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APEX E-NEWS ARCHIVE: Volume IV, Issue 8 - August 2005

=============================================
CONTENTS

I. Housing & Registration Panel Accepted Practices Complete
II. What’s In It For Me? …The Convention/Event Services Sector
III. Upcoming Presentations @ Industry Events
IV. City Discussion Groups Schedule

=============================================

I. Housing & Registration Panel Accepted Practices Complete

At a special conference call meeting on August 10th, the Convention Industry Council’s (CIC) board of directors unanimously approved accepted practices from the APEX (Accepted Practices Exchange) Housing & Registration Panel, making this the fourth series of practices to be established by the initiative. Accepted practices have also been approved in the areas of terminology, history/post-event reporting, and event specifications.

The Housing & Registration panel was co-chaired by Deborah Sexton, president & CEO of the Professional Convention Management Association (PCMA), and Robert Hope, CMP, director of housing, registration & travel services for the Radiological Society of North America. The panel was charged with developing accepted practices for collecting, reporting, and retrieving complete housing and registration data for meetings, conventions, and other events. A second focus for the panel was to develop accepted practices around housing issues such as housing providers, internet issues, international housing, and disclosure.

“The new processes and systems that are coming from APEX will create huge efficiencies – in time, money and frustration,” commented Ms. Sexton. “This will enable event organizers, and all of their partners, to focus on the strategic development of events, and not so much on the forms we use. As events become better, the industry will be perceived as a more significant player in the world of business, rather than the party-planning people in marketing departments.”

Mr. Hope agrees and noted, “Based on this panel’s work, we have solid, practical guidelines and best practices. And beyond that, I believe that the process of developing accepted practices itself is creating greater unity and cohesiveness among all of the industry segments. This can only serve to strengthen each segment and the industry as a whole.”

In the final report for the areas of Housing and Registration, accepted practices, templates, and form development and management instructions are outlined for three forms in use throughout the industry:
1. Event Registration Form
2. Housing Form
3. Rooming List

Additionally, accepted practices were developed to address:
1. Housing-Related Terminology: For example, an “Event-Contracted Block (ECB)” is “the rooms that are contracted for by an event organizer with a housing facility(s) for a particular event (the Main Event).”
2. The management of room blocks, including housing facility/event communication, deposits, cancellation, sub-blocks, contracting, and incentives to book within the block: For example, in managing housing facility/event communication, the accepted practice is to “conduct pre-event meetings in advance of opening housing with the contracted facility(s) to ensure understanding of and support for established housing procedures. Use these meetings to build relationships and promote the event organizer’s support of the facility through its housing policies.”
3. The role of technology and the Internet in the industry’s housing and registration processes.

The full report with forms can be found on-line at www.conventionindustry.org.

APEX Commission Chair Mickey Schaefer, CAE, president of Mickey Schaefer & Associates, expressed gratitude to the many volunteers involved in this effort and to the industry as a whole for supporting the initiative and its goals. “The continued positive response to APEX reflects the industry's enthusiasm for working together to achieve efficiencies.” Schaefer said.

+++++++++++++++++++++++++++++++++++++++++++++

II. WHAT’S IN IT FOR ME? … THE CONVENTION/EVENT SERVICES SECTOR

This feature of the APEX E-News focuses on a different sector of the industry each month, addressing the important benefits that APEX accepted practices bring to that sector’s members. This month the focus is on the convention/event services sector of the industry.

APEX accepted practices will help to solve a persistent challenge…Today the convention services segment of the meetings, conventions, and exhibitions industry is dependent on information that is often very limited and inaccurate coming from a number of sources, including salespeople, planners, and facilities of all types. With more accurate information, the services manager will be better able to “make it happen” and deliver what was sold to the customer.

Additionally:
- Frustration will be relieved because accurate information goes a long way!
- Information that doesn’t have to be re-typed gives more time to provide personal service (including entertaining and having personal interaction outside of the business setting).
- Personal relationships are key to re-booking groups (the easiest customer to get is the one you already have) and less time spent on paperwork allows for the fostering of relationships.
- EVERY aspect of APEX works together for convention services no matter the setting (in a CVB, a hotel, a convention center, etc.)

How are accepted practices benefiting you? Let us know and we may feature you in a future edition of the APEX E-News. Send your ideas to jjones@conventionindustry.org.

+++++++++++++++++++++++++++++++++++++++++++++

III. UPCOMING PRESENTATIONS @ INDUSTRY EVENTS

Watch for APEX-related sessions at the following upcoming industry events:

September 7, 2005
Affordable Meetings National – Washington, DC, USA
www.affordablemeetings.com

October 20-21, 2005
2005 BizBash M&C Meeting and Event Style Show – New York, NY, USA
www.bizbash.com/tradeshow/

If you would like to have an APEX session on your event’s program, please contact Juli Jones at (703) 610-0273.

+++++++++++++++++++++++++++++++++++++++++++++

IV. CITY DISCUSSION GROUPS SCHEDULE

City Discussion Groups (CDG) are a vital part of the development of accepted industry practices, providing an open forum through which industry members on the local level can participate and be heard. They are FREE or LOW-COST, local, educational programs open to any industry member! Check back often – new CDGs are scheduled often.

Currently scheduled meetings include:
- October 12, 2005 – Oklahoma City, OK, USA
- October 19, 2005 – Michigan, USA
- October 19, 2005 – Chicago, IL, USA

To RSVP for these events, and see the status of other cities, visit www.conventionindustry.org/apex/CDG.htm.

If you are interested in leading a CDG in your city, contact Amy Hawthorne at (703) 610-0278 or ahawthorne@conventionindustry.org.

===========================================
Please forward this newsletter to others in the meetings, conventions, & exhibitions industry.

The APEX E-News provides timely information and updates on the APEX (Accepted Practices Exchange) initiative to all volunteers, funders and general industry members. APEX is developing the best accepted practices for the meetings, conventions and exhibitions industry with the goal of streamlining the way the industry does business.

To be added to this mailing list, send an email with “ADD” in the subject line to ahawthorne@conventionindustry.org. Please include your name, title, employer, and mailing address.

To be deleted from this mailing list, send an email with “REMOVE” in the subject line to ahawthorne @conventionindustry.org.

APEX is an initiative of the Convention Industry Council
www.conventionindustry.org
8201 Greensboro Drive, Suite 300
McLean, VA 22102

APEX E-NEWS ARCHIVE: Volume IV, Issue 8 - August 2005

=============================================
CONTENTS

I. Housing & Registration Panel Accepted Practices Complete
II. What’s In It For Me? …The Convention/Event Services Sector
III. Upcoming Presentations @ Industry Events
IV. City Discussion Groups Schedule

=============================================

I. Housing & Registration Panel Accepted Practices Complete

At a special conference call meeting on August 10th, the Convention Industry Council’s (CIC) board of directors unanimously approved accepted practices from the APEX (Accepted Practices Exchange) Housing & Registration Panel, making this the fourth series of practices to be established by the initiative. Accepted practices have also been approved in the areas of terminology, history/post-event reporting, and event specifications.

The Housing & Registration panel was co-chaired by Deborah Sexton, president & CEO of the Professional Convention Management Association (PCMA), and Robert Hope, CMP, director of housing, registration & travel services for the Radiological Society of North America. The panel was charged with developing accepted practices for collecting, reporting, and retrieving complete housing and registration data for meetings, conventions, and other events. A second focus for the panel was to develop accepted practices around housing issues such as housing providers, internet issues, international housing, and disclosure.

“The new processes and systems that are coming from APEX will create huge efficiencies – in time, money and frustration,” commented Ms. Sexton. “This will enable event organizers, and all of their partners, to focus on the strategic development of events, and not so much on the forms we use. As events become better, the industry will be perceived as a more significant player in the world of business, rather than the party-planning people in marketing departments.”

Mr. Hope agrees and noted, “Based on this panel’s work, we have solid, practical guidelines and best practices. And beyond that, I believe that the process of developing accepted practices itself is creating greater unity and cohesiveness among all of the industry segments. This can only serve to strengthen each segment and the industry as a whole.”

In the final report for the areas of Housing and Registration, accepted practices, templates, and form development and management instructions are outlined for three forms in use throughout the industry:
1. Event Registration Form
2. Housing Form
3. Rooming List

Additionally, accepted practices were developed to address:
1. Housing-Related Terminology: For example, an “Event-Contracted Block (ECB)” is “the rooms that are contracted for by an event organizer with a housing facility(s) for a particular event (the Main Event).”
2. The management of room blocks, including housing facility/event communication, deposits, cancellation, sub-blocks, contracting, and incentives to book within the block: For example, in managing housing facility/event communication, the accepted practice is to “conduct pre-event meetings in advance of opening housing with the contracted facility(s) to ensure understanding of and support for established housing procedures. Use these meetings to build relationships and promote the event organizer’s support of the facility through its housing policies.”
3. The role of technology and the Internet in the industry’s housing and registration processes.

The full report with forms can be found on-line at www.conventionindustry.org.

APEX Commission Chair Mickey Schaefer, CAE, president of Mickey Schaefer & Associates, expressed gratitude to the many volunteers involved in this effort and to the industry as a whole for supporting the initiative and its goals. “The continued positive response to APEX reflects the industry's enthusiasm for working together to achieve efficiencies.” Schaefer said.

+++++++++++++++++++++++++++++++++++++++++++++

II. WHAT’S IN IT FOR ME? … THE CONVENTION/EVENT SERVICES SECTOR

This feature of the APEX E-News focuses on a different sector of the industry each month, addressing the important benefits that APEX accepted practices bring to that sector’s members. This month the focus is on the convention/event services sector of the industry.

APEX accepted practices will help to solve a persistent challenge…Today the convention services segment of the meetings, conventions, and exhibitions industry is dependent on information that is often very limited and inaccurate coming from a number of sources, including salespeople, planners, and facilities of all types. With more accurate information, the services manager will be better able to “make it happen” and deliver what was sold to the customer.

Additionally:
- Frustration will be relieved because accurate information goes a long way!
- Information that doesn’t have to be re-typed gives more time to provide personal service (including entertaining and having personal interaction outside of the business setting).
- Personal relationships are key to re-booking groups (the easiest customer to get is the one you already have) and less time spent on paperwork allows for the fostering of relationships.
- EVERY aspect of APEX works together for convention services no matter the setting (in a CVB, a hotel, a convention center, etc.)

How are accepted practices benefiting you? Let us know and we may feature you in a future edition of the APEX E-News. Send your ideas to jjones@conventionindustry.org.

+++++++++++++++++++++++++++++++++++++++++++++

III. UPCOMING PRESENTATIONS @ INDUSTRY EVENTS

Watch for APEX-related sessions at the following upcoming industry events:

September 7, 2005
Affordable Meetings National – Washington, DC, USA
www.affordablemeetings.com

October 20-21, 2005
2005 BizBash M&C Meeting and Event Style Show – New York, NY, USA
www.bizbash.com/tradeshow/

If you would like to have an APEX session on your event’s program, please contact Juli Jones at (703) 610-0273.

+++++++++++++++++++++++++++++++++++++++++++++

IV. CITY DISCUSSION GROUPS SCHEDULE

City Discussion Groups (CDG) are a vital part of the development of accepted industry practices, providing an open forum through which industry members on the local level can participate and be heard. They are FREE or LOW-COST, local, educational programs open to any industry member! Check back often – new CDGs are scheduled often.

Currently scheduled meetings include:
- October 12, 2005 – Oklahoma City, OK, USA
- October 19, 2005 – Michigan, USA
- October 19, 2005 – Chicago, IL, USA

To RSVP for these events, and see the status of other cities, visit www.conventionindustry.org/apex/CDG.htm.

If you are interested in leading a CDG in your city, contact Amy Hawthorne at (703) 610-0278 or ahawthorne@conventionindustry.org.

===========================================
Please forward this newsletter to others in the meetings, conventions, & exhibitions industry.

The APEX E-News provides timely information and updates on the APEX (Accepted Practices Exchange) initiative to all volunteers, funders and general industry members. APEX is developing the best accepted practices for the meetings, conventions and exhibitions industry with the goal of streamlining the way the industry does business.

To be added to this mailing list, send an email with “ADD” in the subject line to ahawthorne@conventionindustry.org. Please include your name, title, employer, and mailing address.

To be deleted from this mailing list, send an email with “REMOVE” in the subject line to ahawthorne @conventionindustry.org.

APEX is an initiative of the Convention Industry Council
www.conventionindustry.org
8201 Greensboro Drive, Suite 300
McLean, VA 22102