1
Done
Kansas City AI Club
Venue next. Working date is Tuesday, November 10, 1:00 to 7:00 PM, load-in from 9:00. Confirm the room in writing (tables, chairs, stage, AV, exhibitor Wi-Fi) before Eventbrite and kansascity.ai go live.
Working date is November 10. Justin is producing. Next is the venue, the public page, and the floor.
Done: Aug 25 meetup ran. In progress: this plan, the Sept 11 strategy lunch, exhibitor outreach, and Eventbrite. Up next: venue in writing, the exhibitor one-pager, reaching companies from the July expo, and getting this Expo onto kansascity.ai this week or next. Membership pricing is not decided on this page.
Chris signs the venue and stays on exhibitors, sponsors, and the stage. Justin runs marketing and produces the day. Chris signs off on public copy; he does not have to build it.
Lead
Signs the venue contract. Hosts the room and the Pitch-Off. On exhibitor and sponsor conversations with Justin. Signs off on marketing; does not have to write it.
Producer
Marketing: site, Eventbrite, emails, listings, graphics, ads. Also exhibitor outreach with Chris, plus floor plan, insurance, photographer, DJ, day-of floor, recap.
Check items off as they land. Chris signs the venue. Justin owns marketing. The two of us share exhibitors, sponsors, and the Pitch-Off.
Chips: CK Chris · JG Justin.
Tuesday, November 10. Afternoon into evening so people can block the calendar and still hit the floor after work. Pitch-Off at 5:00.
| Time | Segment | Owner | Notes |
|---|---|---|---|
| 9:00 | Exhibitor load-in | Justin + 2 crew | Booth numbers on tables. Power strips. Wi-Fi sheet. |
| 11:30 | AV and stage check | Justin + AV | Two handhelds, one lav for Chris, countdown clock visible to pitch teams. |
| 12:15 | Floor freeze | Justin | Check-in built: two laptops, badge stock, guest-pass list. |
| 12:40 | Crew huddle | Justin | Eight people, one page each. Door, floor, stage. |
| 1:00 | Doors | Check-in (2) | Badge, guest-pass check, floor map. No walk-up table sales. |
| 1:00 to 5:00 | Expo floor open | Justin on floor | Four hours of tables. Keep the program off the floor until 5. |
| 3:30 | DJ arrives | Justin + DJ | Set levels. Starts at 4:00, when the floor is looser. |
| 4:00 | DJ on | DJ | Under conversation until 5, then down for the Pitch-Off, then back after the winner. |
| 1:20 | Welcome from the floor | Chris | Five minutes. Why this room exists. Pitch-Off at 5. 2027 teased, not announced. |
| 5:00 | Pitch-Off, eight teams, five minutes each | Chris hosts. Justin runs the clock and the floor. | Four judges. Mic cuts at five minutes. If an exhibitor needs help, Justin handles it so Chris stays on stage. No "Shark Tank" on a slide, banner, or badge. |
| 6:00 | Judges confer, floor stays open | Judges + Justin | Attendees keep walking tables. |
| 6:20 | Winner, thanks, 2027 date | Chris | Prize handed. Date announced. |
| 6:30 to 7:00 | Last floor time | Justin | Exhibitors get thirty more minutes. |
| 7:00 | Doors close | Justin | Exhibitors pack. Leave the room better than we found it. |
| 8:00 | Out | Justin | Walk the venue contact through the space before anyone leaves. |
Staffing: 2 at check-in, 2 on the floor, 1 on stage/clock, 1 with Chris, 2 floating. Eight people. Justin floats until 5:00, then runs the clock.
| Line | Amount | Notes |
|---|---|---|
| Venue, about 300 cap, 1:00 to 7:00 plus load-in | $2,500 | Estimate until the contract lands. Confirm tables and chairs. |
| Stage and AV for the Pitch-Off | $1,800 | Two handhelds, one lav, mixer, two speakers, one screen, a tech. |
| Exhibitor Wi-Fi | $400 | A dedicated drop or SSID so 30 demos do not share guest Wi-Fi. |
| Signage, badges, table numbers, floor map | $550 | Print after logos lock Oct 18. |
| Photography, 6 hours plus selects | $500 | |
| Event liability insurance | $350 | Bind in September. |
| Pitch-Off prize | $1,000 | Cash or in-kind from the stage sponsor. |
| Paid LinkedIn, KC metro | $400 | Kansas City metro. |
| DJ | $500 | 4:00 to 7:00. Down during the Pitch-Off. |
| Event production | $2,000 | Walkthrough, floor, day-of, recap. |
| Contingency | $1,000 | |
| Total | $11,000 |
Net is after Eventbrite or Stripe fees (about 6.6% + $2.09).
| Window | Dates | Price | Net each |
|---|---|---|---|
| Early bird | Sep 21 to Oct 11 | $25 | $21.25 |
| Regular | Oct 12 to Nov 9 | $35 | $30.60 |
| At the door | Nov 10 | $45 | $39.90 |
| Tier | Detail | Count | Price | Total |
|---|---|---|---|---|
| Founding | Through Sep 30 | 15 | $150 | $2,250 |
| Standard | Oct 1 to Oct 25 | 15 | $200 | $3,000 |
| If 30 tables sell | $5,250 | |||
| Tier | What they get | Slots | Price |
|---|---|---|---|
| Presenting | Name in the lockup, stage welcome, premium table | 1 | $2,500 |
| Stage | Owns the Pitch-Off: intro, judge seat, prize named for them | 1 | $1,500 |
| Partner | Logo, table, mention in every email | 3 | $1,000 |
| Community | Logo and shared signage | 6 | $500 |
| Plan | Strong | |
|---|---|---|
| Paid tickets | 300 | 300 |
| Ticket price | $25 | $35 |
| Ticket net | $6,375 | $9,180 |
| Tables | 30 = $5,250 | 30 = $5,250 |
| Sponsors | $4,000 | $6,000 |
| Revenue | $15,625 | $20,430 |
| Costs | $11,000 | $11,000 |
| Profit / loss | +$4,625 | +$9,430 |
300 paid tickets.
| When | Who | The move |
|---|---|---|
| Sep 7 | July expo companies | Personal email. $150, closes Sep 30. |
| Sep 14 | New vendor conversations | One-pager and a call. Same deadline. |
| Sep 21 | Club list | Early bird $25. |
| Sep 28 | Club list, social, partners | Public. Early bird $25. Pitch-Off applications open. |
| Oct 5 | Partner channels | Newsletters and calendars, copy already written. |
| Oct 8 to 11 | Full list | Early bird sequence. |
| Oct 12 | Full list | Price moves to $35. |
| Oct 19 | Exhibitors and sponsors | Amplification kit. |
| Oct 26 | Full list | Pitch-Off finalists. |
| Nov 3 to 8 | Paid and organic | $400 LinkedIn. Exhibitor spotlights. Last-chance Nov 8. |
| Channel | Notes |
|---|---|
| Club email list | Early bird first, then the public send. |
| 30 exhibitor tables | Five guest passes per table. |
| Eight pitch teams | Each team brings people. |
| Partners, door | Partner channels and walk-ups. |
KC AI Expo 2026. The Pitch-Off is the stage program.
Kansas City's AI operators, all in one room.
Plain and searchable. It describes the event when someone is deciding on a table.
Eight teams, four judges, five minutes each.
Do not call it Shark Tank in anything public. That name is a registered trademark. "Shark Tank-style" is fine in conversation. On the banner, the application, and the slide template, use Pitch-Off.
Wordmark, colors, Eventbrite header, exhibitor graphic, Pitch-Off slide.