Event Apex Form – Fill Out and Use This PDF

•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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*indicates required field

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: __________

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*indicates required field

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.

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

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*indicates required field

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

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

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) : __________

Storage Needs: __________

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

Exhibitor Schedule

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*: __________

Outside Vendor To Provide: __________ (company name)

VIP and/or Police Escorted Movements: __________

Other Security Comments: __________

M. FOOD & BEVERAGE

Special Requirements*: __________

Catered Food & Beverage Total Expected Attendance*

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:

Transportation Provider: __________

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

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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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.)

X. AUTHORIZED SIGNATORIES

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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: __________

^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

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.)

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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: __________

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):

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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: __________

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

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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

Venue To Provide Outside Vendor To Provide

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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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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 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):

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):

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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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

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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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.

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Telecommunications Notes:

Include placement information and other requirements here.

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 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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