One Click Simplifies Planning
Apex Toolbox, Version 2, provides all the forms and documents that you need to plan a meeting on one convenient CD.
By Katherine Brick
Recognizing the need to develop standardized forms, templates, language, and processes that could be used throughout the meetings industry, the Convention Industry Council, a consortium of 32 industry associations, launched the APEX (Accepted Practices Exchange) initiative several years ago. One result of that effort is APEX Toolbox, Version 2, which was released in October.
The APEX Toolbox is a user-friendly software program developed by professionals in the meeting planning industry to simplify the meeting planning process. Inside this package, there are hundreds of electronic templates and checklists to help both novice and experienced meeting planners keep up with the cutting-edge of industry-accepted practices and document formatting. (See sidebar on following page for sample of contents.)
Besides providing guidance and damage control for the beginning meeting planner, the APEX Toolbox can also save time and money by streamlining your practices and eliminating pesky data-entry problems. For example, if you create an Event Profile in the first stage of the planning process, the APEX Toolbox will filter all of the specific information entered into your profile throughout the other documents you need in your meeting planning. Forget typing and retyping food and beverage, rooming, and set-up information!
When your Event Profile is done, a complete APEX Event Specifications Guide (ESG) is created, replacing what you may have referred to in the past as a function sheet. And best of all, APEX operates on Microsoft Office Suite products, such as Word, Excel, and PowerPoint. Your documents can be saved and shared with anyone who uses Microsoft products and can be altered at any time with a simple keystroke.
Industry Developed and Endorsed
As noted, the APEX Toolbox is the result of the Accepted Practices Exchange (APEX) initiative launched by the Convention Industry Council. Based on seven specific panels of industry leaders, the initiative developed best practices and formatting designed to be the most efficient current procedures within the industry.
Those processes were implemented in the APEX Toolbox to ensure that all members within the industry can use the same templates and systems, thereby facilitating communication between business partners. Ideally, the APEX initiative will never be over—these practices will repeatedly be inspected and updated for more efficient procedures and practices.
Registered users of the APEX Toolbox will receive free upgrades, which will allow them to stay abreast the latest planning tools and practices used by the meetings, events, and exhibitions industry. Early adopters of APEX best practices will have the greatest advantage as they will continue to stay at the forefront of industry best practices.
To find out more about the APEX Toolbox, check out the Convention Industry Council’s website at ConventionIndustry.org. You can order the APEX Toolbox CD on the website for $99.95. You can also order it by sending an e-mail to this address: kbrick@conventionindustry.org. You’ll find hundreds of new resources to simplify your job.
Katherine Brick is the APEX co-ordinator for the Convention Industry Council, Washington, D.C. She can be reached at (202) 429-8634.
