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Event specification guide template 2026

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The APEX Event Specifications Guide Template, approved by the Convention Industry Council, serves as a comprehensive framework for event organizers to communicate essential details about events to venues and suppliers. It includes sections for narrative descriptions, function schedules, and specific setup orders for various functions and exhibitors. The guide emphasizes the importance of clear communication, tracking changes, and adhering to industry standards in event planning.

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Click ‘Get Form’ to open the event specification guide template in the editor.
Begin with the Narrative section. Fill in required fields marked with an asterisk, such as Event Name and Organizer details. Ensure all contact information is accurate for effective communication.
Proceed to the Function Schedule. Here, outline each function's start and end times, names, and locations. Use our platform’s features to easily adjust timings as needed.
In the Function Set-up Order section, specify details for each function including setup requirements and any audio/visual needs. Utilize the dropdown menus for quick selections.
Review all sections for completeness. Make sure that any changes are tracked using our platform’s revision features, ensuring clarity among all stakeholders involved.

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Got questions?

We have answers to the most popular questions from our customers. If you can't find an answer to your question, please contact us.

What can be the elements of a meeting and event specification guide?

Event Summary: This should include basic information about the event, such as its purpose, date, time, location, and expected attendance. Stakeholders: List all stakeholders involved in the event, including internal and external teams and individuals.

What are the 7 elements of an event?

Event management has 7 key elements: event infrastructure, audience, attendees, organizers, venue, and media. Your event software should be able to manage all of these elements.

What is the event specification?

Follow these steps to design a template for an upcoming special event: Identify the goals for the event. Establish a budget. Set a timeline. Highlight relationships with third parties. Choose a marketing strategy. Make a post-event agenda.

What is the event specification guide?

The ESG is the industrys tool to use in preparing and sharing complete instructions and details for events of all sizes. It includes best practices and a Microsoft Word template. The ESG is a three-part template consisting of the narrative, schedule and function orders of an event.

What are the 5 Ps of event planning?

The 5 Ps of event planning (Person, Place, Product, Price, and Promotion) provide an easy-to-understand framework that will help ensure success.

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What does an event specifications guide ESG contains?

An event specification defines the types for the keys and values. The type identifies how Integration Server encodes and decodes the data provided in the event key and value. Key and value types are defined separately, allowing a key to be encoded/decoded differently than a value.