APEX E-News Volume 5 Issue 1

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APEX E-NEWS ARCHIVE: Volume V, Issue 1 - February 2006
News You Can Use from the Accepted Practices Exchange

=============================================
CONTENTS
I. Contracts Panel Discussion Document: Make Comments Today
II. What’s In It For Me? …For Transportation Providers
III. Time-Saving Tool: The Apex Toolbox
IV. Upcoming Presentations @ Industry Events
=============================================

I. Contracts Panel Discussion Document: Let your Voice Be Heard Today
If you are unable to attend a City Discussion Group in your area, we encourage you to take the time to review and make comments on the Contracts Discussion Document. Let your voice be heard and participate today!

The APEX Contracts Panel's Discussion Document is available for industry review and comment through February 2006. The purpose of the APEX Contracts Panel is to focus on the key clauses and definitions that make industry contracts, in addition to developing contract guidelines to consider when preparing/ reviewing contracts. Additionally, the panel will develop a standard format for industry contracts. Not all clauses must be included. However, if they are, the clauses should fit into the suggested format. This will provide easier review of contracts and also ensure all benefits of suppliers and others are included in the planners' decision matrix.

The panel will consider all comments from industry members. All comments must be submitted via one of the following methods using the outlined format. All comments should be constructive to the process of developing feedback. Therefore, any criticism of a panel recommendation should be accompanied by a rationale and suggested solution.

Submitting Comments:
-Via the APEX Website- (PREFERRED METHOD)
Complete the form at http://www.conventionindustry.org/apex/contracts_comments.htm

-Via Email
Send comments, in the following format, to ahawthorne@conventionindustry.org:

Full Name:
Title:
Employer:
Address, City, State/Province & Postal/Zip Code:
Telephone Number:
Email Address:
Comment/Suggestion:

-Via Postal Mail or Fax
Send comments, in the following format, to:

Convention Industry Council
Attn: APEX Initiative – Contracts Comments
8201 Greensboro Drive, Suite 300, McLean, VA 22102
Fax: (703) 610-9005

Full Name:
Title:
Employer:
Address, City, State/Province & Postal/Zip Code:
Telephone Number:
Email Address:
Comment/Suggestion:

The Contracts document outlines the work to date of the APEX Contracts Panel and describes the process by which members of the meetings, conventions, and exhibitions industry can provide input on the panel's recommendations for accepted practices in the area of Contracts.
The final Contracts Panel report is intended to be an educational document, providing an informative approach to housing and facility contracts to all members of the convention industry. This document is not intended to provide a substitute for legal advice. This Discussion Document is intended as a draft for industry review.

Participate in the Contracts Panel Survey:
It is important to have feedback on whether some of the approaches considered by the APEX Contracts Panel should be made official accepted practices in the second phase of the panel’s work. Please take a moment to complete the survey and provide your thoughts.

This survey is available on-line at:
http://www.zoomerang.com/survey.zgi?p=WEB224J9XVQR83

Questions: Contact Project Coordinator, Amy Hawthorne. Let your voice be heard and participate today!
+++++++++++++++++++++++++++++++++++++++++++++

II. WHAT’S IN IT FOR ME? … For Transportation Providers

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 Transportation sector of the industry.

APEX accepted practices will:
-Eliminate the painful double entry of cumbersome arrival and departure manifests.
-Provide a common language and better understand of industry terminology. A client may request a “transfer” when what they envision/require is a “shuttle.”
-Minimize the need for multiple rewrites of proposals
-Insure communication of complete and consistent information.
-Encourage best practices and professionalism.
-Standardize reporting which helps to drive and track ROI.
-Provide the ability to have accurate activity reports 24/7.
-Lead to accurate event histories

What’s In It for Transportation Provider:
-The comprehensive RFP provides a view of the full scope of required services and demonstrates the value of the business.
-Accurate exchange of room pick up information ensures efficient scheduling of labor and equipment.
- Consistency in proposal format allows for faster response to leads.
- An RFP prepared using the APEX Toolkit communicates complete and consistent information. The more information a planner provides about the meeting, attendees and specific needs, the more focused the proposal will be
-Understanding the goals and objectives of the meeting on the front end will minimize the need for multiple rewrites of proposals

What’s In It for the Client:
-Receiving proposals in similar format makes analyzing and comparing multiple proposals less complicated and overwhelming for the planner and more fair for the Transportation Provider.
-The new meeting climate now requires the approval of both legal and procurement departments which has made the process lengthy. Once legal and procurement officials approve the APEX standard boilerplate language and sample paragraphs, there is no need to repeat this lengthy process.
-Effortless post-con reporting provides an accurate history for future meetings.

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 ahawthorne@conventionindustry.org.

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

III. Time-Saving Tool: The APEX Toolbox ™

The APEX Meeting and Event Planning Toolbox from OfficeReady ™ is a user-friendly toolset containing a collection of more than 200 event management and business templates, such as name badge and tent card templates. It also includes templates developed through APEX (Accepted Practices Exchange) as the industry standard. It is designed to interface with the Microsoft Office suite of software programs, specifically Word, Excel, PowerPoint. Over time, all templates developed by the seven APEX Panels will be included in the APEX Toolbox as well as made available Free Online.

Some of the tools currently included in the APEX Toolbox™ are:
• APEX Industry Glossary – Over 3,900 industry-approved terms, acronyms and abbreviations and their respective definitions.
• APEX ESG (Event Specifications Guide) – Driven by wizard technology, this is the industry’s format to use in preparing and sharing complete instructions and details for events.
• APEX Rooming List – The critical elements that are necessary for clear communication.
• APEX Housing Form – A standard version that captures the necessary information on a consistent basis.
• All hard-copy APEX templates developed in the panels’ final reports, filled in as samples.
• All checklists from the Convention Industry Council Manual, 7th Edition.
• Adobe-compatible PDF capability to create a PDF file so that users can distribute secure files via email or post them to a website.
• Over 200 meeting templates, such as tent cards, badges, invitations, agendas, newsletters, and more.
• Automatic profile feature that inserts the users name, address, and event-related relevant information into new documents automatically, saving valuable time.
• Photos, Logos, and signatures can be included and sent within your ESG or PER.

In order to encourage maximum use, The APEX Meeting and Event Planning Toolbox from OfficeReady™ has been affordably priced at $99.95 USD and can be purchased at www.conventionindustry.org.

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

IV. UPCOMING PRESENTATIONS @ INDUSTRY EVENTS
Learn more about APEX and the APEX Toolbox™. Watch for APEX-related presentations and educational sessions at the following upcoming industry events:

February 21, 2006- SALT LAKE CITY- Event Professional Roundtable
March 28-29, 2006-CHICAGO- Affordable Meetings
April 7, 2006- TORONTO- MPI Toronto Chapter
April 18, 2006- NEW YORK- Travelcom

If you would like to have an APEX session or presentation on your event’s program, please contact Amy Hawthorne at ahawthorne@convetionindustry.org or (703) 610-0278.

===========================================
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 V, Issue 1 - February 2006
News You Can Use from the Accepted Practices Exchange

=============================================
CONTENTS
I. Contracts Panel Discussion Document: Make Comments Today
II. What’s In It For Me? …For Transportation Providers
III. Time-Saving Tool: The Apex Toolbox
IV. Upcoming Presentations @ Industry Events
=============================================

I. Contracts Panel Discussion Document: Let your Voice Be Heard Today
If you are unable to attend a City Discussion Group in your area, we encourage you to take the time to review and make comments on the Contracts Discussion Document. Let your voice be heard and participate today!

The APEX Contracts Panel's Discussion Document is available for industry review and comment through February 2006. The purpose of the APEX Contracts Panel is to focus on the key clauses and definitions that make industry contracts, in addition to developing contract guidelines to consider when preparing/ reviewing contracts. Additionally, the panel will develop a standard format for industry contracts. Not all clauses must be included. However, if they are, the clauses should fit into the suggested format. This will provide easier review of contracts and also ensure all benefits of suppliers and others are included in the planners' decision matrix.

The panel will consider all comments from industry members. All comments must be submitted via one of the following methods using the outlined format. All comments should be constructive to the process of developing feedback. Therefore, any criticism of a panel recommendation should be accompanied by a rationale and suggested solution.

Submitting Comments:
-Via the APEX Website- (PREFERRED METHOD)
Complete the form at http://www.conventionindustry.org/apex/contracts_comments.htm

-Via Email
Send comments, in the following format, to ahawthorne@conventionindustry.org:

Full Name:
Title:
Employer:
Address, City, State/Province & Postal/Zip Code:
Telephone Number:
Email Address:
Comment/Suggestion:

-Via Postal Mail or Fax
Send comments, in the following format, to:

Convention Industry Council
Attn: APEX Initiative – Contracts Comments
8201 Greensboro Drive, Suite 300, McLean, VA 22102
Fax: (703) 610-9005

Full Name:
Title:
Employer:
Address, City, State/Province & Postal/Zip Code:
Telephone Number:
Email Address:
Comment/Suggestion:

The Contracts document outlines the work to date of the APEX Contracts Panel and describes the process by which members of the meetings, conventions, and exhibitions industry can provide input on the panel's recommendations for accepted practices in the area of Contracts.
The final Contracts Panel report is intended to be an educational document, providing an informative approach to housing and facility contracts to all members of the convention industry. This document is not intended to provide a substitute for legal advice. This Discussion Document is intended as a draft for industry review.

Participate in the Contracts Panel Survey:
It is important to have feedback on whether some of the approaches considered by the APEX Contracts Panel should be made official accepted practices in the second phase of the panel’s work. Please take a moment to complete the survey and provide your thoughts.

This survey is available on-line at:
http://www.zoomerang.com/survey.zgi?p=WEB224J9XVQR83

Questions: Contact Project Coordinator, Amy Hawthorne. Let your voice be heard and participate today!
+++++++++++++++++++++++++++++++++++++++++++++

II. WHAT’S IN IT FOR ME? … For Transportation Providers

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 Transportation sector of the industry.

APEX accepted practices will:
-Eliminate the painful double entry of cumbersome arrival and departure manifests.
-Provide a common language and better understand of industry terminology. A client may request a “transfer” when what they envision/require is a “shuttle.”
-Minimize the need for multiple rewrites of proposals
-Insure communication of complete and consistent information.
-Encourage best practices and professionalism.
-Standardize reporting which helps to drive and track ROI.
-Provide the ability to have accurate activity reports 24/7.
-Lead to accurate event histories

What’s In It for Transportation Provider:
-The comprehensive RFP provides a view of the full scope of required services and demonstrates the value of the business.
-Accurate exchange of room pick up information ensures efficient scheduling of labor and equipment.
- Consistency in proposal format allows for faster response to leads.
- An RFP prepared using the APEX Toolkit communicates complete and consistent information. The more information a planner provides about the meeting, attendees and specific needs, the more focused the proposal will be
-Understanding the goals and objectives of the meeting on the front end will minimize the need for multiple rewrites of proposals

What’s In It for the Client:
-Receiving proposals in similar format makes analyzing and comparing multiple proposals less complicated and overwhelming for the planner and more fair for the Transportation Provider.
-The new meeting climate now requires the approval of both legal and procurement departments which has made the process lengthy. Once legal and procurement officials approve the APEX standard boilerplate language and sample paragraphs, there is no need to repeat this lengthy process.
-Effortless post-con reporting provides an accurate history for future meetings.

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 ahawthorne@conventionindustry.org.

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

III. Time-Saving Tool: The APEX Toolbox ™

The APEX Meeting and Event Planning Toolbox from OfficeReady ™ is a user-friendly toolset containing a collection of more than 200 event management and business templates, such as name badge and tent card templates. It also includes templates developed through APEX (Accepted Practices Exchange) as the industry standard. It is designed to interface with the Microsoft Office suite of software programs, specifically Word, Excel, PowerPoint. Over time, all templates developed by the seven APEX Panels will be included in the APEX Toolbox as well as made available Free Online.

Some of the tools currently included in the APEX Toolbox™ are:
• APEX Industry Glossary – Over 3,900 industry-approved terms, acronyms and abbreviations and their respective definitions.
• APEX ESG (Event Specifications Guide) – Driven by wizard technology, this is the industry’s format to use in preparing and sharing complete instructions and details for events.
• APEX Rooming List – The critical elements that are necessary for clear communication.
• APEX Housing Form – A standard version that captures the necessary information on a consistent basis.
• All hard-copy APEX templates developed in the panels’ final reports, filled in as samples.
• All checklists from the Convention Industry Council Manual, 7th Edition.
• Adobe-compatible PDF capability to create a PDF file so that users can distribute secure files via email or post them to a website.
• Over 200 meeting templates, such as tent cards, badges, invitations, agendas, newsletters, and more.
• Automatic profile feature that inserts the users name, address, and event-related relevant information into new documents automatically, saving valuable time.
• Photos, Logos, and signatures can be included and sent within your ESG or PER.

In order to encourage maximum use, The APEX Meeting and Event Planning Toolbox from OfficeReady™ has been affordably priced at $99.95 USD and can be purchased at www.conventionindustry.org.

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

IV. UPCOMING PRESENTATIONS @ INDUSTRY EVENTS
Learn more about APEX and the APEX Toolbox™. Watch for APEX-related presentations and educational sessions at the following upcoming industry events:

February 21, 2006- SALT LAKE CITY- Event Professional Roundtable
March 28-29, 2006-CHICAGO- Affordable Meetings
April 7, 2006- TORONTO- MPI Toronto Chapter
April 18, 2006- NEW YORK- Travelcom

If you would like to have an APEX session or presentation on your event’s program, please contact Amy Hawthorne at ahawthorne@convetionindustry.org or (703) 610-0278.

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