FACT SHEET FOR YOUR CONFERENCE ASSOCIATION NAME: Statistics Notes Name of Conference: List the name you are going to give your conference, this will be used in all of your marketing (HTM 2025 Annual MEEC Collaborative) Attendee Demographics: List the gender, % of genders, financial status, location (domestic or international, by state, etc.) age ranges, etc. List as much detail about your attendees as you can Defined Vision: What is your overall vision for this convention. This should be approx.. 2-3 sentences stating what the convention is about Goals and Objectives: List 3 goals minimum List at least 2 objectives for each of your goals listed. We will review this the week of February 22nd. Dates: (Month & Year) List the month and year for your event. It should be held anytime beyond the year 2020 For example: June 2025 May 2026 Destination: (City, State, Country) List 3 minimum, you will use these 3 for your site analysis For example: New York, NY USA Austin, TX USA Cancun, Mexico Venues: List 1 convention center for each city listed above Number of participants: All groups should have a minimum of 1,000 participants and a maximum of 5,000. Choose a number in between these two. Hotels: List 3 hotels for each city listed above, they should be in close distance to the convention center (you will need to look this up on a computer) Transportation needs: List the type (taxi, bus, etc) and what you will transportation for during your convention List when you will need to use the transportation, for example, hotels to convention center, hotels to offsite dinner reception, airport transfers for speakers, etc. Theme for the convention: After choosing your association, choose a theme to design your convention around For example, it could have an educational theme, color theme, technology, etc. Food and beverage needs: List out how many meals you will provide during the convention for attendees, these meals will be included in the registration pricing and calculated into your budget. For example: 2 breakfast, 8 AM/PM breaks, 2 lunches, 1 reception Marketing efforts: How will you market your event and what specifically will you use to get that message across. For example, via email, a website, advertising, specific social media sites, direct mailing, etc. Projected Registration Fee: What do you think will be the cost per person to register for your event This number should be a guesstimate. We will figure out the actual registration fee after we have put our budget together later in the semester, it is ok if the numbers do not match. Budget: What do you think the $$ amount will be for your budget to run the convention Expenses: We will create your actual budget later in the semester, for now all we need is a guesstimate as to the amount of expenses you anticipate you will have and the amount of revenue you will have. Revenue: Speakers: # Paid: # Volunteers: Meeting rooms: How many speakers do you think you will hire and/or have at your event. List how many paid and how many volunteer speakers. How many meeting rooms do you feel you will need for your convention We will use these numbers to build our education program as well as select the best location for our convention. For example: 1 meeting room for opening & closing general sessions 10 breakout rooms per day for education sessions 1 exhibit space for 100 exhibitors Exhibits: How many exhibitor stands will you have during your tradeshow for the convention Special Events: List the day and type of event you will hold that is included with the convention and the registration fee (the opening ceremony or closing ceremony, etc.) Preparing a Request for Proposal No matter how large or small your meeting is, before you contact a property, it is essential that you develop clear meeting specifications. It is best to prepare a written request for proposal or quote, rather than contacting hotels by telephone to get a quote. This document should be clear and concise and serves an important negotiating tool, saves the planner time, which translates into a cost savings for the agency, provides purchasing documentation and justification for site selection and keeps the planner organized. It also provides a blueprint for a successful meeting. The following template can be used to develop your request for proposal. The description of what each item means follows each item. Simply replace your information within the appropriate category. RFP TIPS 1. 2. 3. 4. Always put together an RPF over calling a hotel about a meeting. Always notify all parties of your final decision. If using a convention bureau, check to see if this is a service they provide. If not, follow-up with each bidding property. Don't over/underestimate your needs. Don't ask for a quick turnaround time and then wait to make a decision. Request for Proposal NAME OF AGENCY/DEPARTMENT HERE PURPOSE: The following meeting spec sheet is intended to provide qualified, interested parties information which will enable them to respond with a detailed proposal to provide hotel and meeting facilities for the Fill in the name of your meeting here. 1. EVENT PROFILE: Describe the purpose of the event. Include overall goals and objectives. 2. ATTENDEE PROFILE: Describe those who will attend the meeting. Percentage male/female, age, profession, if applicable, other demographic information. 3. DATES: if you are flexible here, say so. Otherwise, indicate specific dates. You have more negotiating room if your dates are flexible. 4. ARRIVAL/DEPARTURE PATTERN: day of the week your attendees arrive/depart 5. ANTICIPATED SLEEPING ROOM NEEDS: # of rooms needed per night of your meeting. For example: 125 on day one 250 on day two and so on. 6. RESERVATIONS: How reservations are made. By individual, room list, etc. 7. TENTATIVE A/V NEEDS: If you have any idea of what you might need. 8. BILLING INSTRUCTIONS: Where to send the bill. Very important! PROPOSALS WILL BE EVALUATED ON THE FOLLOWING INFORMATION: (Arrange the following in the order of importance to your group. You may have other items that are important to your group that are not listed here. You can assign points according to the importance of the item, which will help in the selection process. Omit items that are not relevant to your process. Completeness of proposal. Are all areas addressed? My goal is not to have to call hotels for missing information. If they omit specific items on the RFP, I sometimes use this as a reason to remove the hotel from the competition. I have learned that it is not easy to get hotels to provide a response for every item contained on your RFP. ADA compliance - even though the Americans With Disabilities Act is in effect, it is still a good idea to ask about this because, although hotels may say they are compliant, your attendees with special needs may be using service elevators to access upper floors. Sight inspection - Always do one, if at all possible. This will be your best justification for the selection of a site that may be higher in cost. Accessibility from airport Availability, frequency and cost of shuttle service from/to airport Sleeping room rate - if you have a ceiling, you might want to say so. Another way to handle it is to say you are looking for the lowest rate and see what they come in with and negotiate from there. Ability to meet food and beverage needs within budgetary guidelines - if you have a ceiling, include it. Ie, continental breakfast $7.25, lunch $15, breaks $2 pp, etc. Meeting room rental charges Audio/visual fees Comp room policy - 1 per 40, 50, etc. Parking fees, if applicable On site restaurant facilities - if your group would use them Anything else important to your group that is not listed. FOOD AND BEVERAGE NEEDS: Detail food and beverage needs here. If you have a specific per person budget or any special requests indicate that here as well. Detail your meeting room needs here. If you haven an agenda, attach it. Indicate the square footage you require and any special set-up requirements. MEETING ROOM NEEDS: all times are approximate Examples: HOURS FUNCTION SEATING/CAPACITY Day 0 Will you need a conference office? If so, when do you need to be in? 10:00-12:00 am Conference Office TBD 2:00-7:00 pm Registration SQ FT. SET UP TBD DAY 1 6:30-12:00 am 7:30 am 8:00 am 8:30 am 10:00 am 10:15-11:00am 11:15-12:00am 12:00 Conference Office Registration Continental Breakfast General Session Break Concurrent Sessions (4-8) Concurrent Sessions (4-8) Lunch TBD 200-500 200-500 200-500 50-75 each 50-75 each 200-500 Flow Flow Theater Flow Classroom Classroom Rounds Selection Process: How and when will your decision be made? Is this done through your recommendation or are you the decision maker? Additional Considerations: 1. 2. 3. 4. 5. 6. What other groups are in the hotel during over the proposed dates for this meeting? If attendees wish to stay over after the meeting will the conference rate apply? What complimentary services are provided to guests? Provide information on transportation within your community to places of interest, restaurants, etc. - probably in the boiler-plate response. Provide 3 government meeting planner references. What else is important to you? Address your responses to: Responses may be emailed to me at , or faxed to . A hard copy with a meeting-planning packet on your property should follow. If you have addition questions, contact: DEADLINE FOR ALL RESPONSES: Developed by: Lynette I. Schick, CMP RFP Design An RFP is typically sent to a smaller number of potential suppliers known to have the resources for providing the desired services. In addition, an RFP is usually more detailed with respect to the services being sought and the information prospective suppliers must provide. A wellexecuted meeting RFP can serve as an excellent event roadmap, and can help match your group to the ideal venue or destination. In principle, an RFP: informs suppliers that an organization is looking to hire services and encourages them to make their best effort. requires the company to specify what it proposes to purchase. alerts suppliers that the selection process is competitive. allows for wide distribution and response. ensures that suppliers respond factually to the identified requirements. For your Assignment you will need to develop an RFP for a 1,000+ person convention that will last a minimum of 4 days and includes both educational sessions and a tradeshow. You will create a mock Association and give a name of your own choice. You will also create where the association HQ are located along with the following items: Event name and purpose: Create a Name for the convention and describe the purpose of your event, including your overall goals and objectives. Event history: Provide background about your organization and any relevant history of the event, including what destinations & venues have been used in the past for the convention. Go back approximately 3 years in your historical information for the event. Attendee profile: Describe general demographics, such as age or gender, as well as the relationship of attendees to your organization, whether they are operations employees, sales staff, clients or related professional groups. What have the numbers been in the past, and what do you expect the turnout to be? Dates: List the specific date or range of target dates for hosting your event. Include a history of dates chosen in the past. If you are flexible on dates, say so, as it may give you more opportunities. Mention whether there are any specific days or times you want to avoid (holidays for example). Accommodation needs: Estimate the number of guest rooms needed per night of your meeting, such as 125 on the first day, 250 on the second day, and so on. Specify any room types desired, such as single or double, and the number of rooms that may be required for event staff or speakers. Meeting Room and Tradeshow needs: Estimate the number of rooms you will need each day for educational sessions as well as how many exhibitor booths you will have at your tradeshow and an approximate amount of sq. footage needed in the Exhibition Hall or Ballroom. Food and beverage requirements: Detail meal requirements, room needs (meeting or banquet room set-ups and capacities), and any prior attendance history you can cite, to help establish realistic numbers. If you have budgeted a certain amount for your meals per person each day, indicate how much, and ask the service provider to work to your budget. Ask for the dates when guaranteed numbers must be locked in. Audio-visual (A/V) needs: Include a list of A/V needed in the past, and whether it has been supplied by the hotel/venue or by a third-party specialist. If this is the first time this conference has been held, what A/V do you anticipate being needed? Destination management: List any guest services you may require help on related to the event, such as meet-and-greet event, ground transportation, spousal programs, children's activities, special dcoror staging or evening entertainment, as well as the number of anticipated people related to each. Selection process: Describe how your decision will be made and who the decision makers are - such as an executive group or committee - and when you anticipate making a final decision. Acknowledge if you are gathering the information on behalf of an organizing committee, and who will be the key planning contact. Attached here you will find several guides & templates to assist you in creating your RFP. If you have specific questions, please do not hesitate to contact me RFP GUIDE HOW TO WRITE AN RFP & MANAGE THE VENDOR SELECTION PROCESS A REQUEST FOR PROPOSAL GUIDE FOR DIGITAL MARKETERS BY TONY KINARD JANUARY, 2011 info@tonykinard.net twitter.com/tonykinard linkedin.com/in/tonykinard www.tonykinard.net Digital Strategy Web Development Social Media Marketing Email Marketing Search Engine Marketing The Digital RFP Guide: How To Write An RFP & Manage The Vendor Selection Process www.TonyKinard.net TABLE OF CONTENTS PREFACE: A GUIDE FOR DIGITAL MARKETERS ....................................................................... 3 A WELL MANAGED RFP PROCESS IS MISSION CRITICAL ..................................................................... 3 Prep Work: Are You Truly Ready To Ask For Proposals? ...................................................................................... 4 The Value of Ideas And Ownership of Intellectual Property................................................................................. 5 QUICK OVERVIEW: THE REVIEW PROCESS & THE RFP ....................................................................... 6 Process Snapshot: The Steps To Vendor Selection ............................................................................................... 6 RFP Snapshot: The Basic List of What To Include ................................................................................................ 6 HOW TO WRITE A GREAT REQUEST FOR PROPOSAL ............................................................. 8 INFORMATION TO PROVIDE VENDORS IN RFP .................................................................................. 8 INFORMATION TO REQUEST FROM VENDORS IN AN RFP ................................................................. 12 HOW TO MANAGE THE VENDOR SELECTION PROCESS ........................................................16 THE GENERAL COMPONENTS OF THE VENDOR SELECTION PROCESS: .................................................... 16 Selection Committee .................................................................................................................................... 16 Finalize a schedule ....................................................................................................................................... 17 Completion of an RFP .................................................................................................................................. 18 Initial target pool of vendors .................................................................................................................... 18 EXAMPLE SCHEDULE .................................................................................................................. 19 ABOUT THE AUTHOR ...........................................................................................................21 APPENDIX A: Digital Marketing RFP Template 2011 Tony Kinard www.TonyKinard.net Page 2 of 21 The Digital RFP Guide: How To Write An RFP & Manage The Vendor Selection Process www.TonyKinard.net PREFACE: A GUIDE FOR DIGITAL MARKETERS Prior to the advent of the Internet, marketing and advertising was primarily a realm made up of television, print and display advertising as well as direct marketing via telephone and mail. Today, digital mediums have brought about a dizzying array of advanced, highly dynamic marketing channels served up by technologies that are enabling completely new and revolutionary marketing eco-systems. These developments have increased the complexity of the marketing landscape at an exponential rate, pressuring companies to increasingly turn to technology vendors and interactive marketing agencies to stay current and competitive. Whether you are a company looking to begin the process of developing your interactive marketing from scratch or you are an experienced organization seeking to advance your existing programs, the process of searching for and evaluating potential partners can be fraught with difficulties. Interactive marketing and web development projects are generally complex and often choosing the right vendor or agency for the job is no less complicated or time consuming. Having been in the technology industry for Writing a good request for proposal many years, I've been through the process countless times - both as a client (RFP) and managing a well thought looking for a vendor and as a vendor bidding on a project. I've seen the very out process to select the right good, the very bad and just about everything in between. As more and more partner for your company can of my colleagues turned to me for advice on this subject, I developed this RFP mean difference between a great guide in an effort to provide some assistance to those in need. success and a total disaster. Writing a good request for proposal (RFP) and managing a well thought out process to select the right partner for your company can mean difference between a great success and a total disaster for you and everyone involved. Here are some valuable tips and recommendations, along with some insight, to help you write a great RFP and manage the vendor selection process. A note about terminology used here: this guide is generally applicable to RFPs intended for a variety of interactive marketing projects and initiatives of varying scope and type (e.g. email marketing, website development, social media marketing, overall digital strategy, etc.). For the purpose of readability, most of the references tend to use the terms \"project\" and \"initiative\\fNATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS 2019 ANNUAL CONVENTION REQUEST FOR PROPOSALS CONTENTS 2....................................................................................................CONTENTS 3...............................................................................................COVER MEMO 4..................................................................SPECIFICATIONS AT A GLANCE 6...................................ADDITIONAL SITE SELECTION CONSIDERATIONS 9........... 2007-2012 CONVENTION SITES AND REGISTRATION HISTORY 10...........CONVENTION ARRIVAL/DEPARTURE PATTERN AND ROOM MIX 11.............2008-2012 CONVENTION SLEEPING ROOM PICK-UP HISTORY 12............................... 2008-2018 CONVENTION SLEEPING ROOM RATES 13................................. ANTICIPATED FUNCTION SPACE REQUIREMENTS 20............................................ 2006-2012 FOOD AND BEVERAGE SPENDS 21..................................... NASP CONVENTION FUTURE SITES/DATES (Attachment)............. NASP HOTEL INFORMATION COMPARISON FORM 2 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS 2019 ANNUAL CONVENTION RFP COVER MEMO To: Convention and Visitors Bureaus Hotel National Sales Offices Event: NASP 51st ANNUAL CONVENTION Preferred Dates: February 2019 (later weeks in month preferable) Required Information: Proposal (with first option dates only, confirmed 2019 sleeping room rates, and meeting room availability); Hotel Information Comparison Chart (see attached copy); and Hotel information packet (containing floor plans, current catering menus, etc.) Proposal Submission Deadline: June 1, 2012 Submissions Should be Sent to: Glenn M. Reighart, CAE, CMM, CMP Director, Meetings and Conventions National Association of School Psychologists 4340 East West Highway, Suite 402 Bethesda, MD 20814 Direct: (301) 347-1666, Fax: (301) 657-0275 E-mail: greighart@naspweb.org NASP will be pleased to receive proposals from destinations/hotel chains that fit the attached specifications only. Please instruct individual properties NOT to submit any proposals or inquiries directly to NASP. I would appreciate your collecting responses on my behalf and submitting them to me as part of a single, consolidated proposal sent by you. Please be sure to submit your best offer within your original proposal; there may not be any opportunity to revise bids. Submissions from individual properties, incomplete submissions, submissions without first option dates and confirmed 2019 sleeping room rates, and those received after the submission deadline cannot be considered. If you do not intend to submit a bid, I would appreciate your letting me know and indicating the reason for that decision. Cities receiving this RFP and an invitation to submit a proposal include Atlanta, GA; Baltimore, MD; Boston, MA; Charlotte, NC; New York City, NY; Phoenix, AZ; Salt Lake City, UT; and Tampa, FL. Other cities may be considered, upon request. The tentative decision schedule is as follows: Distribution of Request for Proposals Proposal Submission Deadline Semi-Finalists Announced Site Visits Performed Finalist Site Recommendation Determined Exec. Cmte. Ratifies Recommended Site Destination Announced Letter(s) of Intent Signed Contracts Finalized May 3, 2012 June 1, 2012 August 2012 September/October 2012 November 2012 Mid December 2012 Mid December 2012 Late December 2012 May 2013 (NOT earlier, or in 2012!) Thank you for your consideration. We look forward to the possibility of working with you ... PROPOSAL SUBMISSION DEADLINE: June 1, 2012 3 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANNUAL CONVENTION SPECIFICATIONS AT A GLANCE ATTENDEES: School Psychologists PURPOSE: Education/Association business/Networking TIME OF YEAR: February TIME OF MONTH: 3rd or 4th week preferred PEAK ARRIVALS: Monday and Tuesday PEAK DEPARTURES: Friday (additional heavy departures on Saturday) PEAK ROOM BLOCK: 1,650 - Wednesday (36% Single, 58% Double, 3% Triple, 3% Quad) 60% of NASP's sleeping rooms must have 2 beds/each ROOM BLOCK: Fri (5); Sat (25); Sun (85); Mon (725); Tues (1,400); Wed (1,650); Thurs (1,525); Fri (550); Sat (105); Sun (5);Total (6,075). *Sleeping room rates to be commissionable at 5% EXHIBIT SPACE: Minimum 50K GSF (Space for 100 10x10 booths plus 3,000 sq. ft. NASP Village area and potential posters) MOVE IN DAYS: Monday, Tuesday, Wednesday until noon EXHIBIT DAYS: 12:30 p.m., Wednesday-3:00 p.m., Friday MOVE OUT DAYS: 3:00-11:00 p.m., Friday; 8:00 a.m.-12:00 p.m., Saturday CONVENTION DAYS: Monday-Friday MEETING ROOMS: 10 Workshop rooms for 50-200 schoolroom style 35 Educational session rooms for 50-200 theater style 10 meeting rooms for 10-50 conf/theater style 10 special event rooms for 50-200 theater style 7 Offices in headquarters facility; 4 Offices in overflow hotel LARGEST SESSION: 2,500 theatre seating (minimum) - Wednesday morning 4 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANNUAL CONVENTION SPECIFICATIONS AT A GLANCE (Cont.) LARGEST RECEPTION: 1,500 people Opening/Welcome Reception (Tuesday Night) AFFILIATE SPONSORED FUNCTIONS: Approximately 25 (Must be approved by show management) F&B DOLLARS GENERATED: $100,000 (This figure includes revenue from affiliate ICW events. There also is an opportunity to generate an additional $15,000-20,000 in attendee cash-and-carry revenue, in addition to the $100,000 NASP/affiliate F&B spend) 5 NASP 2019 ANNUAL CONVENTION ADDITIONAL SITE SELECTION CONSIDERATIONS NASP would like to secure as many of the following amenities and considerations as possible. Proposals from facilities that can provide all or most of the following will be evaluated more favorably: Required: All items incidental to and typically required for, convention-type meetings, such as risers, skirting, tables, chairs, etc. One per forty (40), cumulatively, complimentary sleeping room ratio throughout the convention (higher ratio may be considered). For full convention week (Sunday arrival through following Sunday departure): Five (5) complimentary suites beyond the complimentary room units earned as follows: One (1) two-bedroom Presidential Suite, Two (2) two-bedroom Deluxe Suites, and Two (2) one-bedroom Deluxe suites. Thirty (30) complimentary single/double sleeping room upgrades to the club/concierge floor. Fifty percent (50%) discount off the single convention rate for twenty five (25) NASP staff's sleeping rooms. Thirty-five percent (35%) discount off the single/double/triple/quad room rates for one hundred (100) NASP Delegates' sleeping rooms. Fifteen (15) complimentary sleeping rooms for three (3) nights along with complimentary meeting space (15 people conference style) for first Convention Committee planning meeting. Five (5) complimentary sleeping rooms for three (3) nights along with complimentary meeting space (10 people conference style) for second Convention Committee planning meeting. Two (2) complimentary sleeping rooms for three (3) nights during one (1) site visit. Ten (10) complimentary roundtrip VIP airport transfers. No charges for standard meeting room set-ups/changes during the convention. No extra food & beverage charges for functions of fewer than any standard Minimum number (i.e. 25). 6 NASP 2019 ANNUAL CONVENTION ADDITIONAL SITE SELECTION CONSIDERATIONS (Cont.) Desired: Complimentary function and exhibit hall space during the convention. One (1) free microphone, signage easel, and standing lectern per meeting room per day. One (1) complimentary two-hour reception for 200 people to include full service bar and stationed and passed hors d'oeuvres/miniature desserts. One (1) complimentary full bar in Presidential Suite to include complimentary refresh of set-ups daily. Complimentary bartenders and cashiers for all food and beverage events at which alcohol is served. Complimentary set-ups of breakfast and lunch cash and carry stations in designated public areas with no minimum catering guarantees. Complimentary continental breakfast for 20 people in the NASP convention management office Tuesday through Friday of the convention week. Complimentary high-speed Internet connections for twenty five (25) computers within NASP Cyber Center and one (1) computer within NASP convention management office. Complimentary sound patches for audio recording purposes in up to twelve (12) designated meeting rooms. Discounts on daily parking for overnight hotel guests and drive-in attendees. 7 NASP 2019 ANNUAL CONVENTION ADDITIONAL SITE SELECTION CONSIDERATIONS (Cont.) Minimum Green Meeting Initiatives: Hotels will provide documentation of environmental initiatives that have been undertaken or a green meetings program that is in place. Hotels will offer paperless check-in and check-out systems. Hotels will provide a recycling program to include paper, plastic, glass, aluminum cans, and cardboard at no cost to NASP. Hotels will provide clearly marked recycling containers in all meeting rooms and throughout public space areas. Hotels will have water conservation fixtures in guest rooms. Hotels will offer a linen reuse program. Hotels will offer menus with in-season and local food selections. Hotels will use cloth napkins and silverware in lieu of paper and plastic for all food functions. Hotel will provide condiments in serving containers, and not individual packets, for all food functions (to include sweeteners for coffee stations). 8 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS CONVENTION REGISTRATION HISTORY # Weeks Out New York 2007 New Orleans 2008 Boston 2009 Chicago 2010 San Francisco 2011 Philadelphia 2012 12 3,502 11 3,600 10 3,654 9 3,687 8 3,730 7 3,771 6 3,868 5 4,014 4 4,221 3 4,659 2 4,731 1 4,829 Final 5,175 9 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS DESIRED 2019 ANNUAL CONVENTION DESIRED ARRIVAL/DEPARTURE PATTERN & ROOM TYPES DAY % of TOTAL BLOCK # OF ROOMS FRIDAY 0% SATURDAY 0% SUNDAY 1% MONDAY 12% TUESDAY 23% WEDNESDAY 27% THURSDAY 25% FRIDAY 10% SATURDAY 2% SUNDAY 0% TOTAL 100% ROOM TYPE % of TOTAL BLOCK SINGLE 38% DOUBLE 56% TRIPLE 3% QUAD 3% TOTAL 100% 60% of the sleeping rooms within NASP's block must have 2 beds/each 10 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANNUAL CONVENTION SLEEPING ROOM PICK-UP HISTORY Day February 2008 New Orleans, LA February 2009 Boston, MA March 2010 Chicago, IL February 2011 San Francisco, CA February 2012 Philadelphia, PA Fri Sat Sun Mon Tue Wed Thu Fri Sat Sun Total 11 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS CONVENTIONS SLEEPING ROOM RATES PROPERTY DATES SINGLE DOUBLE New Orleans Marriott Sheraton New Orleans February 6-9, 2008 February 6-9, 2008 $ $ $ $ Astor Crowne Plaza February 6-9, 2008 $ $ InterContinental February 6-9, 2008 $ $ Westin New Orleans February 6-9, 2008 $ $ *Boston Marriott Copley Place February 24-28, 2009 $ $ *Sheraton Boston February 24-28, 2009 $ $ March 2-6, 2010 $ $ *San Francisco Hilton February 22-26, 2011 $ $ *Nikko San Francisco February 22-26, 2011 $ $ **Philadelphia Marriott February 21-25, 2012 $ $ **Marriott Courtyard February 21-25, 2012 $ $ **Loews Philadelphia February 21-25, 2012 $ $ *Sheraton Seattle February 12-16, 2013 $ $ *Hyatt at Olive 8 February 12-16, 2013 $ $ *Marriott Wardman Park February 18-22, 2014 $ $ *Omni Shoreham February 18-22, 2014 $ $ *Disney Swan/Dolphin February 17-21, 2015 $ $ *New Orleans Marriott February 10-14, 2016 $ $ *Sheraton New Orleans February 10-14, 2016 $ $ **Grand Hyatt San Antonio February 21-24, 2017 $ $ **Marriott Riverwalk/Rivercenter February 21-24, 2017 $ $ **Hilton Palacio February 21-24, 2017 $ $ *Hyatt Regency Chicago February 13-17, 2018 $ $ *Hyatt Regency Chicago 2019 Sleeping room rates must be commissionable at 5% * Rate includes commission ** Rate includes commission and rebate 12 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANTICIPATED FUNCTION SPACE REQUIREMENTS *Please indicate specific space recommended for each activity listed below within proposal. TIME DESCRIPTION SATURDAY 7 a.m. to 7 a.m. 24 hour hold (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) Registration Area - To accommodate 23 registration counters TIME DESCRIPTION SUNDAY 7 a.m. to 7 a.m. 24 hour hold (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) - Same as previous day Registration Area - Same as previous day TIME DESCRIPTION MONDAY 7 a.m. to 7 a.m. 24 hour hold (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) - Same as previous day Registration Area - Same as previous day Exhibit Hall - Space to accommodate 100 10' x 10' booths, NASP Village, Publications Center (and ideally 40 2-sided poster boards) (Minimum 50,000 GSF) 13 TIME DESCRIPTION General Session Hall - 2,500 + theater style (Minimum 25,000 GSF) 14 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.) TIME DESCRIPTION TUESDAY 7 a.m. to 7 a.m. 24 hour hold (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) - Same as previous day Registration Area - Same as previous day General Session Hall - Same as previous day Exhibit Hall - Same as previous day 7 a.m. to 9 p.m. 10 a.m. to 6 p.m. (10) Workshop Rooms - Each with schoolroom seating for 50-200 - Could be in overflow hotel Featured/Documented Sessions Room - 500-600 theater style (10) Committee Meeting Rooms - Each with conference style seating for 10-50 - Could be in overflow hotel (10) Special Event Rooms - Each with space for 50-200 Theater style - Could be in overflow hotel 4 to 12 p.m. (Start at 8 p.m.) (35) Presentation Rooms - Each with theater style seating for 50-200 Welcome Reception - Flow for 1,200 - Scattered Rounds for 800 - Riser for Entertainment - Dance floor 15 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.) TIME DESCRIPTION WEDNESDAY 7 a.m. to 7 a.m. 24 hour hold (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) - Same as previous day Registration Area - Same as previous day Exhibit Hall - Same as previous day 7 a.m. to 6 p.m. (10) Committee Meeting Rooms - Each with conference style seating for 10-50 - Could be in overflow hotel (10) Special Event Rooms - Each with space for 50-200 Theater style - Could be in overflow hotel (35) Presentation Rooms - Each with theater style seating for 50-200 (10) Workshop Rooms - Each with schoolroom seating for 50-200 - Could be in overflow hotel Featured/Documented Sessions Room - 500-600 theater style 10 a.m. to 12 p.m. 2 p.m. to 7 a.m. 24 hour hold 6 to 10 p.m. General Session - Same as previous day Poster Session Space - Minimum of 40 2-sided poster boards - Approx. 6,000 GSF Career Service - Minimum 6,000 GSF (3) Receptions (Tentative) - Flow for 50-300, each 16 NATIONAL ASSOCIATION OF SCHOOL PYCHOLOGISTS ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.) TIME DESCRIPTION THURSDAY 7 a.m. to 7 a.m. 24 hour hold (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) - Same as previous day Registration Area - Same as previous day Exhibit Hall - Same as previous day Poster Session Space - Minimum of 30 2-sided poster boards - Approx. 5,500 GSF - Same as previous day Career Service - Same as previous day 7 a.m. to 6 p.m. (10) Committee Meeting Rooms - Each with conference style seating for 10-50 - Could be in overflow hotel (10) Special Event Rooms - Each with space for 50-200 Theater style - Could be in overflow hotel (35) Presentation Rooms - Each with theater style seating for 50-200 (10) Workshop Rooms - Each with schoolroom seating for 50-200 - Could be in overflow hotel Featured/Documented Sessions Room - 500-600 theater style 3 to 10 p.m. Children's Fund Auction - Minimum 5,000 GSF (Event: 6-7:30 p.m.) 7 to 10 p.m. (3) Receptions (Tentative) - Flow for 50-300, each 17 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.) TIME FRIDAY 7 a.m. to 7 a.m. 24 hour hold 7 a.m. to 6 p.m. DESCRIPTION (7) Headquarters Offices (HQ Hotel) (4) Headquarters Offices (Overflow Hotel) - Same as previous day Registration Area - Same as previous day Exhibit Hall - Same as previous day Poster Session Space - Minimum of 30 2-sided poster boards - Approx. 5,500 GSF - Same as previous day Career Service - Same as previous day (10) Committee Meeting Rooms - Each with conference style seating for 10-50 - Could be in overflow hotel (10) Special Event Rooms - Each with space for 50-200 Theater style - Could be in overflow hotel (35) Presentation Rooms - Each with theater style seating for 50-200 (10) Workshop Rooms - Each with schoolroom seating for 50-200 - Could be in overflow hotel 6 to 10 p.m. Featured Sessions Room - 500-600 theater style (3) Receptions (Tentative) - Flow for 50-300, each 18 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS ANTICIPATED FUNCTION SPACE REQUIREMENTS (Cont.) TIME SATURDAY 7 a.m. to 12 noon 7 a.m. to 5 p.m. 7 a.m. to 5:30 p.m. 11 a.m. to 2 p.m. DESCRIPTION Exhibit Hall Tear Down (2) Headquarters Offices (HQ Hotel) (2) Headquarters Offices (HQ Hotel) (2) Headquarters Offices (Overflow Hotel) (4) Committee Meeting Rooms - Each with conference style seating for 15-25 Delegate Assembly Meeting - Hollow square for 90 with Gallery seating for 30 and perimeter seating for 30 (Minimum 8,000 GSF) Delegate Assembly Luncheon - 100 people at banquet rounds - Ideal location via air wall in meeting room 19 NASP ANNUAL CONVENTIONS FOOD AND BEVERAGE REVENUES 2006 2007 2008 2009 2010 2011 2012 Anaheim Hilton Hilton New York New Orleans Marriott Boston Marriott Copley Place Hyatt Regency Chicago Hilton San Francisco Marriott Sheraton New York Sheraton New Orleans Sheraton Boston $ Westin Copley Place $ Marriott Anaheim $ $ Loews Courtyard $ $ $ *Figures do not include revenue from ICW affiliate functions, cash-&-carry sales, or outlet usage. 20 NATIONAL ASSOCIATION OF SCHOOL PSYCHOLOGISTS FUTURE CONVENTION SITES/DATES 2013 Seattle, WA Washington State Convention and Trade Center February 12-16, 2013 2014 Washington, DC Marriott Wardman Park and Omni Shoreham February 18-22, 2014 2015 Orlando, FL Walt Disney World Swan and Dolphin Resorts February 17-21, 2015 2016 New Orleans, LA New Orleans Marriott and Sheraton New Orleans February 10-14, 2016 2017 San Antonio, TX Henry B. Gonzalez Convention Center February 21-24, 2017 2018 Chicago, IL Hyatt Regency Chicago February 13-16, 2018 21 The APEX Event Specifications Guide Template Approved by the Convention Industry Council on September 30, 2004 Updated June 2005 Report Section Accepted Practices Instructions for Use Narrative Function Schedule Function Set-up Order Function Set-up Order (Exhibitor Version) Page Number 2 5 6 14 15 22 APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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 APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field Crisis & Emergency Instructions 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. APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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. APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field PART I - Narrative Date Originated*: __________ Date Revised*: __________ Repeat for additional revisions as necessary. A. EVENT PROFILE Event Name*: __________ Event Organizer/Host Organization: __________ Event Organizer/Host Organization Phone*: __________ Event Organizer/Host Organization Mailing Address Line 1*: __________ Event Organizer/Host Organization Mailing Address Line 2: __________ Event Organizer/Host Organization City*: __________ Event Organizer/Host Organization State/Province*: _________ Event Organizer/Host Organization Postal/Zip Code*: __________ Event Organizer/Host Organization Country*: __________ Event Organizer/Host Organization Web Address: __________ Event Web Address: __________ Event Organizer/Host Organization Overview (mission, philosophy, etc.): __________ Event Objectives: __________ Event Scope: Drop Down Options: Citywide Single Venue Multiple Venue Other: __________ Event Type*: Event Frequency: Drop Down Options: Board Meeting Committee Meeting Customer Event Educational Meeting General Business Meeting Incentive Travel Local Employee Gathering Product Launch Public/Consumer Show Sales Meeting Shareholders Meeting Special Event Team-Building Event Training Meeting Trade Show Video Conference Other: __________ Drop Down Options: One Time Only Biennial Annual Semi-Annual Quarterly Monthly Other: __________ APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field Event is mandatory for attendees: Yes No Spouses & Guests are invited to attend: Yes Children are invited to attend: Yes No 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: __________ State/Province: __________ Event Location City: __________ 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 Title Company Contact1 Name* Contact1 Title* Contact1 Company* Address Telephone Fax Email Mobile Phone Contact1 Address* Contact1 Telephone* Contact1 Fax* Contact1 Email* Contact1 Mobile Phone* Description of Responsibilities Location During Event Emergency Contact? Contact1 Responsibilities* On-Site* Off-site* Yes No Repeat for additional Contacts as necessary. Supplier Partner Contacts Name Address Description of Location During APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field Title Company Contact1 Name* Contact1 Title* Contact1 Company* Telephone Fax Email Mobile Phone Contact1 Address* Contact1 Telephone* Contact1 Fax* Contact1 Email* Contact1 Mobile Phone* Responsibilities Event Contact1 Responsibilities* On-Site* Off-site* 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: __________ APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field Luggage Storage Requirements: __________ 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 HQ Hotel? Yes No Day 1 Final Room Block # Day 2 Final Room Block # Day 3 Additional days as necessary Final Room Block # Additional facilities 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 Title Employer Arrival Date & Time Departure Date & Time Amenities Upgrades Relationshi p to the Event VIP1 VIP2 Repeat for additional VIPs as necessary. 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: __________ APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field Comments e.g. special billing, airport transfers Office(s): __________ 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 Begin Time: __________ Move-in End Date: __________ Move-out Begin Date: __________ Move-out End Time: __________ Move-out End Date: __________ Service Contractor Schedule Move-in Begin Date: __________ Move-in Begin Time: __________ Move-in End Date: __________ Move-out Begin Date: __________ Move-out End Time: __________ Move-out End Date: __________ See Section B: Dates & Times for Targeted Move-in Information Other Exhibits Comments: __________ APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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*: __________ Not Required Group To Provide Venue To Provide Outside Vendor To Provide: __________ (company name) General Security/Surveillance: Day/Date Location Hours (start & end) Hours (start & end) Hours (start & end) Not Required Group To Provide Venue To Provide Outside Vendor To Provide: __________ (company name) First-Aid Services: Day/Date Location Keys Location Function Name Hours (start & end) 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: __________ APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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 If Yes, complete the following: Day & Date (i.e., Monday, mm/dd/yyyy) No Route Name Start Time End Time Frequency Repeat for additional occurrences as necessary. Transportation Provider: __________ Shuttle(s) Provided for Off-Site Events: Yes If Yes, complete the following: Off-Site Function 1 No Off-Site Function 2 Off-Site Function 3 Off-Site Function 4 Additional Off-Site Functions as Necessary Departure Location Departure Date/Time Drop-off Location Drop-off Date/Time Return Location Return Date/time Transportation Provider 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 APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field From: To: Shipper: (contact and address) (contact and address) # 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 Incidentals to Master*: Yes Guests Pay on Own*: Yes No No No X. AUTHORIZED SIGNATORIES Full Name Title Approval Authority APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field Signatory1 Full Name* Signatory1 Title* Indicate Approval Authority Instructions* Repeat for additional Signatories as necessary. APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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 & Date Function Start Time (US & Military via auto calc) Function End Time (US & Military via auto calc) Function Name Facility Roo m Nam e Setup ^ Set For Function # Posting Instructions 24-Hour Hold? Post Do Not Post Yes No Function Schedule Comments: __________ ^enter primary set-up designated on the function's function order. APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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 APEX Event Specifications Guide Template Copyright 2004, 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 28 *indicates required field 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: __________ APEX Event Specifications Guide Template Copyright 2004, 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 16 of 28 *indicates required field APEX Event Specifications Guide Template Copyright 2004, 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 17 of 28 *indicates required field 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.) Other: __________ If yes, Quantity: __________ 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 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: __________ Quantity __________ __________ __________ __________ __________ __________ __________ __________ __________ __________ _______