APEX Post Event Report

The APEX Post-Event Report Template
Approved by the Convention Industry Council on October 30, 2003

Updated August 10, 2005
Report Section Page Number
Instructions for Use 2
Event Information 4
Contact Information 6
Hotel Room Information 7
Room Block Information 8
Food & Beverae Information !
Function "#ace Information $%
E&'i(it "#ace Information $$
Future Event )ates Information $2
Re#ort )istri(ution *rackin $+
,ost-Event Re#ort F./ $4
AP! Post"vent #eport $e%plate
Copyright & 2003, 2005 by Convention Industry Council
#e'er to the on"line version o' this report, located at ((()conventionindustry)org 'or the %ost up"to"date content)
Page 1 o' 15
INSTRUCTIONS OR USE
$0 . re#ort of t'e details and activities of an event is called a 1,ost-Event Re#ort2 or ,ER0 . collection
of ,ERs over time 3ill #rovide t'e com#lete 'istor4 for an event0
20 . face-to-face #ost-event meetin s'ould (e sc'eduled (et3een t'e #rimar4 event orani5er 6t'e
main #lannin contact #erson7 and eac' venue and facilit4 involved in an event0 *'at meetin
s'ould occur immediatel4 follo3in t'e end of t'e event and s'ould focus on an evaluation of t'e
success of t'e event as 3ell as t'e com#letion of t'e ,ost-Event Re#ort0
+0 *'e re#ort s'all (e com#leted (4 t'e #rimar4 event orani5er of an event and filed 3it' eac' venue
and facilit4 t'at 3as used for t'e event0 )etailed recommendations for t'is #rocess are included in
t'e 1"uested Uses2 section of t'e .,E8 ,ost-Event Re#ort tem#late0
40 *'e most recent ,ER for an event s'ould accom#an4 an4 re9uest for #ro#osals 6RF,7 sent to
solicit #ro#osals for future occurrences of t'at event0
:0 In reard to t'e actual .,E8 ,ost-Event Re#ort;
a0 "ome information in t'e .,E8 ,ER is re9uired0 Information must (e included in t'ese sections
for t'e re#ort to (e considered com#lete0 *'ese items are desinated 3it'in t'e tem#late0
<'ile all items are not re9uired= t'e more t'at are com#leted= t'e more valua(le t'is re#ort 3ill
(e to t'e event orani5er in t'e future0
(0 .ll sections and items 3ill not a##l4 to ever4 event0 If a section or item does not a##l4= it s'ould
(e left (lank0
c0 *'e .,E8 ,ER s'ould (e com#leted for events of all si5es= es#eciall4 for t'ose of 2: rooms on
#eak ni't and larer0
d0 It is recommended t'at t'e #rimar4 event orani5er for an event= in #artners'i# 3it' t'e event>s
su##liers= com#lete all a##lica(le sections of t'e re#ort 3it'in 6% da4s of t'e end of t'at event0
e0 ?nce com#lete= t'e #rimar4 event orani5er s'ould file a co#4 of t'e re#ort 3it' eac' entit4=
venue or facilit4 t'at 3as used for t'e event 6i0e0= Convention & @isitors Bureau= Hotel=
Conference Center= etc070 *'e event orani5er s'ould also file t'e re#ort internall4 for future
reference0
f0 *'e 1Comments2 field in eac' section s'ould (e used for an4 information from t'e orani5er=
venue= facilit4= etc0 t'at does not fit into one of t'e #re-esta(lis'ed fields= (ut t'at #rovides
insi't or valua(le information reardin t'e event0
60 *'ere 3ill (e various staes in t'e evolution of t'e industr4>s ,ost-Event Re#ort and t'e #rocesses
used to com#lete it0 *'e Convention Industr4 Council 3ill remain activel4 involved in t'is evolution
and 3ill #rovide resources as needed;
a0 "tae I A *'e form 3ill (e availa(le as a 3ord #rocessin file t'at 3ill (e com#leted manuall4
and 3ill (e filed (4 #lanners and su##liers in electronic andBor 'ard co#4 form0
(0 "tae II A .s industr4-related soft3are is u#dated and ne3 soft3are is develo#ed= #rorammers
3ill ensure t'at t'e .,E8 data ma# is referenced so t'at all data fields are defined correctl4 and
are a(le to efficientl4 ca#ture= store= and s'are 'istorical information0 *'is 3ill allo3 for more
automated com#letion of t'e re#ort0
c0 "tae III A <'en t'e industr4 determines t'at a central event 'istor4 data(ase is to (e
develo#ed= t'is re#ort and t'e resultin data ma#= 3ill (e t'e (asis for t'e information collected
(4 and stored in t'is data(ase0 .t t'at time= t'e Convention Industr4 Council 6CIC7 3ill convene
a s#ecial .,E8 #anel to address t'e (est #ractices and #rocesses for t'e use of suc' a
data(ase0
70 *'e Convention Industr4 Council 3ill 'old t'e co#4ri't to t'e .,E8 ,ost-Event Re#ort tem#late0
Ho3ever= mem(ers of t'e meetins= conventions and e&'i(itions industr4 are #ermitted to co#4
andBor re#roduce t'e tem#late= as #ermitted (4 a##lica(le co#4ri't la3= #rovided suc' use of t'e
.,E8 ,ost-Event Re#ort tem#late is for mem(er services and educational #ur#oses and not for
commercial advantae or financial ain of an4 sort0 .ll co#ies andBor re#roductions of t'e .,E8
,ost-Event Re#ort tem#late must include t'e follo3in;
Page 2 o' 15
a0 t'e co#4ri't notice of 1Co#4ri't C 2%%+ (4 Convention Industr4 Council2
(0 t'e date t'e information 3as co#ied or re#roduced= and
c0 a reference line t'at reads; 1Refer to t'e on-line version of t'is re#ort= located at
3330conventionindustr40or for t'e most u#-to-date content02
.n4 ot'er re#roduction= du#lication= co#4in= sale= resale or e&#loitation of t'e .,E8 ,ost-Event
Re#ort tem#late= or an4 #ortion t'ereof= for an4 ot'er #ur#ose= 3it'out t'e e&#ress 3ritten consent
of t'e Convention Industr4 Council= is e&#ressl4 #ro'i(ited0
80 *'e Convention Industr4 Council 3ill annuall4 convene a s#ecial committee of #rofessionals from
across t'e meetins= conventions= and e&'i(itions industr4 to revie3 all recommendations to t'e
contents of t'e .,E8 ,ost-Event Re#ort t'at 'ave (een (e received in t'e #recedin 4ear0 *'is
s#ecial committee 3ill consult and confirm t'at c'anes to t'e re#ort are re9uired0 It 3ill t'en make
a formal recommendation to t'e Convention Industr4 Council for action0
!0 *'e .,E8 *ec'nolo4 .dvisor4 Council 6*.C7 3ill com#lete its 3ork of definin t'e data
s#ecifications t'at corres#ond to t'e fields of data t'at t'e .,E8 ,ost-Event Re#ort intends to
ca#ture and s'are0 *'ose data s#ecifications 3ill (e included in t'e .,E8 )ata Da# and 3ill (e
released for industr4 use (4 )ecem(er +$= 2%%+0
Page 3 o' 15
SECTION I! E"ENT INOR#ATION
EEvent Fame; GGGGGGGGGG
EEvent ?rani5erBHost; GGGGGGGGGG
EEvent Hocation Cit4; GGGGGGGGGG EEvent Hocation "tateB,rovince; GGGGGGGGGG
EEvent Hocation Countr4; GGGGGGGGGG
E,u(lis'ed Event "tart )ate; GGGGGGGGGG E,u(lis'ed Event End )ate; GGGGGGGGGG
Event ?rani5erBHost ?vervie3 *%ission, philosophy, etc)+; GGGGGGGGGG
Event ?(Iectives; GGGGGGGGGG
Event <e( .ddress; GGGGGGGGGG
Event *4#e; )ro# )o3n ?#tions;
Board Deetin
Cit4-<ide Convention
Committee Deetin
Customer Event
Educational Deetin
Jeneral Business Deetin
Incentive *ravel
Hocal Em#lo4ee Jat'erin
,roduct Haunc'
,u(lic "'o3
"ales Deetin
"'are'olders Deetin
"#ecial Event
*eam-Buildin Event
*rade "'o3
*rainin Deetin
@ideo Conference
?t'er; GGGGGGGGGGG
Event Fre9uenc4; )ro# )o3n ?#tions;
?ne *ime ?nl4
Bi-.nnual
.nnual
"emi-.nnual
/uarterl4
Dont'l4
?t'er; GGGGGGGGGGGGGGGGGGGGG
E,rimar4 Event Facilit4 Fame *the 'acility (here %ost o' the 'unctions 'or the event (ere held+; GGGGGGGGGG
E,rimar4 Event Facilit4 *4#e; )ro# )o3n ?#tions;
Convention Center
Hotel
Conference Center
?t'er @enue
<as an off-site venue6s7 usedK LesBFo
?riinal E&#ected .ttendance; GGGGGGGGGG
*otal ,re-Reistered .ttendance; GGGGGGGGGG *otal ?n-"ite Reistrations; GGGGGGGGGG
Fo-"'o3s; GGGGGGGGGG
Page , o' 15
Fum(er of E&'i(itors .ttendin; GGGGGGGGGG
E.ctual .ttendance *including e-hibitors+; GGGGGGGGGG
Fum(er of )omestic .ttendees *.o%estic Attendees live in the sa%e country (here the event is held+; GGGGGGGGGG
,ercentae of )omestic .ttendees *AU$O CA/C0 12u%ber o' .o%estic Attendees3 .I4I.. 56 1Actual Attendance3
7U/$IP/I. 56 100 8 99999:+; GGGGGGGGGG
Page 5 o' 15
Fum(er of International .ttendees; GGGGGGGGGG
,ercentae of International .ttendees *AU$O CA/C0 12u%ber o' International Attendees3 .I4I.. 56 1Actual Attendance3
7U/$IP/I. 56 100 8 99999:+; GGGGGGGGGG
<as s'uttle service #rovided for attendeesK LesBFo
)id t'e event make use of a )estination Danaement Com#an4 6)DC7 or ,rofessional Conress ?rani5er 6,C?7K LesBFo
)id t'e event offer uest toursBuest #roramsK LesBFo
If a recurrin event= com#lete t'e follo3in for t'e last time t'e event occurred;
Hast "tart )ate; GGGGGGGGGG
Hast End )ate; GGGGGGGGGG
Hast ,rimar4 Event Facilit4 Fame; GGGGGGGGGG
Hast Event Hocation Cit4; GGGGGGGGGG
Hast Event Hocation "tateB,rovince; GGGGGGGGGG
Hast Event Hocation Countr4; GGGGGGGGGG
Event Information Comments *Use this space to note i%portant in'or%ation not captured by the report such as unusual
circu%stances that positively or negatively a''ected attendance+; GGGGGGGGGG
Page ; o' 15
SECTION II! CONTACT INOR#ATION
EEvent Contact *4#e; )ro# )o3n ?#tions;
Em#lo4ee of Event ?rani5erBHost
Em#lo4ee of Event Danaement Com#an4
Em#lo4ee of .ssociation Danaement Com#an4
E&'i(it Danaer
Inde#endentB*'ird ,art4
?t'er; GGGGGGGGGGGGGGGG
EEvent Contact Role *chec< all
that apply+;
)ro# )o3n ?#tions;
@olunteer
"taff
Event ?rani5er 6,lanner7
Informational Contact
?t'er; GGGGGGGGGGGGGGGG
Contact Person!
,refi& *e)g), 7r), .r)+; GGGGGGGGGG E Jiven Fame; GGGGGGGGGG EDiddle Fame; GGGGGGGGGG
E"urname ,refi& *e)g), 7ac, 4ander+; GGGGGGGGGG E"urname; GGGGGGGGGG
"uffi& *e)g), =r), >r)+; GGGGGGGGGG Fame*itle *e)g), CPA, Ph).)+; GGGGGGGGGG
E,referred Fame; GGGGGGGGGG
EMo( *itle; GGGGGGGGGG EEm#lo4er; GGGGGGGGGG
EDailin .ddress Hine $; GGGGGGGGGG Dailin .ddress Hine 2; GGGGGGGGGG
ECit4; GGGGGGGGGG E"tateB,rovince; GGGGGGGGGG
E,ostalBNi# Code; GGGGGGGGGG ECountr4; GGGGGGGGGG
E,'one; GGGGGGGGGG Do(ile ,'one; GGGGGGGGGG
Fa&; GGGGGGGGGG Email; GGGGGGGGGG <e( .ddress; GGGGGGGGGG
Repeat for additional contacts as necessary
Page ? o' 15
SECTION III! $OTE% ROO# INOR#ATION
E)id t'e event utili5e slee#in roomsK LesBFo
If Fo= o to "ection @0 If Les= com#lete t'e follo3in;
Fum(er of Hotels Used; GGGGGGGGGG
*otal Fum(er of Rooms Used on ,eak Fi't; GGGGGGGGGG
B4 3'om 3ere 'ousin services

#erformedK
)ro# )o3n ?#tions;
Event ?rani5erBHost
Danaement Firm A Danaement Firm>s Fame; GGGGGGGGGG
Housin Bureau A Housin Bureau>s Fame; GGGGGGGGGG
Convention & @isitors Bureau
.ttendees )irect to Hotels
Hotel Room Comments; GGGGGGGGGG

.enotes #e@uired In'or%ation I' Aotel #oo%s Bere Used
Page C o' 15
SECTION I"! ROO# &%OC' INOR#ATION
This information should be completed for each hotel used. List headquarters hotel first, then others alphabetically.
Hotel Fame; GGGGGGGGGG

Head9uarters HotelK LesBFo Hotel *4#e; )ro# )o3n ?#tions;
.ir#ort
)o3nto3n
Resort
"u(ur(an
?t'er
Fo0 of "inle ?ccu#ied Rooms Used; GGGGGGGGGG
$ (edB$ #erson
Fo0 of )ou(le ?ccu#ied Rooms Used; GGGGGGGGGG
?R
$ (edB 2 (edsB
2 #eo#le 2 #eo#le
Fo0 of "uites Used; GGGGGGGGGG Room Block Contracted )ate; GGGGGGGGGG
Fo0 of Com#limentar4 Rooms Used; GGGGGGGGGG Final Room Block )ate; GGGGGGGGGG
Fo0 of "taff Rooms Used; GGGGGGGGGG

Cut-off )ate; GGGGGGGGGG
Fo0 of "u(-Blocks; GGGGGGGGGG

<as t'e Cut-off )ate E&ercisedK LesBFo
<'at 3as #ick-u# at t'e cut-off dateK GGGGGGGGGG

(a) * (ate
(i.e. Monday, March 1, 2003
+#ust &e #anuall) Entere,+
(a) - (a)
.
(a)
/
(a)
0
(a)
1
(a)
2
(a)
3
(a)
4
(a)
5
(a)
-6
(a)
--
(a)
-.
(a)
-/
(a)
-0
Additional
days as
necessary
Room &loc7 8hen contracte,

inal Room&loc7
56 ,a) pic7-up
26 ,a) pic7-up
/6 ,a) pic7-up
.- ,a) pic7-up
-0 ,a) pic7-up
3 ,a) pic7-up
Actual pic7-up
Re9ueste, Oversell Percentage Dro% event contract
Actual Oversell Percentage 7anual Calculation0 E*17a-i%u% Pic<"up3 7I2U>
1Actual Pic<"up3+ .I4I.. 56 17a-i%u% Pic<"up3F
7U/$IP/I. 56 100 8 99999:
Slippage :rom .- ,a) pic7-up Auto calc0 121 day pic<"up3 7I2U> 1Actual
pic<"up3 8 99999:
; Sol, <o: contracte, bloc7= Auto calc0 1Actual pic<"up3 .I4I.. 56 1#oo%
5loc< (hen contracted3 7U/$IP/I. 56 100 8
99999:
; Sol, <o: :inal bloc7= Auto calc0 1Actual pic<"up3 .I4I.. 56 1Dinal
5loc<3 7U/$IP/I. 56 100 8 99999:
; to pea7
.uto calc; 1.ctual #ick-u#2 )I@I)E) BL t'e #eak
ni't #ick-u# DUH*I,HIE) BL $%% O GGGGGP2
Room Block Comments; GGGGGGGGGG
Repeat for additional hotels as necessary
Page G o' 15
SECTION "! OO( * &E"ERA>E INOR#ATION
E<ere food & (everae 6F&B7 functions included in t'e eventK LesBFo If Fo= o to "ection @I0 If Les= com#lete t'e follo3in;
.ttendance at Harest F&B Function; GGGGGGGGGG
<'at t4#e of F&B function 3as t'e
larest in attendanceK
)ro# )o3n ?#tions;
BreakBContinental
Breakfast
Hunc'
Rece#tion
)inner
<'at t4#e of F&B function 3as
t'e larest revenue #roducerK
)ro# )o3n ?#tions;
BreakBContinental
Breakfast
Hunc'
Rece#tion
)inner
F&B Function "c'edule *Hguar8$otal Covers IuaranteedJ H 'ed8Actual Covers Per Dunction Period+;
)a4 $ )a4 2 )a4 + )a4 4 )a4 : )a4 6 )a4 7 )a4 8 )a4 ! )a4 $% )a4 $$ )a4 $2 )a4 $+ )a4 $4 !dditional days as necessary
)ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate
Break6s7B
Continental6s7
Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld
Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar Q uar
Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed Q fed
Breakfast6s7 Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld
Hunc'6es7 Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld
Rece#tion6s7 Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld
)inner6s7 Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld Q 'eld
)id t'e event 'ave an4 in conIunction 3it' 6IC<7 F&B functionsK LesBFo If Fo= o to "ection @I0 If Les= com#lete t'e follo3in;
IC< F&B Function "c'edule *Hguar8$otal Covers IuaranteedJ H 'ed8Actual Covers Per Dunction Period+;
)a4 $ )a4 2 )a4 + )a4 4 )a4 : )a4 6 )a4 7 )a4 8 )a4 ! )a4 $% )a4 $$ )a4 $2 )a4 $+ )a4 $4 !dditional days as necessary
)ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate )ate
IC<
Breakfast6s7
IC<
Hunc'6es7
IC<
Rece#tion6s7
IC<
)inner6s7
Food & Beverae Comments *Use this space to note i%portant in'or%ation not captured by the report such as green %eetings provisions, 'ood ban< donations, etc)+;
GGGGGGGGGG
Page 10 o' 15
SECTION "I! UNCTION SPACE INOR#ATION
E)id t'e event re9uire function s#aceK LesBFo
If Fo= o to "ection @II0 If Les= com#lete t'e follo3in;
R
.ttendance at Harest Function; GGGGGGGGGG
<as t'e s#ace for t'e larest function on a 24-'our 'oldK LesBFo
R
Room "etu# for t'e Harest
Function;
)ro# )o3n ?#tions;
*'eatre
Conference "t4le "et-u#
U-"'a#ed "et-u#
Classroom "et-u#
Hollo3 "9uareBRectanle
Rounds for 8
Rounds for $%
?t'er GGGGGGGGGGGGGGGGG
.@ "etu# for t'e Harest Function; )ro# )o3n ?#tions;
Front #roIection
Rear #roIection
Fone
R
Facilit4 *4#e6s7 Used for Functions
*chec< all that apply+;
?#tions;
Hotel
Convention Center
Conference Center
<ere t'ere e&tensive .@ or tec'nolo4 re9uirements for one or more functionsK LesBFo
If Les= Fum(er of Rooms 3it' E&tensive .@ or *ec'nolo4 Re9uirements; GGGGGGGGGG
*otal Fum(er of Concurrent Breakout "essions; GGGGGGGGGG
R
Harest )ail4 *otal of Concurrent Breakout "essions; GGGGGGGGGG
Fum(er of "eats Concurrent Breakout "essions *4#icall4 "et For; GGGGGGGGGG
*4#ical Room "etu# for Concurrent
Breakout "essions;
)ro# )o3n ?#tions;
*'eatre
Conference "t4le "etu#
U-"'a#ed "etu#
Classroom "etu#
Hollo3 "9uareBRectanle
Rounds for 8
Rounds for $%
?t'er GGGGGGGGGGGGGGGGG
<as #re-function s#ace re9uiredK LesBFo
<as a reistration area6s7 re9uiredK LesBFo Q of Reistration .reas; GGGGGGGGGG
<as a loune6s7 area re9uiredK LesBFo Q of Hounes; GGGGGGGGGG
<as office s#ace re9uiredK LesBFo Q of ?ffices; GGGGGGGGGG
<as ta(le to# e&'i(it s#ace re9uiredK LesBFo Q of *a(le *o# E&'i(its; GGGGGGGGGG
Page 11 o' 15
Function "#ace Utilities Re9uired; C'eck from t'e follo3in list;
Electricit4
<ater
Com#ressed .ir
Fatural Jas
.nalo ,'one Hines
I")F Hines
"inle Hine ,'one "et
Et'ernet Internet "ervice
*-$ Hines
<as move-in andBor move-out time re9uiredK LesBFo
If Les= Fum(er of Dove-In )a4s Re9uired; GGGGGGGGGG
If Les= Fum(er of Dove-?ut )a4s Re9uired; GGGGGGGGGG
<as tear-do3n time re9uiredK LesBFo
If Les= Fum(er of *ear-)o3n )a4s Re9uired; GGGGGGGGGG
Function "#ace Comments; GGGGGGGGGG
R
.enotes #e@uired In'or%ation I' Dunction >pace Bas Used
Page 12 o' 15
SECTION "II! EX$I&IT SPACE INOR#ATION
E)id t'e event re9uire e&'i(it s#aceK LesBFo
If Fo= o to "ection @III0 If Les= com#lete t'e follo3in;
SFacilit4 *4#e Used for E&'i(its
*chec< all that apply+;
)ro# )o3n ?#tions;
Convention Center
Hotel
Conference Center
?t'er @enue
Fum(er of E&'i(its; GGGGGGGGGG Fum(er of E&'i(itin Com#anies; GGGGGGGGGG
S*4#e of E&'i(its *chec< all that
apply+;
)ro# )o3n ?#tions;
8>&$%>
$%T&$%>
*a(le *o#s
SJross "9uare Feet Used; GGGGGGGGGG SJross "9uare Deters Used; GGGGGGGGGG
SFet "9uare Feet Used; GGGGGGGGGG SFet "9uare Deters Used; GGGGGGGGGG
SFum(er of Dove-in )a4s; GGGGGGGGGG SFum(er of Dove-out )a4s; GGGGGGGGGG
SFum(er of "'o3 )a4s; GGGGGGGGGG S"'o3 )a4s 6i0e0 DA<7; GGGGGGGGGG
"'o3 Hours; GGGGGGGGGG
E&'i(it Utilities Re9uired; C'eck from t'e follo3in list;
Electricit4
<ater
Com#ressed .ir
Fatural Jas
.nalo ,'one Hines
I")F Hines
"inle Hine ,'one "et
Et'ernet Internet "ervice
*-$ Hines
<ere t'ere e&tensive .@ or tec'nolo4 re9uirements for one or more e&'i(itorsK LesBFo
If Les= Fum(er of E&'i(itors 3it' E&tensive .@ or *ec'nolo4 Re9uirements; GGGGGGGGGG
<as a eneral service contractor 6J"C7 usedK LesBFo
If Les= Fum(er of Dove-In )a4s Re9uired for t'e J"C; GGGGGGGGGG
<as food & (everae re9uired for an4 e&'i(itors 6e&cludin concessions7K LesBFo
If Les= Fum(er of E&'i(itors t'at Re9uired Food & Beverae; GGGGGGGGGG
E&'i(it "#ace Comments; GGGGGGGGGG
K .enotes #e@uired In'or%ation I' -hibit >pace Bas Used
Page 13 o' 15
SECTION "III! UTURE E"ENT (ATES INOR#ATION
EHave future dates (een confirmed for t'is eventK LesBFo
<'at is t'e ne&t o#en date for t'is eventK GGGGGGGGGG
Fe&t ,u(lis'ed "tart )ate; GGGGGGGGGG Fe&t ,u(lis'ed End )ate; GGGGGGGGGG
Fe&t Cit4; GGGGGGGGGG Fe&t "tateB,rovince; GGGGGGGGGG Fe&t Countr4; GGGGGGGGGG
Fe&t Facilit4; GGGGGGGGGG
Future )ates Comments; GGGGGGGGGG
!dditional future dates as necessary
SECTION IX! REPORT (ISTRI&UTION TRAC'IN>
E*'is re#ort 3as com#leted on 6).*E7 GGGGG (4 6FUHH F.DE7 GGGG= 6*I*HE7 GGGGG= 6ED,H?LER7 GGGGG0 It 3as delivered
via 6C'eck(o&; ,ostal Dail= Email= Fa&= ?*HER;GGGGG7 on 6).*E7 GGGGG to;
6FUHH F.DE7 GGGG= 6*I*HE7 GGGGG= 6ED,H?LER7 GGGGG
!dditional lines as necessary
*'is re#ort 3as revised on 6).*E7 GGGGG (4 6FUHH F.DE7 GGGG= 6*I*HE7 GGGGG= 6ED,H?LER7 GGGGG0 . revised co#4 3as
delivered via 6C'eck(o&; ,ostal Dail= Email= Fa&= ?*HER;GGGGG7 on 6).*E7 GGGGG to;
!dditional lines as necessary
!dditional re"ision notations as necessary
Page 1, o' 15
#ost$%"ent Report (#%R &!'
In'or%ation provided courtesy o' Aolly Aospel L AhhAahM .iscovery $ools
Bhat is a Post"vent #eportN
. ,ost-Event Re#ort 6,ER7 is a re#ort of t'e details and activities of an event0 . collection of ,ERs
over time 3ill #rovide t'e com#lete 'istor4 of a recurrin event0 . ,ER is com#leted (4 t'e #rimar4
event orani5er of an event= in conIunction 3it' t'e su##liers for t'at event= and filed 3it' eac'
venue and facilit4 t'at 3as utili5ed0
Bhy should I co%plete a report on an event that has already happenedN
?nce com#lete= t'e information a ,ost-Event Re#ort 6,ER7 contains can do man4 valua(le t'ins A
all of 3'ic' can (enefit t'e event orani5er and 'ost0
Conve) the ?&ottom %ine@! *'e .,E8 ,ER can (e used as a startin #oint to translate
num(ers to dollars and cents= 3'ic' is t'e universal lanuae of (usiness0 <'at decision
makers 63'et'er it is a (oss or a su##lier7 reall4 3ant to kno3 is 1Ho3 muc' did it costK .nd
'o3 muc' 3as our net #rofitK2
%everage Aour &usiness! Use it to anal45e t'e num(ers and conduct researc'0 Fum(ers can
act as a cr4stal (all 3'ile lendin credi(ilit4 and leverae0 Fum(ers 'el# an event orani5er in
t3o critical areas;
$0 .ntici#ation A *rackin num(ers 3ill reveal #atterns t'at 3ill 'el# #re#are for and #redict
t'e future of an event0
20 Feotiation A .ccuratel4 demonstratin an event>s value ives an event orani5er t'e
credi(ilit4 and confidence needed to neotiate effectivel40 For e&am#le= ood 'istorical
data on room #ick-u# is vital 3'en leverain (usiness 3it' a 'otel0 <it'out it an event
orani5er is losin amenities= losin com#limentar4 rooms= and losin discounted e&'i(it
s#ace0
(ecision #a7ing Tool; . ,ER can 'el# ans3er 9uestions like 1Ho3 man4 reistration
counters and reistration #ersonnel 3ill (e enou'K2 or 1<'at food and (everae uarantee
s'ould (e madeK2 It can ive 4ou insi't into t'e uni9ue c'aracteristics of an event>s
attendees0 . ,ER can s'o3 if attendees (rin t'eir c'ildren to t'e event= if t'e4 make a
vacation out of it= 3'et'er t'e4 drive or fl4 in= and 3'et'er t'e4 care a(out "aturda4 ni't
airfare discounts0 <it' t'is kno3lede= an event orani5er can make (etter decisions suc' as
kno3in t'at it is more im#ortant to neotiate for free #arkin instead of free 'ealt' clu( #asses0
%everage Aour Career! Use it to demonstrate 4our #rofessionalism and #erformance as a
successful event orani5er0 If 4ou 'ave (een trackin 4our num(ers 4ou can use t'is
information durin 4our annual #erformance revie3 to demonstrate Iust 'o3 muc' 4ou 'ave
contri(uted to t'e orani5ation>s (ottom line0 *'e value of 4our #rofessionalism and skill 3ill
(ecome indis#uta(le0
Page 15 o' 15

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APEX Post Event Report

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The APEX Post-Event Report Template

Approved by the Convention Industry Council on October 30, 2003

Fum(er of Hotels Used; GGGGGGGGGG

*otal Fum(er of Rooms Used on ,eak Fi't; GGGGGGGGGG

B4 3'om 3ere 'ousin services

Hotel Fame; GGGGGGGGGG

Room &loc7 8hen contracte,

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