PROJECT SCOPE
TECH SUMMIT 2025 // CONVENTION CENTER, CHICAGO
DAYS TO EVENT
47
EVENT DATE
MAR 17, 2026
DURATION
3 DAYS
LOAD IN
MAR 14
STATUS
PRE-PRODUCTION
TOTAL BUDGET
£485K
Approved 02.10.2025
COMMITTED
£312K
64% of budget
CREW CONTRACTED
34
12 TBC
TASKS COMPLETE
71%
47 of 66 done
PROJECT INFO
Nexus Technology Group
Chicago Convention Center
3,200 Guests
Sarah Mitchell
James Okafor
Dana Patel
4 Stages + 3 Breakout
Full Production
Vertex Hospitality
SCOPE CHECKLIST 22 ITEMS
EVENT TIMELINE
MON
10
PREP
TUE
11
PREP
WED
12
ADVANCE
THU
13
TRAVEL
FRI
14
LOAD IN
SAT
15
BUILD
SUN
16
REHEARSAL
MON
17
SHOW DAY 1
TUE
18
SHOW DAY 2
WED
19
SHOW DAY 3
THU
20
LOAD OUT
BUDGET TRACKER
TECH SUMMIT 2025 // FISCAL YEAR 2025
2 budget lines are over estimate — Lighting & Catering require review.
TOTAL BUDGET
£485,000
COMMITTED
£311,500
64.2% utilized
REMAINING
£173,500
OVER ESTIMATE
£12,400
Across 2 lines
LINE ITEMS
| Category | Line Item | Vendor | Estimate | Actual / Committed | Variance | Status | |
|---|---|---|---|---|---|---|---|
CATEGORY BREAKDOWN
CREW SHEET
TECH SUMMIT 2025 // ONSITE CREWING & LOGISTICS
TOTAL CREW
—
across departments
TOTAL CREW COST
—
daily rates × days onsite
ACCOMMODATION NEEDED
—
hotel rooms required
PER DIEM TOTAL
—
travel allowances
CREW ROSTER 0
| Name | Role | Dept | Daily Rate | Arrival | Departure | Days | Total Fee | Per Diem | Accom. | Dietary | Status | ||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
PREPRODUCTION TASKS
7 OVERDUE // 12 DUE THIS WEEK
TASKS
Module coming next — kanban, due dates, owners
PLANS & DRAWINGS
PLANS
Floor plans, rigging plots, stage drawings — versioned
FILE MANAGEMENT
FILES
Contracts, runsheets, contacts, media
OPEN ITEMS
OPEN ITEMS
Action items with owners and resolution tracking
NOTES & LOGS
NOTES
Threaded notes, meeting minutes, decisions
RUN OF SHOW
SCHEDULE
Minute-by-minute run of show with departments