Accepted Practices Exchange
Events Industry Council
APEX
Post-Event
Report Template
The standard structure for capturing what an event delivered — attendance, room blocks, food & beverage, function space, exhibits, sustainability, accessibility, and AI-enabled outcomes.
2026 Edition · Aligned to CMP International Standards
Contents
Section A · Event InformationIdentity, attendance, recurring history
Section B · Contact InformationLead contact and roles
Section C · Hotel Room InformationTop-line sleeping room data
Section D · Room Block InformationPer-hotel pick-up and slippage
Section E · Food & BeverageFunction-by-function F&B counts
Section F · Function SpaceRoom utilization and utilities
Section G · Exhibit SpaceExhibit floor metrics
Section H · Future Event DatesNext confirmed cycle
Section I · Report DistributionRecipients and revisions
Section J · Sustainability & Carbon ImpactNew 2026 — EIC Sustainable Event Standards
Section K · Accessibility & Inclusion OutcomesNew 2026 — beyond compliance
Section L · Cybersecurity & Data Incident ProtocolNew 2026
Section M · AI-Enabled Service OutcomesNew 2026
Appendix · Post-Event Report FAQWhy and when to complete this
Approved by the Convention Industry Council, October 30, 2003 · Updated August 10, 2005 · 2026 Edition modernized for sustainability, accessibility, cybersecurity, and AI-enabled service outcomes
Copyright © 2003, 2005 by Convention Industry Council · © 2026 Events Industry Council · Distributed under APEX (Accepted Practices Exchange)
Refer to the on-line version of this report at www.eventscouncil.org for the most up-to-date content.
Instructions for Use

Post-Event Reporting

A Post-Event Report (PER) captures definitive metrics from a completed event so future planners and venues can make informed decisions. Required (*) fields must be completed; non-applicable fields may be marked "NA". Data should be supplied by the entity with primary responsibility for that area (e.g., F&B by the venue, not the planner).

Original 2003 / 2005 Instructions for Use (preserved verbatim)

  1. A report of the details and activities of an event is called a "Post-Event Report" or PER. A collection of PERs over time will provide the complete history for an event.
  2. A face-to-face post-event meeting should be scheduled between the primary event organizer (the main planning contact person) and each venue and facility involved in an event. That meeting should occur immediately following the end of the event and should focus on an evaluation of the success of the event as well as the completion of the Post-Event Report.
  3. The report shall be completed by the primary event organizer of an event and filed with each venue and facility that was used for the event. Detailed recommendations for this process are included in the "Suggested Uses" section of the APEX Post-Event Report template.
  4. The most recent PER for an event should accompany any request for proposals (RFP) sent to solicit proposals for future occurrences of that event.
  5. In regard to the actual APEX Post-Event Report:
    1. Some information in the APEX PER is required. Information must be included in these sections for the report to be considered complete. These items are designated within the template. While all items are not required, the more that are completed, the more valuable this report will be to the event organizer in the future.
    2. All sections and items will not apply to every event. If a section or item does not apply, it should be left blank.
    3. The APEX PER should be completed for events of all sizes, especially for those of 25 rooms on peak night and larger.
    4. It is recommended that the primary event organizer for an event, in partnership with the event's suppliers, complete all applicable sections of the report within 60 days of the end of that event.
    5. Once complete, the primary event organizer should file a copy of the report with each entity, venue or facility that was used for the event (i.e., Convention & Visitors Bureau, Hotel, Conference Center, etc.). The event organizer should also file the report internally for future reference.
    6. The "Comments" field in each section should be used for any information from the organizer, venue, facility, etc. that does not fit into one of the pre-established fields, but that provides insight or valuable information regarding the event.
  6. There will be various stages in the evolution of the industry's Post-Event Report and the processes used to complete it. The Convention Industry Council (now Events Industry Council) will remain actively involved in this evolution and will provide resources as needed:
    1. Stage I — The form will be available as a word processing file that will be completed manually and will be filed by planners and suppliers in electronic and/or hard copy form.
    2. Stage II — As 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 historical information. This will allow for more automated completion of the report.
    3. Stage III — When the industry determines that a central event history database is to be developed, this report and the resulting data map will be the basis for the information collected by and stored in this database. At that time, EIC will convene a special APEX panel to address the best practices and processes for the use of such a database.
  7. Members of the meetings, conventions and exhibitions industry are permitted to copy and/or reproduce the template, as permitted by applicable copyright law, provided such use is for member services and educational purposes and not for commercial advantage or financial gain. All copies must include the copyright notice "Copyright © 2003 by Convention Industry Council", the date the information was copied, and a reference line: "Refer to the on-line version of this report, located at www.eventscouncil.org for the most up-to-date content."
  8. The Events Industry Council annually convenes a special committee of professionals from across the meetings, conventions, and exhibitions industry to review all recommendations to the contents of the APEX Post-Event Report received in the preceding year. The committee consults, confirms changes are required, and makes a formal recommendation to EIC for action.
  9. The APEX Technology Advisory Council (TAC) defines the data specifications that correspond to the fields the APEX Post-Event Report intends to capture and share. Those specifications are included in the APEX Data Map.
2026 Edition — Additional Guidance — The 2026 Edition preserves the 2003/2005 instructions verbatim and adds the following: (a) complete within 30 days of event close (was 60 days) given improved digital capture; (b) required fields with no applicable data should be marked "NA"; (c) Sections J–M (Sustainability, Accessibility, Cybersecurity, AI Services) are new — complete where data was captured to support EIC's annual industry-maturity benchmark; (d) distribute via the channels logged in Section I to all stakeholders within 14 days of completion.
A Event Information Strategic Planning
Establish the fundamental identity of the event, its facility, and its attendance figures. All counts are post-event actuals unless otherwise noted.
Event Name *
Event Organizer / Host *
Event Location City *
State / Province *
Country *
Published Event Start Date *
Published Event End Date *
Event Organizer / Host Overview
Event Objectives
Event Web Address
Event Type
Board Meeting
City-Wide Convention
Committee Meeting
Customer Event
Educational Meeting
General Business Meeting
Incentive Travel
Local Employee Gathering
Product Launch
Public Show
Sales Meeting
Shareholders Meeting
Special Event
Team-Building Event
Trade Show
Training Meeting
Video Conference
Other:
2026 Addition — also select if applicable:
Hybrid Event
Virtual / Online-Only Event
Event Frequency
One Time Only
Bi-Annual
Annual
Semi-Annual
Quarterly
Monthly
Other:
Primary Event Facility Name (the facility where most of the functions for the event were held) *
Primary Event Facility Type *
Convention Center
Hotel
Conference Center
Other Venue
2026 Addition — also select if applicable:
Resort
Unique / Non-Traditional Venue
Virtual Platform
Was an off-site venue used?
Yes
No
Was shuttle service provided?
Yes
No
Did event use a DMC / PCO?
Yes
No
Did event offer guest tours / programs?
Yes
No
Attendance Figures
Original Expected Attendance
Total Pre-Registered Attendance
Total On-Site Registrations
No-Shows
Number of Exhibitors Attending
Actual Attendance (incl. exhibitors) *
Number of Domestic Attendees
% of Domestic Attendees
Auto-calculate vs. Actual Attendance
Number of International Attendees
% of International Attendees
Auto-calculate vs. Actual Attendance
Recurring Event — Last Cycle
Last Start Date
Last End Date
Last Primary Event Facility Name
Last Event City
Last State / Province
Last Country
Event Information Comments
B Contact Information Stakeholder Management
Capture each key stakeholder. Repeat this section for every additional contact (planner, host, primary venue, exhibit manager, housing manager, etc.).
Event Contact Type *
Employee of Event Organizer / Host
Employee of Event Management Company
Employee of Association Management Company
Exhibit Manager
Independent / Third Party
Other:
Event Contact Role (check all that apply) *
Volunteer
Staff
Event Organizer (Planner)
Informational Contact
Other:
Prefix
Given Name *
Middle Name
Surname Prefix
Surname *
Suffix
Name Title
Preferred Name
Job Title *
Employer *
Mailing Address Line 1 *
Mailing Address Line 2
City *
State / Province *
Postal / Zip Code *
Country *
Phone *
Mobile Phone
Fax
Email
Web Address
Repeat this entire section for each additional contact.
C Hotel Room Information Site Management
Top-line sleeping room data across all properties used. Per-hotel detail belongs in Section D.
Did event utilize sleeping rooms? *
Yes
No
Number of Hotels Used
Required if Yes above
Total Rooms Used on Peak Night
Required if Yes above
By whom were housing services performed?
Event Organizer / Host
Management Firm — Management Firm's Name:
Housing Bureau — Housing Bureau's Name:
Convention & Visitors Bureau
Attendees Direct to Hotels
Other:
Hotel Room Comments
D Room Block Information Site Management
Per-hotel detail. Repeat this entire section for each property. Pick-up rows are completed by the housing bureau or property; auto-calculated rows reconcile against manual entries.
Hotel Name *
Headquarters Hotel?
Yes
No
Hotel Type
Airport
Downtown
Resort
Suburban
Other:
No. of Single Occupied Rooms Used
1 bed / 1 person OR 1 bed / 2 people
No. of Double Occupied Rooms Used
2 beds / 2 people
No. of Suites Used
No. Complimentary Rooms Used
No. Staff Rooms Used
No. of Sub-Blocks
Room Block Contracted Date
Final Room Block Date
Cut-off Date *
Was Cut-off Date Exercised? *
Yes
No
Pick-up at Cut-off Date
Daily Pick-Up Tracker
Metric Day 1Day 2Day 3Day 4 Day 5Day 6Day 7Day 8 Day 9Day 10Day 11Day 12 Day 13Day 14Add'l
Day & Date
Room Block (Contracted) *
Final Room Block
90-Day Pick-Up
60-Day Pick-Up
30-Day Pick-Up
21-Day Pick-Up
14-Day Pick-Up
7-Day Pick-Up
Actual Pick-Up *
Requested Oversell %
Actual Oversell %Manual Calculation: [(Maximum Pick-up MINUS Actual Pick-up) DIVIDED BY Maximum Pick-up] MULTIPLIED BY 100 = ___%
Slippage from 21-Day Pick-UpAuto-calc: "21 day pick-up" MINUS "Actual pick-up" = ___%
% Sold (of contracted block)Auto-calc: "Actual pick-up" DIVIDED BY "Room Block when contracted" MULTIPLIED BY 100 = ___%
% Sold (of final block)Auto-calc: "Actual pick-up" DIVIDED BY "Final Block" MULTIPLIED BY 100 = ___%
% to peak *Auto-calc: "Actual pick-up" DIVIDED BY the peak night pick-up MULTIPLIED BY 100 = ___%
Room Block Comments
Repeat this entire Section D for each additional hotel.
E Food & Beverage Event Design
Function-by-function food & beverage actuals. "Held / Guaranteed / Fed" tracks function attendance commitment vs. actuals.
Were F&B functions included as part of the event? *
Yes
No
Attendance at Largest F&B Function
What type of F&B function was the largest in attendance?
Break / Continental
Breakfast
Lunch
Reception
Dinner
Other:
What type of F&B function was the largest revenue producer?
Break / Continental
Breakfast
Lunch
Reception
Dinner
Other:
F&B Function Schedule
Function Day 1Day 2Day 3Day 4Day 5 Day 6Day 7Day 8Day 9Day 10 Day 11Day 12Day 13Day 14Add'l
Break / Continental — held
Break / Continental — guaranteed
Break / Continental — fed
Breakfast — held
Breakfast — guaranteed
Breakfast — fed
Lunch — held
Lunch — guaranteed
Lunch — fed
Reception — held
Reception — guaranteed
Reception — fed
Dinner — held
Dinner — guaranteed
Dinner — fed
Did the event have In Conjunction With (ICW) F&B functions?
Yes
No
ICW F&B Function Schedule
ICW Function Day 1Day 2Day 3Day 4Day 5 Day 6Day 7Day 8Day 9Day 10 Day 11Day 12Day 13Day 14Add'l
ICW Breakfast — held
ICW Breakfast — guar.
ICW Breakfast — fed
ICW Lunch — held
ICW Lunch — guar.
ICW Lunch — fed
ICW Reception — held
ICW Reception — guar.
ICW Reception — fed
ICW Dinner — held
ICW Dinner — guar.
ICW Dinner — fed
F&B Comments
F Function Space Site Management
Total function-space utilization across general sessions, breakouts, registration, lounges, offices, and tabletop exhibits.
Did event require function space? *
Yes
No
Attendance at Largest Function *
Largest function space on 24-hour hold?
Yes
No
Room Setup for Largest Function *
Theatre
Conference Style Set-up
U-Shaped Set-up
Classroom Set-up
Hollow Square / Rectangle
Rounds for 8
Rounds for 10
Other:
AV Setup for Largest Function
Front projection
Rear projection
None
Other:
2026 Addition — also indicate production tier if applicable:
Basic (mic, screen, projection)
Full production (LED walls, multi-cam, comms)
Hybrid / streaming-equipped
Facility Type(s) Used for Functions (check all that apply) *
Hotel
Convention Center
Conference Center
Other:
2026 Addition — also select if applicable:
Resort
Unique / Non-Traditional Venue
Virtual Platform
Extensive AV / tech requirements?
Yes
No
Number of rooms with extensive AV / tech
Total Concurrent Breakout Sessions
Largest Daily Total of Concurrent Breakouts *
Number of Seats Concurrent Breakouts Were Set For
Typical Room Setup for Concurrent Breakout Sessions
Theatre
Conference Style Setup
U-Shaped Setup
Classroom Setup
Hollow Square / Rectangle
Rounds for 8
Rounds for 10
Other:
Ancillary Spaces
Pre-function space required?
Yes
No
Registration area(s) required?
Yes
No
# of Registration Areas
Lounge(s) required?
Yes
No
# of Lounges
Office space required?
Yes
No
# of Offices
Tabletop exhibit space required?
Yes
No
# of Tabletop Exhibits
Function Space Utilities Required (multi-select)
Electricity
Water
Compressed Air
Natural Gas
Analog Phone
Single-Line Phone Set
Ethernet
Other:
2026 Modernization — ISDN Lines and T-1 Lines have been removed from this list as legacy connectivity. For modern equivalents (Wi-Fi capacity, fiber, dedicated bandwidth) use the Comments field below or Section M.
Move-In / Tear-Down
Move-in / out time required?
Yes
No
Number of Move-In Days
Number of Move-Out Days
Tear-down time required?
Yes
No
Number of Tear-Down Days
Function Space Comments
G Exhibit Space Site Management
Exhibit floor utilization, exhibit categories, and supporting infrastructure.
Did event require exhibit space? *
Yes
No
Facility Type Used for Exhibits (check all that apply) *
Convention Center
Hotel
Conference Center
Other Venue
2026 Addition — also select if applicable:
Resort
Unique / Non-Traditional Venue
Number of Exhibits
Number of Exhibiting Companies
Type of Exhibits (check all that apply) *
8' x 10'
10' x 10'
Table Tops
Other:
2026 Addition — also indicate construction type if applicable:
Pipe-and-Drape Booth
Hard-Wall / Custom Booth
Modular
Portable
Gross Square Feet Used *
Gross Square Meters Used *
Net Square Feet Used *
Net Square Meters Used *
Number of Move-in Days *
Number of Move-out Days *
Number of Show Days *
Show Days (e.g. M–W) *
Show Hours
Exhibit Utilities Required (multi-select)
Electricity
Water
Compressed Air
Natural Gas
Analog Phone
Single-Line Phone Set
Ethernet
Other:
Extensive AV / tech for exhibitors?
Yes
No
# Exhibitors with Extensive AV / Tech
Was a General Service Contractor (GSC) used?
Yes
No
Number of Move-In Days for GSC
F&B required for any exhibitors?
Yes
No
# Exhibitors that Required F&B
Exhibit Space Comments
H Future Event Dates Strategic Planning
If the event recurs, capture the next confirmed cycle so venues and suppliers can hold space.
Have future dates been confirmed? *
Yes
No
Next open date for this event
Next Published Start Date
Next Published End Date
Next Facility
Next City
Next State / Province
Next Country
Future Dates Comments
I Report Distribution Tracking Project Management
Document who completed the report, when, and to whom it was distributed. Use the revision block at the bottom to record any post-distribution revisions.
Report Completed On *
Completed By — Full Name *
Completed By — Title *
Completed By — Employer *
Delivered Via *
Postal Mail
Email
Fax
Other:
2026 Addition — also indicate if applicable:
Hand Delivery / In Person
Secure Portal Upload
Delivered On *
Recipients
#Recipient NameTitleOrganizationEmail / Address
1
2
3
4
+Add additional recipient rows as needed.
Revision Tracking
Revised OnRevised ByDelivered ViaDelivered OnRecipients (re-distributed)
J Sustainability & Carbon Impact Sustainability & Social Impact
New in 2026 Edition — Aligned to the EIC Sustainable Event Standards. Capture only what was actually measured; mark "NA" where not applicable.
Captures measured sustainability outcomes. EIC uses these fields to benchmark industry maturity year over year.
Carbon Footprint Estimate (tCO₂e)
Carbon Measurement Methodology Used
EIC Sustainable Event Standards
GHG Protocol — Scopes 1–3
Custom Methodology
Not Measured
Waste Diversion Rate (%)
F&B Sourcing — Local / Seasonal (%)
Food Rescue / Donation (lbs)
Single-use plastic eliminated?
Yes
No
Sustainability Certifications Achieved (multi-select)
EIC Sustainable Event Standards — Bronze
EIC Sustainable Event Standards — Silver
EIC Sustainable Event Standards — Gold
EIC Sustainable Event Standards — Platinum
ISO 20121
B-Corp
Other:
Sustainability Comments
K Accessibility & Inclusion Outcomes Stakeholder Management
New in 2026 Edition — Beyond ADA / EU compliance: capture what was actually offered and used.
ADA / EU Accommodations Requested (count)
Live captioning provided?
Yes
No
Sensory / quiet rooms provided?
Yes
No
Real-time Translation Languages (list)
DEI Scholarships / Bursaries Awarded (count)
Accessibility & Inclusion Comments
L Cybersecurity & Data Incident Protocol Risk Management
New in 2026 Edition — Captures information-security posture during the event, not just IT outages.
Cybersecurity Incidents During Event (count)
Data incident reported under regulatory framework (GDPR / CCPA / etc.)?
Yes
No
Attendee PII breach exposure?
Yes
No
Post-event security debrief held with venue?
Yes
No
Cybersecurity & Data Incident Comments
M AI-Enabled Service Outcomes Technology Integration
New in 2026 Edition — Tracks adoption of AI-enabled services: session summaries, on-demand publishing, transcripts, matchmaking.
AI session summaries published?
Yes
No
AI-generated transcripts produced?
Yes
No
AI matchmaking / networking enabled?
Yes
No
Sessions Published On-Demand (count)
On-Demand Views (90 days)
AI Services Comments
Appendix

Post-Event Report FAQ

Why and when to complete a Post-Event Report — adapted from the original 2003 FAQ and refreshed for 2026.

What is a Post-Event Report?

A Post-Event Report (PER) is the definitive after-action record of an event — capturing attendance, room blocks, food & beverage, function space, exhibits, and (in the 2026 Edition) sustainability, accessibility, cybersecurity, and AI-service outcomes. It is the data layer planners and venues use to make informed decisions on the next cycle.

Why complete a report on a past event?

  • Bottom line — A PER reconciles what was contracted vs. what was delivered. Pick-up shortfalls, attrition exposure, and overspend are visible only when measured.
  • Leverage business — Strong, documented attendance and room-block performance gives the planner negotiating power on the next cycle's contract.
  • Decision tool — Patterns surface only across multiple PERs: which formats draw, which day-parts hold attention, which destinations support international travel.
  • Leverage career — Planners who can produce a clean PER and a forward-looking action list demonstrate strategic, not just tactical, capability.

When should the report be completed?

Within 30 days of event close. Any later and operational memory has decayed; venue and supplier teams have moved on; the document becomes guesswork rather than measurement.

Who owns each section?

  • Sections A–B, H–I — Lead planner.
  • Sections C–D — Housing bureau or property revenue manager.
  • Sections E–G — Primary venue.
  • Section J — Sustainability lead or designated event sustainability champion.
  • Section K — Accessibility lead or DEI / inclusion partner.
  • Section L — IT or security lead from the host organization, in partnership with venue security.
  • Section M — AV partner or technology platform vendor.

How does the 2026 Edition differ from the 2003 / 2005 originals?

The original nine sections (A–I) are preserved field-for-field. The 2026 Edition adds four new sections — J Sustainability, K Accessibility, L Cybersecurity, M AI Services — and removes legacy connectivity references (ISDN, T-1) from the utilities lists. Required-field markings are unchanged.

APEX Post-Event Report Template · 2026 Edition © 2026 Events Industry Council