p. 1

the apex post-event report template approved by the convention industry council on october 30 2003 updated august 10 2005 report section instructions for use event information contact information hotel room information room block information food beverage information function space information exhibit space information future event dates information report distribution tracking post-event report faq page number 2 4 6 7 8 9 10 11 12 13 14 apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 1 of 15

[close]

p. 2

instructions for use 1 a report of the details and activities of an event is called a post-event report or per a collection of pers over time will provide the complete history for an event 2 a face-to-face post-event meeting should be scheduled between the primary event organizer the main planning contact person and each venue and facility involved in an event that meeting should occur immediately following the end of the event and should focus on an evaluation of the success of the event as well as the completion of the post-event report 3 the report shall be completed by the primary event organizer of an event and filed with each venue and facility that was used for the event detailed recommendations for this process are included in the suggested uses section of the apex post-event report template 4 the most recent per for an event should accompany any request for proposals rfp sent to solicit proposals for future occurrences of that event 5 in regard to the actual apex post-event report a some information in the apex per is required information must be included in these sections for the report to be considered complete these items are designated within the template while all items are not required the more that are completed the more valuable this report will be to the event organizer in the future b all sections and items will not apply to every event if a section or item does not apply it should be left blank c the apex per should be completed for events of all sizes especially for those of 25 rooms on peak night and larger d it is recommended that the primary event organizer for an event in partnership with the event s suppliers complete all applicable sections of the report within 60 days of the end of that event e once complete the primary event organizer should file a copy of the report with each entity venue or facility that was used for the event i.e convention visitors bureau hotel conference center etc the event organizer should also file the report internally for future reference f the comments field in each section should be used for any information from the organizer venue facility etc that does not fit into one of the pre-established fields but that provides insight or valuable information regarding the event 6 there will be various stages in the evolution of the industry s post-event report and the processes used to complete it the convention industry council will remain actively involved in this evolution and will provide resources as needed a stage i ­ the form will be available as a word processing file that will be completed manually and will be filed by planners and suppliers in electronic and/or hard copy form b stage ii ­ as 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 historical information this will allow for more automated completion of the report c stage iii ­ when the industry determines that a central event history database is to be developed this report and the resulting data map will be the basis for the information collected by and stored in this database at that time the convention industry council cic will convene a special apex panel to address the best practices and processes for the use of such a database 7 the convention industry council will hold the copyright to the apex post-event report template however members of the meetings conventions and exhibitions industry are permitted to copy and/or reproduce the template as permitted by applicable copyright law provided such use of the apex post-event report template is for member services and educational purposes and not for commercial advantage or financial gain of any sort all copies and/or reproductions of the apex post-event report template must include the following apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 2 of 15

[close]

p. 3

a the copyright notice of copyright © 2003 by convention industry council b the date the information was copied or reproduced and c a reference line that reads refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content any other reproduction duplication copying sale resale or exploitation of the apex post-event report template or any portion thereof for any other purpose without the express written consent of the convention industry council is expressly prohibited 8 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 post-event report 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 9 the apex technology advisory council tac will complete its work of defining the data specifications that correspond to the fields of data that the apex post-event report intends to capture and share those data specifications will be included in the apex data map and will be released for industry use by december 31 2003 apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 3 of 15

[close]

p. 4

section i event information event name event organizer/host event location city event location state/province event location country published event start date published event end date event organizer/host overview mission philosophy etc event objectives event web address event type drop down options board meeting city-wide convention committee meeting customer event educational meeting general business meeting incentive travel local employee gathering product launch public show sales meeting shareholders meeting special event team-building event trade show training meeting video conference other drop down options one time only bi-annual annual semi-annual quarterly monthly other event frequency primary event facility name the facility where most of the functions for the event were held primary event facility type drop down options convention center hotel conference center other venue was an off-site venues used yes/no original expected attendance total pre-registered attendance no-shows apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 4 of 15 total on-site registrations

[close]

p. 5

number of exhibitors attending actual attendance including exhibitors number of domestic attendees domestic attendees live in the same country where the event is held percentage of domestic attendees auto calc number of domestic attendees divided by actual attendance multiplied by 100 apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 5 of 15

[close]

p. 6

number of international attendees percentage of international attendees auto calc number of international attendees divided by actual attendance multiplied by 100 was shuttle service provided for attendees yes/no did the event make use of a destination management company dmc or professional congress organizer pco yes/no did the event offer guest tours/guest programs yes/no if a recurring event complete the following for the last time the event occurred last start date last end date last primary event facility name last event location city last event location state/province last event location country event information comments use this space to note important information not captured by the report such as unusual circumstances that positively or negatively affected attendance apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 6 of 15

[close]

p. 7

section ii contact information event contact type drop down options employee of event organizer/host employee of event management company employee of association management company exhibit manager independent/third party other drop down options volunteer staff event organizer planner informational contact other event contact role check all that apply contact person prefix e.g mr dr given name surname middle name surname prefix e.g mac vander suffix e.g jr sr preferred name job title employer nametitle e.g cpa ph.d mailing address line 1 city mailing address line 2 state/province country mobile phone email web address postal/zip code phone fax repeat for additional contacts as necessary apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 7 of 15

[close]

p. 8

section iii hotel room information did the event utilize sleeping rooms yes/no if no go to section v if yes complete the following number of hotels used total number of rooms used on peak night by whom were housing services performed drop down options event organizer/host management firm ­ management firm s name housing bureau ­ housing bureau s name convention visitors bureau attendees direct to hotels other hotel room comments denotes required information if hotel rooms were used apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 8 of 15

[close]

p. 9

section iv room block information this information should be completed for each hotel used list headquarters hotel first then others alphabetically hotel name headquarters hotel yes/no hotel type drop down options airport downtown resort suburban other or 1 bed 2 people 2 beds 2 people no of single occupied rooms used 1 bed/1 person no of double occupied rooms used no of suites used no of complimentary rooms used no of staff rooms used no of sub-blocks day 1 day 2 day 3 room block contracted date final room block date cut-off date was the cut-off date exercised what was pick-up at the cut-off date day 4 day 5 day 6 day 7 day 8 day 9 yes/no day 10 day 11 day 12 day 13 day 14 additional days as necessary day date i.e monday march 1 2003 must be manually entered room block when contracted final roomblock 90 day pick-up 60 day pick-up 30 day pick-up 21 day pick-up 14 day pick-up 7 day pick-up actual pick-up requested oversell percentage actual oversell percentage slippage from 21 day pick-up sold of contracted block sold of final block to peak from event contract manual calculation maximum pick-up minus actual pick-up divided by maximum pick-up multiplied by 100 auto calc 21 day pick-up minus actual pick-up auto calc actual pick-up divided by room block when contracted multiplied by 100 auto calc actual pick-up divided by final block multiplied by 100 auto calc actual pick-up divided by the peak night pick-up multiplied by 100 room block comments repeat for additional hotels as necessary apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 9 of 15

[close]

p. 10

section v food beverage information were food beverage f&b functions included in the event yes/no if no go to section vi if yes complete the following attendance at largest f&b function what type of f&b function was the largest in attendance drop down options break/continental breakfast lunch reception dinner other what type of f&b function was the largest revenue producer drop down options break/continental breakfast lunch reception dinner other f&b function schedule guar=total covers guaranteed fed=actual covers per function period breaks continentals breakfasts day 1 date held guar fed held guar fed held guar fed held guar fed held guar fed day 2 date held guar fed held guar fed held guar fed held guar fed held guar fed day 3 date held guar fed held guar fed held guar fed held guar fed held guar fed day 4 date held guar fed held guar fed held guar fed held guar fed held guar fed day 5 date held guar fed held guar fed held guar fed held guar fed held guar fed day 6 date held guar fed held guar fed held guar fed held guar fed held guar fed day 7 date held guar fed held guar fed held guar fed held guar fed held guar fed day 8 date held guar fed held guar fed held guar fed held guar fed held guar fed day 9 date held guar fed held guar fed held guar fed held guar fed held guar fed day 10 date held guar fed held guar fed held guar fed held guar fed held guar fed day 11 date held guar fed held guar fed held guar fed held guar fed held guar fed day 12 date held guar fed held guar fed held guar fed held guar fed held guar fed day 13 date held guar fed held guar fed held guar fed held guar fed held guar fed day 14 date held guar fed held guar fed held guar fed held guar fed held guar fed additional days as necessary lunches receptions dinners did the event have any in conjunction with icw f&b functions yes/no if no go to section vi if yes complete the following icw f&b function schedule guar=total covers guaranteed fed=actual covers per function period icw breakfasts icw lunches icw receptions icw dinners day 1 date held guar fed held guar fed held guar fed held guar fed day 2 date held guar fed held guar fed held guar fed held guar fed day 3 date held guar fed held guar fed held guar fed held guar fed day 4 date held guar fed held guar fed held guar fed held guar fed day 5 date held guar fed held guar fed held guar fed held guar fed day 6 date held guar fed held guar fed held guar fed held guar fed day 7 date held guar fed held guar fed held guar fed held guar fed day 8 date held guar fed held guar fed held guar fed held guar fed day 9 date held guar fed held guar fed held guar fed held guar fed day 10 date held guar fed held guar fed held guar fed held guar fed day 11 date held guar fed held guar fed held guar fed held guar fed day 12 date held guar fed held guar fed held guar fed held guar fed day 13 date held guar fed held guar fed held guar fed held guar fed day 14 date held guar fed held guar fed held guar fed held guar fed additional days as necessary food beverage comments use this space to note important information not captured by the report such as green meetings provisions food bank donations etc apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 10 of 15

[close]

p. 11

section vi function space information did the event require function space yes/no if no go to section vii if yes complete the following attendance at largest function was the space for the largest function on a 24-hour hold yes/no room setup for the largest function drop down options theatre conference style set-up u-shaped set-up classroom set-up hollow square/rectangle rounds for 8 rounds for 10 other drop down options front projection rear projection none other options hotel convention center conference center other av setup for the largest function facility types used for functions check all that apply were there extensive av or technology requirements for one or more functions yes/no if yes number of rooms with extensive av or technology requirements total number of concurrent breakout sessions largest daily total of concurrent breakout sessions number of seats concurrent breakout sessions typically set for typical room setup for concurrent breakout sessions drop down options theatre conference style setup u-shaped setup classroom setup hollow square/rectangle rounds for 8 rounds for 10 other was pre-function space required yes/no was a registration areas required yes/no was a lounges area required yes/no was office space required yes/no was table top exhibit space required yes/no of registration areas of lounges of offices of table top exhibits apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 11 of 15

[close]

p. 12

function space utilities required check from the following list electricity water compressed air natural gas analog phone lines isdn lines single line phone set ethernet internet service t-1 lines other was move-in and/or move-out time required yes/no if yes number of move-in days required if yes number of move-out days required was tear-down time required yes/no if yes number of tear-down days required function space comments denotes required information if function space was used apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 12 of 15

[close]

p. 13

section vii exhibit space information did the event require exhibit space yes/no if no go to section viii if yes complete the following ^facility type used for exhibits check all that apply drop down options convention center hotel conference center other venue number of exhibiting companies drop down options 8 x10 10`x10 table tops other ^gross square meters used ^net square meters used ^number of move-out days ^show days i.e m­w number of exhibits ^type of exhibits check all that apply ^gross square feet used ^net square feet used ^number of move-in days ^number of show days show hours exhibit utilities required check from the following list electricity water compressed air natural gas analog phone lines isdn lines single line phone set ethernet internet service t-1 lines other were there extensive av or technology requirements for one or more exhibitors yes/no if yes number of exhibitors with extensive av or technology requirements was a general service contractor gsc used yes/no if yes number of move-in days required for the gsc was food beverage required for any exhibitors excluding concessions yes/no if yes number of exhibitors that required food beverage exhibit space comments denotes required information if exhibit space was used apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 13 of 15

[close]

p. 14

section viii future event dates information have future dates been confirmed for this event yes/no what is the next open date for this event next published start date next city next facility future dates comments additional future dates as necessary next published end date next state/province next country section ix report distribution tracking this report was completed on date by full name title employer it was delivered via checkbox postal mail email fax other on date to full name title employer full name title employer full name title employer full name title employer additional lines as necessary this report was revised on date by full name title employer a revised copy was delivered via checkbox postal mail email fax other on date to full name title employer full name title employer full name title employer full name title employer additional lines as necessary additional revision notations as necessary apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 14 of 15

[close]

p. 15

post-event report per faq information provided courtesy of holly hospel ahhhah discovery tools what is a post-event report a post-event report per is a report of the details and activities of an event a collection of pers over time will provide the complete history of a recurring event a per is completed by the primary event organizer of an event in conjunction with the suppliers for that event and filed with each venue and facility that was utilized why should i complete a report on an event that has already happened once complete the information a post-event report per contains can do many valuable things ­ all of which can benefit the event organizer and host convey the bottom line the apex per can be used as a starting point to translate numbers to dollars and cents which is the universal language of business what decision makers whether it is a boss or a supplier really want to know is how much did it cost and how much was our net profit leverage your business use it to analyze the numbers and conduct research numbers can act as a crystal ball while lending credibility and leverage numbers help an event organizer in two critical areas 1 anticipation ­ tracking numbers will reveal patterns that will help prepare for and predict the future of an event 2 negotiation ­ accurately demonstrating an event s value gives an event organizer the credibility and confidence needed to negotiate effectively for example good historical data on room pick-up is vital when leveraging business with a hotel without it an event organizer is losing amenities losing complimentary rooms and losing discounted exhibit space decision making tool a per can help answer questions like how many registration counters and registration personnel will be enough or what food and beverage guarantee should be made it can give you insight into the unique characteristics of an event s attendees a per can show if attendees bring their children to the event if they make a vacation out of it whether they drive or fly in and whether they care about saturday night airfare discounts with this knowledge an event organizer can make better decisions such as knowing that it is more important to negotiate for free parking instead of free health club passes leverage your career use it to demonstrate your professionalism and performance as a successful event organizer if you have been tracking your numbers you can use this information during your annual performance review to demonstrate just how much you have contributed to the organization s bottom line the value of your professionalism and skill will become indisputable apex post-event report template copyright © 2003 2005 by convention industry council refer to the on-line version of this report located at www.conventionindustry.org for the most up-to-date content page 15 of 15

[close]