Event Apex Form PDF Details

In the ever-evolving world of event planning and management, the APEX Event Specifications Guide (ESG) stands out as a cornerstone document, designed to streamline communication and ensure clarity between event organizers and both venues and suppliers. Approved by the Convention Industry Council on September 30, 2004, and later updated in June 2005, this comprehensive template encapsulates key elements essential for the meticulous planning of events. It unfolds in a structured manner, beginning with an exhaustive narrative that paints a broad-stroke picture of the event, followed by a detailed function schedule and set-up orders, including a version specifically tailored for exhibitors. The formulation of the guide was driven by the need to adopt a universal language across the industry, clarifying the myriad of details involved in event planning from safety and security measures to logistical requirements such as transportation, food & beverage, and billing instructions. By requiring specific fields to be completed and allowing for the input of 'Not Applicable' where necessary, the ESG ensures no critical detail is overlooked. Its iterative evolution is addressed through stages that anticipate manual completion and sharing in its initial phase, with a vision towards more automated updates facilitated by technology advancements in software development. Furthermore, an annual review by a dedicated committee guarantees the guide remains relevant and reflective of the industry's dynamic nature. This formative document encapsulates a holistic approach to event planning, emphasizing the importance of standardized practices and clear communication.

QuestionAnswer
Form NameEvent Apex Form
Form Length27 pages
Fillable?No
Fillable fields0
Avg. time to fill out6 min 45 sec
Other namesapex event specifications guide, bearing specifications guide, apex event guide, council event guide

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

HQ

Hotel?

Yes

No

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

Show Hours

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)

Hours (start & end)

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

No

^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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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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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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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