| 1 |
Venue contract signed & deposit paid |
Venue Chair (Reyes) |
Jan 15, 2026 |
Board budget approval |
Complete |
| 2 |
Sponsorship prospectus finalized |
Sponsorship Lead (Tan) |
Feb 1, 2026 |
Theme & branding approved |
Complete |
| 3 |
CFP published |
Program Chair (Okafor) |
Feb 15, 2026 |
Website live, theme finalized |
Complete |
| 4 |
Tier-1 sponsor agreements signed (min 3) |
Sponsorship Lead (Tan) |
Mar 31, 2026 |
Prospectus distributed |
Complete |
| 5 |
Keynote speakers confirmed (3 of 3) |
Program Chair (Okafor) |
Apr 30, 2026 |
Speaker budget approved |
Complete |
| 6 |
CFP submission deadline |
Program Chair (Okafor) |
May 15, 2026 |
CFP published |
Complete |
| 7 |
Early-bird registration opens |
Registration Lead (Pham) |
May 20, 2026 |
Reg platform configured, pricing approved |
Complete |
| 8 |
Marketing campaign launch (paid + organic) |
Marketing Lead (Chen) |
Jun 1, 2026 |
Speaker lineup confirmed, branding assets ready |
Complete |
| 9 |
Paper/talk review complete & acceptance notifications |
Program Chair (Okafor) |
Jun 30, 2026 |
Review committee assembled, CFP closed |
On Track |
| 10 |
Schedule & session grid published |
Program Chair (Okafor) |
Jul 15, 2026 |
Acceptances confirmed, room assignments |
On Track |
| 11 |
Tier-2/Tier-3 sponsor close (all remaining) |
Sponsorship Lead (Tan) |
Jul 31, 2026 |
Prospectus, booth map finalized |
At Risk |
| 12 |
Early-bird registration closes |
Registration Lead (Pham) |
Aug 1, 2026 |
— |
On Track |
| 13 |
All sponsor payments received |
Sponsorship Lead (Tan) |
Aug 15, 2026 |
Sponsor agreements signed |
At Risk |
| 14 |
Speaker travel & hotel bookings confirmed |
Operations (Reyes) |
Aug 31, 2026 |
Speaker confirmations, travel policy sent |
On Track |
| 15 |
Attendee swag & printed materials order submitted |
Marketing Lead (Chen) |
Sep 1, 2026 |
Final attendee count estimate, design approved |
On Track |
| 16 |
AV vendor contract finalized & tech specs locked |
Venue Chair (Reyes) |
Sep 5, 2026 |
Session grid, room layouts |
On Track |
| 17 |
Mobile app / attendee portal content loaded |
Marketing Lead (Chen) |
Sep 15, 2026 |
Schedule published, sponsor logos received |
On Track |
| 18 |
Catering final headcount submitted |
Venue Chair (Reyes) |
Sep 22, 2026 |
Registration numbers, dietary survey closed |
On Track |
| 19 |
Signage & wayfinding print deadline |
Marketing Lead (Chen) |
Sep 25, 2026 |
Floor plan finalized |
On Track |
| 20 |
Volunteer briefing & role assignments |
Operations (Reyes) |
Oct 1, 2026 |
Volunteer recruitment complete |
On Track |
| 21 |
Final speaker slide collection deadline |
Program Chair (Okafor) |
Oct 5, 2026 |
Speaker communications sent |
On Track |
| 22 |
Day-of run-of-show document distributed |
General Chair (Walsh) |
Oct 10, 2026 |
All workstream leads sign off |
On Track |
| 23 |
Venue load-in & AV setup |
Venue Chair (Reyes) |
Oct 14, 2026 |
AV contract, signage delivered |
On Track |
| 24 |
Conference Day 1 |
General Chair (Walsh) |
Oct 15, 2026 |
All above |
— |
| 25 |
Conference Day 2 + teardown |
General Chair (Walsh) |
Oct 16, 2026 |
Day 1 complete |
— |
| 26 |
Post-event survey sent |
Marketing Lead (Chen) |
Oct 19, 2026 |
Attendee email list |
On Track |
| 27 |
Final financial reconciliation |
Finance (Walsh) |
Nov 15, 2026 |
All invoices received |
On Track |
