computer – Desktop	__________	__________	__________
Personal Computer - Laptop	__________	__________	__________
Personal Computer - Mac	__________	__________	__________
Powered Speaker	__________	__________	__________
Projection Stand	__________	__________	__________
Screen (indicate size in comments)	__________	__________	__________
Television	__________	__________	__________
VHS Player	__________	__________	__________
Video Camera	__________	__________	__________
Video Monitor	__________	__________	__________
Video Recording	__________	__________	__________
Other: __________	__________	__________	__________

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A/V Comments: __________

Include special information such as lighting needs or labor needs (e.g. AV technician).

E.FOOD & BEVERAGE (F&B)

Not Required Group To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section F. Otherwise, complete the following:

F&B Service Time (US & Military via auto calc): __________

Anticipated Attendance: __________

F&B Guarantee: __________

Set for: __________
Meal Type:		Drop Down Options:
		Continental Breakfast
		Breakfast
		Brunch
		Lunch
		Dinner
		Break
		Reception
		Hospitality
		Other: __________
Service Type:		Drop Down Options:
		Boxed
		Buffet
		Plated
		Other: __________
F&B Menu

	Description	Quantity	Price	Per
				Person, gallon, tray, etc.

F&B Comments: __________

Note: This can address dietary requirements, alcohol policies, and other special issues.

F.DÉCOR

Not Required Group To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section G. Otherwise, complete the following:

Decorator Company Name: __________

Décor Instructions/Requests: __________

G. SECURITY

# of Keys Required: __________
Key(s) should be:	House/Standard Key	Re-keyed
Security Required:	Not Required	Group To Provide
	Venue To Provide	Outside Vendor To Provide

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If Not Required, go to Section H. Otherwise, complete the following:

Security Company Name: __________

Security Start Time (US & Military via auto calc): __________

Security End Time (US & Military via auto calc): __________

Security Instructions/Requests: __________

H. ACCESSIBILITY

Accessibility/Special Needs Instructions:

I. ENTERTAINMENT/SPEAKER

Entertainment/Speaker: Yes No

If No, go to Section J. If Yes, complete the following:

Speaker Name(s) : __________

Entertainment/Speaker Company: __________

Entertainment/Speaker Instructions/Requests: __________

J.SIGNAGE

Not Required Group To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section K. Otherwise, complete the following:

Signage Company: __________

Easel Required: Yes No

Signage Instructions/Requests: __________

K. TRANSPORTATION

Transportation Required: Yes No

If No, go to Section L. If Yes, complete the following:

Transportation Company: __________

Transportation Instructions/Requests: __________

L. SHIPPING/RECEIVING

Shipping/Receiving Required: Yes No

If No, go to Section M. If Yes, complete the following:

Shipping/Receiving/Mail Instructions/Requests: __________

M. UTILITIES

Electrical Connections:

Not Required

Group To Provide

Venue To Provide Outside Vendor To Provide

Optional:

Connection Type

Quantity

Price

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Connection types can include specific service type such as 120 volt (10 amp) service or power strip quad box etc.

Electrical Notes:

Include Electrical needs, description of use and quantity.

Telecommunications Connections:	Not Required		Group To Provide
	Venue To Provide		Outside Vendor To Provide
Voice Services
Item	Quantity	Price		Comments
Analog Phone Line	__________	__________		Long distance
				Restricted
				Other_________
Multi-Line Phone Set	__________	__________		__________
Single Line Phone Set	__________	__________		__________
Speaker Phone	__________	__________		__________
Voice Mail Box	__________	__________		__________
Other: __________	__________	__________		__________

Data Services
Item	Quantity	Price
Internet Connection – Ethernet	__________	__________
Internet Connection – Wireless	__________	__________
ISDN Line	__________	__________
T-1 Line	__________	__________
Other: __________	__________	__________

Telecommunications Notes:

Include placement information and other requirements here.

Cleaning Services:	Not Required	Group To Provide
	Venue To Provide	Outside Vendor To Provide

Cleaning Contractor: _______________________________________________________________

Cleaning Refresh Times and Instructions:

Specify multiple cleaning and refresh times as needed. Also indicated trash removal times if different from refresh times

Other Utilities:	Not Required	Group To Provide
	Venue To Provide	Outside Vendor To Provide
Item			Quantity	Price
Air (indicate PSI/Pascal: _____)			__________	__________
Drain			__________	__________
Natural Gas/Propane			__________	__________
Water (indicate minimum pressure: _____)			__________	__________
Fill & Drain (indicate gallons: _____)			__________	__________
Steam			__________	__________

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Other: __________	__________
Other Utilities Notes:

N. BILLING INSTRUCTIONS

Billing Instructions: __________

Note any instructions that are unique to this function and not covered by information in the narrative. Organizer Cost Center: __________

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*indicates required field

PART IIIb – Function Set-up Order (Exhibitor Version)

Date Originated: __________

Date Revised*: __________

Repeat for additional revisions as necessary.

A. EVENT DETAILS

Event Name: __________

Event Organizer/Host Organization: __________

Contact Name: __________

Contact Phone: __________

B. BOOTH DETAILS

Booth #: __________
Booth Location: __________
Booth Type:	8’x10’
	10‘x10’
	Island
	Peninsula
	Perimeter
	Table Top
	Other: __________

Booth Name: _____________

Company Name: __________

Key Contact Person for Booth: __________

Booth Start Day/Date: __________

Booth Start Time (US & Military via auto calc): __________

Booth End Day/Date: __________

Booth End Time (US & Military via auto calc): __________

Set Up By (US & Military via auto calc): __________

Tear Down No Later than (US & Military via auto calc): __________

C. BOOTH SET-UP

Booth Set-up Diagram Attached: Yes No

Note: The set-up diagram should indicate A/V placement and electrical needs.

Inventory Needed (list all that apply):

Description	Quantity	Price/Per	Comments
	__________	__________	__________
	__________	__________	__________
	__________	__________	__________

Special Requirements: __________

e.g. double-decker, floor load

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Booth Set-up Comments: __________

D.AUDIO/VISUAL (A/V)

Not Required Booth To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section E. Otherwise, complete the following:

A/V Equipment/Services Needed (choose all that apply):

Item	Quantity	Item Price	Item Detail/Comments
35mm Projector w/ Remote	__________	__________	__________
Audio Recording	__________	__________	__________
Background Music	__________	__________	__________
Blackboard w/ Eraser & Chalk	__________	__________	__________
Closed Circuit Video	__________	__________	__________
Data Projector	__________	__________	__________
Dry Erase Board w/ Eraser & Markers	__________	__________	__________
DVD Player	__________	__________	__________
Easel	__________	__________	__________
Electric Pointer	__________	__________	__________
Flipchart & Markers	__________	__________	__________
Lectern (standing)	__________	__________	__________
Lectern (table)	__________	__________	__________
Microphone – Wired Lavaliere	__________	__________	__________
Microphone – Wired Lectern	__________	__________	__________
Microphone – Wired Standing	__________	__________	__________
Microphone – Wired Table	__________	__________	__________
Microphone – Wireless Lavaliere	__________	__________	__________
Microphone – Wireless Lectern	__________	__________	__________
Microphone – Wireless Standing	__________	__________	__________
Microphone – Wireless Table	__________	__________	__________
Monitor Cart	__________	__________	__________
Overhead Projector	__________	__________	__________
Personal Computer – Desktop	__________	__________	__________
Personal Computer - Laptop	__________	__________	__________
Personal Computer - Mac	__________	__________	__________
Powered Speaker	__________	__________	__________
Projection Stand	__________	__________	__________
Screen (indicate size in comments)	__________	__________	__________
Television	__________	__________	__________
VHS Player	__________	__________	__________
Video Camera	__________	__________	__________
Video Monitor	__________	__________	__________
Video Recording	__________	__________	__________
Other: __________	__________	__________	__________
A/V Comments: __________

E.FOOD & BEVERAGE (F&B)

Not Required Booth To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section F. Otherwise, complete the following:

F&B Service Time (US & Military via auto calc): __________

Anticipated Attendance: __________

F&B Guarantee: __________

Set for: __________

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Meal Type:	Drop Down Options:
	Continental Breakfast
	Breakfast
	Brunch
	Lunch
	Dinner
	Break
	Reception
	Hospitality
	Other: __________
Service Type:	Drop Down Options:
	Boxed
	Buffet
	Plated
	Other: __________
F&B Menu

Description

Quantity

Price

Per

Person, gallon, tray, etc.

F&B Comments: __________

Note: This can address dietary requirements, alcohol policies, and other special issues.

F.DÉCOR

Not Required Booth To Provide

Venue To Provide Outside Vendor To Provide

If Not Required, go to Section G. Otherwise, complete the following:

Exhibitor Appointed Contractor: __________ (include company name and contact information)

Décor Instructions/Requests: __________

G. SECURITY

# of Keys Required: __________
Key(s) should be:	House/Standard Key	Re-keyed
Security Required:	Not Required	Booth To Provide

Venue To Provide Outside Vendor To Provide If Not Required, go to Section H. Otherwise, complete the following:

Security Company Name: __________

Security Start Time (US & Military via auto calc): __________

Security End Time (US & Military via auto calc): __________

Security Instructions/Requests: __________

H. ACCESSIBILITY

Accessibility/Special Needs Instructions:

I. ENTERTAINMENT/SPEAKER

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*indicates required field

Entertainment/Speaker: Yes No

If No, go to Section J. If Yes, complete the following:

Speaker Name(s) : __________

Entertainment/Speaker Company: __________

Entertainment/Speaker Instructions/Requests: __________

J. SIGNAGE

Signage Instructions/Requests: __________

K. MATERIAL HANDLING

Shipping/Receiving Required: Yes		No
Customs/Brokerage: Yes No
Shipping Information:
	To	From	Sender

Shipping to Show Carrier: __________

(Include Company name, address, contact, phone, fax and e-mail.)

Shipping from Show Carrier: __________

(Include Company name, address, contact, phone, fax and e-mail.)

Material Handling Instructions: __________

(Specify fragile, oversized etc.)

L. UTILITIES

Electrical Connections:	Not Required	Group To Provide
	Venue To Provide	Outside Vendor To Provide

Optional:
Connection Type	Quantity	Price

Venue

Connection types can include specific service type such as 120 volt (10 amp) service or power strip quad box etc.

Electrical Notes:

Include Electrical needs, description of use and quantity.

Telecommunications Connections:	Not Required		Group To Provide
	Venue To Provide		Outside Vendor To Provide
Voice Services
Item	Quantity	Price		Comments
Analog Phone Line	__________	__________		Long distance
				Restricted
				Other_________
Multi-Line Phone Set	__________	__________		__________
Single Line Phone Set	__________	__________		__________

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*indicates required field

Speaker Phone	__________	__________	__________
Voice Mail Box	__________	__________	__________
Other: __________	__________	__________	__________

Data Services
Item	Quantity	Price
Internet Connection – Ethernet	__________	__________
Internet Connection – Wireless	__________	__________
ISDN Line	__________	__________
T-1 Line	__________	__________
Other: __________	__________	__________

Telecommunications Notes:

Include placement information and other requirements here.

Cleaning Services:	Not Required	Group To Provide
	Venue To Provide	Outside Vendor To Provide

Cleaning Contractor: _______________________________________________________________

Cleaning Refresh Times and Instructions:

Specify multiple cleaning and refresh times as needed. Also indicated trash removal times if different from refresh times

Other Utilities:	Not Required	Group To Provide
	Venue To Provide	Outside Vendor To Provide
Item			Quantity	Price
Air (indicate PSI/Pascal: _____)			__________	__________
Drain			__________	__________
Natural Gas/Propane			__________	__________
Water (indicate minimum pressure: _____)			__________	__________
Fill & Drain (indicate gallons: _____)			__________	__________
Steam			__________	__________
Other: __________			__________

Other Utilities Notes:

N. BILLING INSTRUCTIONS

Booth is tax-exempt: Yes No

Tax-Exempt ID#: __________

Authorized Signatories: __________

Booth Cost Center: __________

Send Final Bill To:

Company Name: __________

Address: __________

City, State, Postal Code, Country: __________

Contact Person: __________

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Title: __________

Phone: __________

Fax: __________

Email: __________

Method of Payment:

Purchase Order, Credit Card Type, Master Account, etc.

Method of Payment #:

PO #, Credit Card # with expiration date, Master Account #

Billing Instructions: __________

Note if any aspect of the function is complimentary and the responsible party.

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*indicates required field

Question	Answer
Form Name	Event Apex Form
Form Length	27 pages
Fillable?	No
Fillable fields	0
Avg. time to fill out	6 min 45 sec
Other names	apex event specifications guide, bearing specifications guide, apex event guide, council event guide

Event Apex Form – Fill Out and Use This PDF

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