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Vendor tracker

Tom Thompson · Venue & Logistics · vendors, F&B, run-of-show

FutureStack 2026 — Vendor Tracker

Generated by: Venue & Logistics skill Event: FutureStack 2026 Dates: October 15-16, 2026 Venue: Austin Convention Center, Hall 4 Last Updated: 2026-04-19

Vendor Status Summary

Status Count
Confirmed 5
Pending 3
At Risk 1
Total 9

Vendor Tracker

Vendor Service Contract Status Deposit Due Final Payment Key Contact Delivery Deadline Status
Freeman AV Audio/visual production, staging, lighting, IMAG, recording Signed 2026-03-10 Paid ($12,500 on 2026-03-15) $12,500 due 2026-10-01 Marcus Chen, Sr. Account Mgr, m.chen@freemanco.com, (512) 555-0142 Equipment load-in Oct 14 2:00 PM Confirmed
ACC In-House Catering All meals, coffee service, afternoon snacks, networking reception bar Signed 2026-02-28 Paid ($8,000 on 2026-03-05) $16,200 due 2026-10-10 (final headcount adjustment) Diana Morales, Catering Director, d.morales@austincc.com, (512) 555-0198 Menu finalization by Sep 15; service begins Oct 15 6:30 AM Confirmed
Lumen Photography Event photography, headshots, sponsor booth coverage Signed 2026-04-02 $2,000 due 2026-05-01 $3,500 due 2026-10-30 Jake Ortiz, Lead Photographer, jake@lumenphotography.com, (512) 555-0267 On-site Oct 15 7:00 AM Confirmed
ReelTime Productions Multi-camera livestream, session recording, highlight reel Under review (sent 2026-04-10) $4,000 due upon signing $6,000 due 2026-10-30 Priya Sharma, Producer, priya@reeltimeprod.com, (737) 555-0331 Equipment load-in Oct 14 3:00 PM; test by 8:00 PM Pending
FastBadge Inc. On-site badge printing, lanyards, badge stock (800 + 50 spare) Signed 2026-03-22 Paid ($1,200 on 2026-03-25) $800 due 2026-09-30 Tom Nguyen, Account Rep, tom@fastbadge.com, (469) 555-0415 Badge printers delivered Oct 13; test run Oct 14 Confirmed
SignCraft Austin Exterior banners, wayfinding signage, sponsor wall, stage backdrop print, A-frames Quote received, awaiting design finals $1,500 due 2026-06-01 $2,800 due 2026-09-15 Rachel Kim, Project Mgr, rachel@signcraftaustin.com, (512) 555-0509 All signage delivered to venue by Oct 13 Pending
ACC Telecom / ExhibitNet Dedicated event Wi-Fi (SSID: FutureStack2026), 500 Mbps symmetric, hardline drops for AV and press Signed 2026-03-18 Included in venue contract Included in venue contract Brian Wallace, IT Services, b.wallace@austincc.com, (512) 555-0587 Network live by Oct 14 5:00 PM; load tested by 8:00 PM Confirmed
Lone Star Event Security 6 security guards (2 at entrance, 2 roving, 1 green room, 1 expo hall), Oct 14-16 Verbal agreement; contract not yet received $1,800 due upon signing $2,700 due 2026-10-10 Carlos Vega, Operations Lead, c.vega@lonestarsecurity.com, (512) 555-0643 Staff on-site Oct 14 1:00 PM for walkthrough At Risk
SparkleClean Commercial Pre-event deep clean (Oct 14 AM), daily cleaning (Oct 15-16), post-event cleanup (Oct 16 night) Signed 2026-04-05 $600 due 2026-05-01 $1,400 due 2026-10-20 Maria Santos, Supervisor, m.santos@sparkleclean.com, (512) 555-0729 Crew on-site Oct 14 8:00 AM (pre-clean); Oct 15-16 6:00 AM daily Pending

Notes & Action Items

  1. ReelTime Productions (Pending): Contract sent Apr 10; follow up by Apr 25 if not returned. Backup vendor identified: Capitol City Media (quote requested Apr 12).
  2. SignCraft Austin (Pending): Blocked on final design files from the marketing team. Design deadline is May 15 to meet the Jun 1 deposit and Sep 15 delivery timeline. Escalate to Marketing lead if designs are not delivered by May 10.
  3. Lone Star Event Security (At Risk): Verbal agreement only. Carlos Vega has been unresponsive since Apr 14. If contract is not signed by Apr 30, engage backup vendor: Austin Guardian Services (initial inquiry sent Apr 18). Security is non-negotiable for insurance compliance -- this must be resolved by May 15 at the latest.
  4. SparkleClean Commercial (Pending): Contract signed but deposit not yet paid. Accounts payable notified; payment scheduled for Apr 28.
  5. ACC In-House Catering: Final headcount must be submitted by Sep 15 for menu adjustment. Dietary restriction survey to be sent to registered attendees by Aug 15.
  6. Freeman AV: Technical rider and stage plot due to Freeman by Sep 1. Schedule a site visit with Marcus Chen during the week of Aug 18.

Payment Summary

Category Deposits Paid Deposits Due Final Payments Due Total Estimated
AV $12,500 -- $12,500 $25,000
Catering $8,000 -- $16,200 $24,200
Photography -- $2,000 $3,500 $5,500
Videography -- $4,000 $6,000 $10,000
Badges $1,200 -- $800 $2,000
Signage -- $1,500 $2,800 $4,300
Wi-Fi Included -- Included (venue contract)
Security -- $1,800 $2,700 $4,500
Cleaning -- $600 $1,400 $2,000
Totals $21,700 $9,900 $45,900 $77,500

Revision History

Version Date Author Notes
1.0 2026-04-19 Venue & Logistics AI Initial vendor tracker draft