APEX – The CIC Accepted
Practices Exchange: What
Have You Done For Me Lately?
ABOUT THE
CONVENTION
INDUSTRY COUNCIL
CIC is a federation of 30+ trade and
professional associations in the meetings,
conference, exhibitions, and events
industry.
• CMP Program
• Economic Significance Study
• APEX Initiative (Accepted Practices
Exchange)
• Hall of Leaders
Our website: www.conventionindustry.org
Today’s Presenters:
Members of the Convention Industry Council’s
APEX Standards Committee
MaryAnne Bobrow, CAE, CMP, CMM, CHE
President
Bobrow Associates, Inc.
maryanne@bobrowassociates.com
Michael Owen
CEO/President
EventGenuity® LLC
m.owen@eventgenuity.com
WHERE
ARE
WE?
WHAT IS APEX?
Accepted Practices
Exchange
Promote and develop
industry-wide
accepted practices
By the industry, for
the industry
•  Supported by
associations, planners,
and suppliers
•  200+ Panel volunteers
•  5,600+ industry
professionals provided
input
Create and enhance
efficiency
Time and cost
savings
Better
communication
Streamline systems
and processes
Enhance
professionalism
Better results
APEX INDUSTRY
GLOSSARY
1,400+ terms
Searchable
Regular updates
Accessible online
free
Hard copy version
available
www.conventionindustry.org/glossary
APEX / ASTM
SUSTAINABILITY
STANDARDS
Nine formal standards
Developed with ASTM
International
Prescriptive, actionoriented
Focused on key impact
areas
Comprehensive
indicators and targets
Four performance
levels
Accommodations
Audio-Visual
Communications
Destination
Exhibits
Food & Beverage
Meeting Venue
On Site Office
Transportation
APEX XML SCHEMA
Suite of XML message schema
Allows software developers to add support for electronic
exchange of event information
Developed in conjunction with Open Travel Alliance
(www.opentravel.org)
APEX BEST
PRACTICES
Requests for Proposals
(BP & Templates)
Event Specification Guide
(BP & Templates)
Post Event Reporting
(BP & Templates)
Contracts
(BP)
Housing & Registration
(BP)
Meeting Site Profiles
(BP)
All free.
www.conventionindustry.org
WHAT’S NEW
New in 2011-2013
APEX Industry Glossary
APEX RFP Workbook
HSIA, Bandwidth and Events
In progress for 2013
HSIA, Bandwidth and Events – continuing updated info
Post Event Report (New Format)
Event Specification Guide (New Format)
APEX RFP
WORKBOOK
APEX RFP WORKBOOK
1.  Single Facility
2.  Citywide
3.  AV/Event
Technology
4.  General
Service
Contractor
5.  DMC
6.  Transportation
One file.
APEX RFP WORKBOOK
ISN’T
IS
Based on original
APEX RFP
documents
Every field in the full
RFP templates
Streamlined,
automated
Event management
software
Excel-based
Supplier response
template
Free
eRFP
www.conventionindustry.org
APEX POST
EVENT
REPORT
POST EVENT REPORT
Reports the
details and
activities for an
event
Sections
Over time = event
history
Function Space
New version by
end of year
Future Event
Dates
Room Block
Food & Beverage
Exhibit Space
ROOM BLOCK DATA
Accurately shape
future blocks
Identify changes in
attendee booking
behavior
Pair with annual /
ongoing
comparison
against future year
block obligations
Predict problems in
advance
F&B DATA
Use this to manage orders / counts
Reduced waste ($ and Food)
F&B Function Schedule (#guar=Total Covers Guaranteed; # fed=Actual Covers Per Functio
Break(s)/
Continental(s)
Breakfast(s)
Lunch(es)
Reception(s)
Dinner(s)
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
# gua
# fed
# held
# gua
# fed
# held
# gua
# fed
# held
# gua
# fed
# held
# gua
# fed
AND MORE…
•  Calculating and communicating event
value
•  Negotiation
•  Budgeting & Forecasting
•  Planning / Logistics assessment
•  Turnover and transition management
APEX EVENT
BANDWIDTH
WORKGROUP
DRIVERS OF BANDWIDTH DEMAND
HSIA, BANDWIDTH & EVENTS
TEN THINGS YOU
NEED TO KNOW
1.  What’s the Demand
2.  Presenter
Requirements
3.  Shared or Dedicated
Bandwidth?
6.  Exhibitor Wireless
Networks
7.  Site Inspection
and Evaluation
8.  Pricing Models
4.  What Should be
Shared?
9.  Bandwidth and
Apps
5.  Verify Bandwidth
Delivered
10. Free vs. Paid
BANDWIDTH ESTIMATOR
Users
•  # of users
•  Multiples of ten
Type
Devices
Bandwidth
•  Low
•  # of devices
per user
•  Email, web
•  Smartphones,
•  Medium
computers,
•  Web apps &
tablets
streaming
video
•  High
•  Instructor-led
training, large
file transfers,
video streams
•  Total bandwidth
estimate in
Mbps
www.conventionindustry.org
APEX EVENT
BANDWIDTH WORKGROUP
Articles
Presentations
Bandwidth Estimator
Whitepaper
checklists
Site inspection
RFP Workbook Enhancements Glossary term
additions
Sessions and webinars
www.conventionindustry.org
More…
NEXT STEPS?
•  Review the available best practices
•  Compare to existing internal policies and
standards
•  Join our LinkedIn group
•  Subscribe to the APEX newsletter
•  Spread the word
•  Watch for more
Convention Industry Council
700 N. Fairfax Street, Suite 510
Alexandria, VA 22314
Telephone: 571-527-3116
www.conventionindustry.org
Email: cichq@conventionindustry.org
Twitter: @ConvIndustry