Accepted Practices Exchange
Events Industry Council
APEX
Conference Center
Site Profile Full
Comprehensive APEX site profile for a conference center — six-section layout with IACC residential program, on-site lodging, and CMP standard.
2026 Edition · Aligned to CMP International Standards
Contents
Section I · General InformationIdentity, ratings, transport, business services, safety, cybersecurity
Section II · Guest ServicesGuest rooms, recreation, accessibility
Section III · Space & F&BMeeting space, exhibit hall, F&B outlets, sustainability
Section IV · Transportation & ParkingParking, EV chargers, dock, freight, shuttles
Section V · A/V Services & UtilitiesA/V inventory, internet, utilities, AI-enabled capability
Section VI · Labor InformationLabor categories, union, OT, holiday
Original Final Report of the APEX Site Profiles Panel approved June 2007 · 2026 Edition modernized for sustainability, accessibility, cybersecurity, and AI-enabled service capability.
© 2026 Events Industry Council · Distributed under APEX (Accepted Practices Exchange)
IGeneral InformationStrategic Planning
Establish the conference center identity, location, ratings, transportation access, business-services posture, safety, and (NEW 2026) cybersecurity protocol.
Profile Details
Date Profile Last Updated
Profile Last Updated By
First Name / Initial
Middle Name / Initial
Surname
Job Title
Employer
Facility Details
Facility Name
Mailing Address
City
State / Province
Zip / Postal Code
Country
Telephone (with country & area codes)
Sales Office Telephone
Fax (with country & area codes)
Web Site
Current Service & Quality Ratings
AAA · 2-diamond
AAA · 3-diamond
AAA · 4-diamond
AAA · 5-diamond
Mobil · 1-star
Mobil · 2-star
Mobil · 3-star
Mobil · 4-star
Mobil · 5-star
Zagat Rooms Rating:
Zagat Service Rating:
Zagat Dining Rating:
Zagat Public Space:
Other:
Transportation Details
Nearest Airport
Airport Code
Distance from facility (miles & km)
Average taxi fare to facility ($)
Indicate currency type
Repeat this information up to two (2) times for additional airports.
Additional Airport 2 — Name & Code
Distance & Avg Taxi Fare
Additional Airport 3 — Name & Code
Distance & Avg Taxi Fare
Driving Directions
Driving Directions
Available On-Line
Not Available On-Line
The facility is accessible by (with average taxi fare per mode)
ModeAvailable?Average Taxi Fare
Train☐ Yes   ☐ No$ ___
Bus☐ Yes   ☐ No$ ___
Shuttle☐ Yes   ☐ No$ ___
Subway☐ Yes   ☐ No$ ___
Ride-share (2026)☐ Yes   ☐ No$ ___
Other:☐ Yes   ☐ No$ ___
The City Center is accessible from the facility by
Train
Bus
Shuttle
Subway
Ride-share
Other:
Transportation Comments
Business Services
Office Supply Store Within 1 mile (1.5 km) of the Facility?
Yes
No
On-Site Business Center?
Yes
No
If Yes, complete the following:
Telephone (with country & area codes)
Days & Hours of Operation
Hours of Operation Can Be Adjusted for In-House Events?
Yes
No
Express Shipping Services Available On-Site
None
Airborne Express
DHL
Federal Express
UPS
Other:
Receiving Services Available On-Site?
Yes
No
If Yes, complete the following:
Advance Shipments Accepted?
Yes
No
Advance Shipments Charge ($/box or package)
Advance Shipments Storage Charges ($/box or package)
Advance Shipments Instructions
Equipment Available — On-Site (with quantities & charges)
EquipmentAvailable?# AvailableCharges
Computer(s)☐ Yes   ☐ No$ ___ / hour
Fax Machine(s)☐ Yes   ☐ No$ ___ / page (sending)   $ ___ / page (receiving)
Photocopier(s)☐ Yes   ☐ No$ ___ / page
Color Photocopier(s)☐ Yes   ☐ No$ ___ / page
Laser Printer(s)☐ Yes   ☐ No$ ___ / page
Scanner(s)☐ Yes   ☐ No
Conference Phone☐ Yes   ☐ No
Other:☐ Yes   ☐ No
Products / Services Available (multi-select)
Boxes
Packing Services
Ground Services
Overnight Services
Basic Office Supplies
Equipment Rental
Binding Service
Other:
Business Services Comments
Safety & Security
Emergency Management Plan In Place?
Yes
No
Plan Available (in whole or in part) to Customers?
Yes
No
Security Service
In-house
Private
On-call
Other:
First Aid Service On-Site?
Yes
No
If Yes, complete the following:
First Aid — Days & Hours of Operation
Description of Charges
How are they reached?
Description of First-Aid Equipment Available
Description of First-Aid Services Provider
Direct Link Is In Place From First Aid to "911" Emergency Services?
Yes
No
Basic Life Support Available?
Yes
No
Automatic External Defibrillators (AEDs) On-Site?
Yes
No
If Yes, complete the following:
# AEDs Available
AED Locations (multi-select)
Guest Room Hallways
Meeting Areas
Public Space
First Aid Area
Other:
Name of Nearest Hospital with an Emergency Room
Distance from facility (miles & km)
Distance to nearest fire department (miles & km)
Exceptions to Accepting Patients (e.g. no insurance, etc.)
Exits
Stairwells Open To
Ground
Roof
Special Permits Required for Special Activities (e.g. cooking demos)?
Yes
No
Permit Requirements Available Through Facility?
Yes
No
Security Cameras Used?
Yes
No
Fire Alarms Alert Fire Department Directly?
Yes
No
911 is the best way to contact the nearest fire department?
Yes
No
Photo ID Required for Room Key Re-Issue?
Yes
No
New in 2026 Edition — Cybersecurity & Data Incident Protocol added below.
Cybersecurity & Data Protocol (NEW 2026)
Cybersecurity Posture (multi-select)
SOC 2 Type II attestation
ISO 27001 certified
PCI-DSS compliant
GDPR / CCPA compliant data handling
Documented incident response plan
Network segmentation (guest / event / property)
Encrypted Wi-Fi WPA3
Annual penetration testing
Ransomware-recovery RTO documented
Other:
Cybersecurity Comments
Safety & Security Comments
General Facility Comments
IIGuest ServicesStakeholder Management
Capture services available to attendees and event organizers.
Guest Rooms — Top-Line
Total # of Guest Rooms (if 1 or more, complete the following section)
Room Tax %
Occupancy Tax %
Complete Meeting Package (CMP) Available?
Yes
No
If Yes — CMP Description
Mandatory Service Fees or Gratuities?
Yes
No
If Yes, complete the following:
Charge ($)
Services This Charge Includes
Guests Can Opt Out of All or Part of this Fee?
Yes
No
If Yes, Explain
Room Types & Information — Single
Total Number
Total Non-Smoking
Average Room Size (sq ft / sq m)
Bed Size / Type
Amenities Offered
Room Types & Information — Double
Total Number
Total Non-Smoking
Average Room Size (sq ft / sq m)
Bed Size / Type
Amenities Offered
Room Types & Information — Suite
Total Number
Total Non-Smoking
Average Room Size (sq ft / sq m)
Bed Size / Type
Amenities Offered
# Guest Rooms on a Concierge / Club Level (if 1 or more, complete the following)
# Non-Smoking
# of Singles (1 bed)
# of Doubles (2 beds)
# of Suites
Concierge / Club Amenities Offered
# Handicapped / Accessible Guest Rooms (if 1 or more, complete the following)
# Non-Smoking
# of Singles (1 bed)
# of Doubles (2 beds)
# with Roll-In Shower
Wake-Up Call Procedures for Hearing-Impaired Guests
Assistance Devices Available (multi-select)
Amplified phones
TDDs
Other:
Guest Room Views / # of Rooms
View# of Rooms
Ocean / Water
Mountain
Garden
City
Other:
Guest Rooms with Balconies
All
Some
None
Other:
Guest Room Windows
Open
Open — Full
Open — Restricted
Do Not Open
Other:
Corridors
Inside
Outside
Guest Room Comments
Guest Room Standard Features (check all that apply)
Alarm Clock (#:)
Armchair
Armoire
Blow Dryer
Bottled Water (charge: $ per )
Cable Television Channels
CD Player (#:)
Ceiling Fan
Closet
Coffee Maker — Coffee Daily? ☐ Yes ☐ No · charge $
Desk Lamp
Desk / Work Station
Dresser
DSL Internet Access (charge: $)
DVD Player (#:)
Electrical Adapters for Int'l Compatibility
Extra Blanket
Extra Pillow
Fax Machine
Folding Luggage Rack
Internet TV w/ wireless keyboard (charge: $)
Iron
Kitchen
Lighted Magnifying Mirror
Lighted Shower
Live Wake-up Calls
Microwave
Mini-bar (charged by:)
Nightlight
Parental Controls for Television
Pay-Per-View Movies (charge: $)
Premium Movie Channels (e.g. HBO)
Printer
Programmable Voicemail
Radio (#:)
Reclining Chair
Robotic Wake-up Calls
Safe (dimensions: · charge: $)
Separate Vanity / Dressing Area
Sinks (#:)
Sleeper Sofa
Sofa
Telephone (# phones: · # standard lines:)
Television (#:)
Un-stocked Refrigerator (charge: $)
Video Games (charge: $)
Voicemail
Wet Bar
Wireless Internet Access (charge: $)
Other:
2026 Modernization — VCR and T-1 Internet Access removed as legacy features. List under "Other" if specifically required.
Guest Room Safety Features (check all that apply)
Deadbolt
Peephole
Keyless (Electronic) Entry
Diagrams Posted in Guest Rooms (location of emergency exits, stairways, fire extinguishers) — Date Last Updated:
"Do Not Disturb" Policy (how long the sign can hang before action is taken)
Emergency Procedures for Guests with Disabilities — Disabled Guests Identified By:
Guest Room Standard Amenities (check all that apply)
Stationery & Pen
Complimentary Toiletries
Local Newspaper — Days Available: · Charge: $
National Newspaper — Days Available: · Charge: $
Local Guide
TV Guide
TV & Radio Channel Guide
Phone Book — White Pages
Phone Book — Yellow Pages
In-Room Hotel Directory
Other Available Features & Amenities (check all that apply)
Roll-Away Beds — Charge: $
Cribs — Charge: $ · Meet National Child Safety Council requirements? ☐ Yes ☐ No
Upgraded Complimentary Toiletries — Charge: $ /guest room
Turn-Down Service
Upgraded Turn-Down Service — Charge: $ /guest room
Room Service
Room Service Offered?
Yes
No
If Yes, complete the following:
Days & Hours of Operation
Menu in Guest Rooms?
Yes
No
Guest Room Features Comments
Guest Room Linens
Hypoallergenic Linens and Bedding
Standard
On Request Only
Not Available
Bed Type
Standard
Pillow-top
Other:
Bed Sheeting
Double Sheeted
Triple Sheeted
Other:
Bed Covering
Comforter
Bed Spread
Duvet
Other:
Bed Coverings & Blankets Cleaned
Daily
Weekly
Monthly
Quarterly
Other:
Pillow Type
# Pillows Provided per Bed
Environmental Policy?
Yes
No
If Yes — Describe
Guest Room Linens Comments
New in 2026 Edition — Accessibility Beyond Compliance below.
Accessibility Beyond Compliance (NEW 2026)
Beyond ADA / EU compliance (multi-select)
Sensory / quiet rooms
Service-animal relief area
Mobility-priority seating in event spaces
Visual fire-alarm (strobe) in all rooms
Hearing-loop (T-coil) in main rooms
Adjustable-height registration counters
Tactile / Braille signage throughout
Audio-described wayfinding
Pool lift / accessible spa
Other:
Guest Rooms Comments
On-Site Services & Local Activities
Concierge Desk?
Yes
No
If Yes, complete the following:
Days & Hours of Operation
Charge or Gratuity Expected?
Yes
No
Luggage Storage?
Yes
No
Storage Charge ($/item)
Storage Area Size (sq ft / sq m)
Laundry Services?
Yes
No
Turn-Around Time
Service Performed On-Site?
Yes
No
# of ATMs
ATM-Allowed Maximum Withdrawal Per Use ($)
Fee Per Transaction ($)
# of Gift Shops
Days & Hours of Operation
Charges to Guestrooms Allowed?
Yes
No
Swimming Pools (if 1 or more, complete the following)
# of Swimming Pools
# Indoor Pools
# Outdoor Pools
# Lap Pools
Children / Family Pool?
Yes
No
Minimum Age for Pool Use
Lifeguard?
Yes
No
If Yes — Days & Hours on Duty
Hot Tubs (if 1 or more, complete the following)
# of Hot Tubs
# Indoor Hot Tubs
# Outdoor Hot Tubs
Gyms / Fitness
# of Gyms
Days & Hours of Operation
Charge ($/guest/day)
Discounts for Event Attendees?
Yes
No
Staffed?
Yes
No
Trainer Available?
Yes
No
Equipment Provided
Services Provided (and any charges for each)
Local Golf Courses (within 10 miles / 16 km)
List of Local Golf Courses
Transportation Provided to Golf Courses?
Yes
No
Local Shopping & Entertainment (within 10 miles / 16 km)
Shopping Center
Day Spa
Restaurants
Casinos
Beaches
Movie Theater
Theme Park
Museum
Night Clubs
Stadiums
Concert Halls
Other:
Shuttle Service Provided to Local Shopping & Entertainment?
Yes
No
If Yes — Charge ($)
On-Site Services & Local Activities Comments
Conference Center — Specifics (IACC-aligned)
IACC Member?
Yes
No
Residential Conference Center?
Yes
No
Complete Meeting Package (CMP) standard?
Yes
No
On-site Lodging Rooms
% of meetings residential vs day-only
Dedicated Meeting Rooms (multi)
Ergonomic chairs (executive)
Continuous-presence rooms (recording-ready)
Multi-purpose breakout rooms
Boardroom-style executive suites
Lounge / break-out lounges
Outdoor learning spaces
Other:
Standard CMP Inclusions
e.g. all meals, breaks, AV, room rental, fitness access
CMP Pricing (per person / day)
IIISpace & Food & BeverageSite Management
Per-room inventory, exhibit hall (if applicable), F&B outlets, banquet capacity, and (NEW 2026) sustainability certifications.
Function Space — Summary
Total Function Space — sq ft / sq m
Total Meeting Room Space — sq ft / sq m
Total Exhibit Hall Space — sq ft / sq m
First Aid Station near Function Space Area?
Yes
No
# Pay Telephones near Function Space
# House Telephones near Function Space
Restrooms near Function Space Area?
Yes
No
# Women's Restrooms
# Men's Restrooms
# Stalls Per Restroom
1–4
5–10
11+
Restrooms Can Be Converted (e.g. men's to women's)?
Yes
No
Floor Plan (locations where signs/banners can be hung) Available?
Yes
No
Policy Regarding Signs / Banners in Function Space & Public Space
Number of Meeting Rooms
Largest Capacity (theater)
Smallest Capacity (theater)
Largest Meeting Room / Ballroom — sq ft / sq m
Largest Room Ceiling Height
General Function Space Comments
Function Space Detail — Per-Room Sub-Form (repeat for each room)
Complete the following for each function room. Repeat the entire sub-form for each additional room.
Name of Space
Length (ft / m)
Width (ft / m)
Area (sq ft / sq m, excluding columns/obstructions)
Ceiling Height — Lowest Point
Ceiling Height — Highest Point
Height to Soffit
Capacity TypeCapacity
Theatre Set-up
Conference Style Set-up
U-Shaped Set-up
Classroom Set-up
Hollow Square Set-up
Rounds of 8
Rounds of 10
Reception
# Tabletop Exhibits
# 8' x 10' Exhibits
# 10' x 10' Exhibits
Windows?
Yes
No
If Yes — Windows Open?
Yes
No
If Yes — Windows Have Blackout Drapes?
Yes
No
Permanent Set?
Yes
No
Permanent Dance Floor?
Yes
No
Permanent Sound System?
Yes
No
If Yes — Sound System Distribution
Ceiling
Lectern
Permanent Public Address System?
Yes
No
Permanent Repeater?
Yes
No
Built-in Screen(s)?
Yes
No
If Yes, complete the following:
Screen Length (ft / m)
Screen Height (ft / m)
Alignment
Side-Set
Center
Permanent Projection Equipment?
Yes
No
Quick-Compare Inventory (all rooms in one table)
Room NameSq FtCeiling Lo–HiTheatreConfU-ShapeClassroomHollow SqRds 8Rds 10Reception
Food & Beverage
Number of Restaurants On-Site
Cuisine Types
Outlet NameCuisineCapacityHoursPrivate Dining?
☐ Yes ☐ No
☐ Yes ☐ No
☐ Yes ☐ No
☐ Yes ☐ No
Banquet Capacity (largest seated)
Banquet Capacity (largest reception)
F&B Capabilities (multi-select)
In-house catering only
Outside catering permitted
Kosher kitchen on-site
Halal kitchen on-site
Vegan / vegetarian capable
Allergen-free preparation area
Sustainable / local sourcing
Off-site catering permitted
Liquor license on-site
Other:
New in 2026 Edition — Sustainability certifications below.
Sustainability Certifications (NEW 2026)
Certifications held (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
LEED Silver / Gold / Platinum
Green Key
Green Globe
Other:
Sustainability Practices (multi-select)
Carbon footprint reporting (GHG Protocol)
100% renewable electricity
On-site composting
Single-use plastic eliminated
Local / seasonal F&B sourcing ≥ 30%
Waste diversion ≥ 75%
Water reclamation
Daylight harvesting / smart lighting
Other:
Food & Beverage Comments
IVTransportation & ParkingSite Management
Self / valet parking, EV charging, loading dock and freight elevator specs, shuttles, and ride-share access.
Parking
Self-Parking Spaces
Valet-Parking Spaces
Bus / Coach Parking
Self-Park Daily Rate
Valet Daily Rate
EV Charger Count
EV Charging
Level 2 (J1772)
Tesla / NACS
DC Fast (CCS)
None
Loading Dock & Freight
Loading Dock Count
Dock Door Height
Dock Maximum Truck Length
Freight Elevator Count
Largest Freight Elevator (LxWxH)
Freight Elevator Capacity (lbs)
Shuttles & Ground Transport
Complimentary Airport Shuttle?
Yes
No
House Cars Available?
Yes
No
Ride-share pickup zone?
Yes
No
Transportation & Parking Comments
VA/V Services & UtilitiesTechnology Integration
In-house A/V, internet bandwidth tiers, utilities, and (NEW 2026) AI-enabled service capability.
A/V Services
A/V Services Provided In-House?
Yes
No
Exclusive AV vendor?
Yes
No
Outside AV permitted?
Yes
No
Exclusive AV Vendor Name
In-house AV Inventory (multi-select)
Wireless lavalier microphones
Handheld wireless microphones
Audio mixers / consoles
Powered loudspeakers
Confidence monitors
HD video projectors
4K video projectors
Front-projection screens
Rear-projection screens
LED video walls
Switchers / vision mixers
Streaming / hybrid bridge
Live captioning system
Translation booths / receivers
Comms (intercom / IFB)
Stage / spot lighting
Truss / rigging
Other:
2026 Modernization — Legacy items removed: VHS, 35mm projectors, overhead projectors. List under "Other" only if specifically required.
Internet & Connectivity
Internet Access in Function Space (multi)
None
Cable modem / DSL
Dedicated fiber
Wireless (Wi-Fi)
Wi-Fi 6 / 6E / 7
Internet Access in Guest Rooms (multi)
None
Cable modem / DSL
Dedicated fiber
Wireless (Wi-Fi)
Available bandwidth (Mbps / Gbps)
Streaming uplink dedicated capacity
Wi-Fi concurrent device capacity
Utilities
Utilities Available (multi-select)
Electricity (3-phase)
Water
Compressed Air
Natural Gas
Drain
Ethernet
Phone (analog)
Phone (VoIP)
Other:
New in 2026 Edition — AI-Enabled Service Capability below.
AI-Enabled Service Capability (NEW 2026)
AI Services Available (multi-select)
AI-generated session summaries
AI-generated transcripts
Real-time live translation
AI matchmaking / networking
On-demand publishing pipeline
Sentiment / engagement analytics
AI-powered concierge / chatbot
Other:
A/V & Utilities Comments
VILabor InformationHuman Resources
Labor categories, union representation, minimum-call hours, OT thresholds, and holiday pay schedule.
Labor Information
Employees Organized for Collective Bargaining?
Yes
No
Union(s) Represented
Labor CategoryUnion?Min Hours / CallOT ThresholdNotes
Banquet Servers☐ Y ☐ N
Bartenders☐ Y ☐ N
Set-up / Tear-down (House)☐ Y ☐ N
Stagehands / IATSE☐ Y ☐ N
Riggers☐ Y ☐ N
Electricians☐ Y ☐ N
Carpenters☐ Y ☐ N
Decorators☐ Y ☐ N
Forklift Operators☐ Y ☐ N
Material Handlers☐ Y ☐ N
Security☐ Y ☐ N
Other:☐ Y ☐ N
Holiday Pay Schedule
Labor Comments