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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.
Space Grotesk. Black, white, #2458FF.
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.
Drafts Justin writes. Chris signs off. Copy is ready to paste. Visuals use the Expo lockup: Space Grotesk, black, signal blue.
Eventbrite wants 2160 by 1080. LinkedIn wants 1200 by 1200 for a post image, 1584 by 396 for a cover. Screenshot these or rebuild 1:1 in Figma.
Title, summary, and body. Venue line stays TBA until the contract is signed. Ticket types match the budget.
Title KC AI Expo 2026 | Tuesday, November 10 | Kansas City AI Club Summary Kansas City's annual AI expo. 30 tables, a Pitch-Off at 5:00, tickets $25 early / $35 regular / $45 at the door. Description Kansas City AI Club presents KC AI Expo 2026 on Tuesday, November 10, 1:00 to 7:00 PM. Thirty exhibitor tables. Three hundred tickets. A Pitch-Off at 5:00: eight teams, four judges, five minutes each. Date: Tuesday, November 10, 2026 Time: 1:00 PM to 7:00 PM (exhibitor load-in 9:00 AM) Cost: $25 early bird through Oct 11, $35 Oct 12 to Nov 9, $45 at the door Tables: $150 founding through Sep 30, $200 Oct 1 to Oct 25 Location: Kansas City (venue named here once the contract is signed) Agenda 1:00 PM Doors. Expo floor open. 1:20 PM Welcome. 1:00 to 5:00 PM Tables. 4:00 PM DJ. 5:00 PM Pitch-Off. 6:20 PM Winner and 2027 date. 6:30 to 7:00 PM Last floor time. 7:00 PM Doors close. Who should come Founders, operators, engineers, students, and anyone buying or shipping AI in Kansas City. Tables Founding $150 through September 30. Standard $200 through October 25. Sold on this page. No table sales at the door. The Kansas City AI Club has met since 2023. Visit kansascity.ai. Ticket types to create Attendee / Early bird / $25 / Sep 21 to Oct 11 Attendee / Regular / $35 / Oct 12 to Nov 9 Attendee / Door / $45 / Nov 10 Exhibitor / Founding table / $150 / through Sep 30 Exhibitor / Standard table / $200 / Oct 1 to Oct 25
Subject line, then body. Send order matches the countdown.
Subject: KC AI Expo 2026, November 10. Founding table $150 through Sep 30. Hi [Name], KC AI Expo is Tuesday, November 10, 1:00 to 7:00 PM. Thirty tables. Pitch-Off at 5:00. You were on the floor in July. Founding tables are $150 through September 30, then $200. Reply yes and we will send the Eventbrite table ticket. Five guest passes, two posts, and one email to your list will be on the one-pager. Chris Kovac and Justin Gardner Kansas City AI Club
Subject: A table at KC AI Expo, November 10. Hi [Name], KC AI Expo is the Kansas City AI Club's annual floor: 30 tables, 300 tickets, Tuesday, November 10, 1:00 to 7:00 PM. A table is $150 through September 30, $200 after. Sold on Eventbrite. No walk-up tables. If you want in, reply and we will send the link and the one-pager. Justin Gardner, for Kansas City AI Club
Tuesday, November 10. 1:00 to 7:00 PM. Thirty tables. Pitch-Off at 5:00.
Tickets are $25 through October 11, $35 after, $45 at the door. Three hundred tickets.
Tables are $150 through September 30 if you want to exhibit.
Link: [Eventbrite]
Subject: KC AI Expo, Nov 10. $25 through Oct 11. Tuesday, November 10. 1:00 to 7:00 PM. Thirty tables. Pitch-Off at 5:00. Tickets are $25 through October 11, $35 after, $45 at the door. Three hundred tickets. Tables are $150 through September 30 if you want to exhibit. Get a ticket: [Eventbrite] Kansas City AI Club
Subject: KC AI Expo 2026 is on the calendar. November 10. KC AI Expo is Tuesday, November 10, 1:00 to 7:00 PM, Kansas City. 30 exhibitor tables. 300 tickets. Pitch-Off at 5:00: eight teams, five minutes, four judges. Tickets: $25 through Oct 11, $35 Oct 12 to Nov 9, $45 at the door. Tables: $150 through Sep 30, $200 through Oct 25. Tickets and tables: [Eventbrite] Pitch-Off application: [form] Kansas City AI Club · kansascity.ai
Subject: $25 Expo tickets through Saturday. Early bird for KC AI Expo ends October 11. $25 now, $35 after. Tuesday, November 10, 1:00 to 7:00 PM. [Eventbrite]
Subject: Last hours at $25. KC AI Expo. Early bird ends tonight. After that, KC AI Expo tickets are $35. November 10, 1:00 to 7:00 PM. [Eventbrite]
Subject: Expo tickets are $35. Early bird is over. KC AI Expo tickets are $35 through November 9, $45 at the door. Tuesday, November 10, 1:00 to 7:00 PM. Pitch-Off at 5:00. [Eventbrite]
Post 1 (LinkedIn) We have a table at KC AI Expo on Tuesday, November 10. Come find us on the floor, 1:00 to 7:00 PM. Tickets: [Eventbrite] Post 2 (LinkedIn) Pitch-Off is at 5:00. We will be at table [number]. KC AI Expo, November 10. [Eventbrite] Email to their list We will be at KC AI Expo on Tuesday, November 10, 1:00 to 7:00 PM, table [number]. If you are in Kansas City, come by. Tickets: [Eventbrite]
Subject: Pitch-Off finalists for KC AI Expo. Eight teams will pitch at 5:00 PM on November 10, five minutes each, four judges. [Team names] Expo floor is open 1:00 to 7:00. Tickets $35, $45 at the door. [Eventbrite]
Subject: KC AI Expo is Tuesday. Tickets still open. Tuesday, November 10, 1:00 to 7:00 PM. 30 tables. Pitch-Off at 5:00. Online tickets $35 through Monday. $45 at the door. [Eventbrite]
Subject: KC AI Expo 2026, in the room. Thank you for Tuesday. Photos: [album] Pitch-Off winner: [name] 2027 date: [date] If you met someone on the floor, write them today. Kansas City AI Club
Announcement KC AI Expo is Tuesday, November 10, 1:00 to 7:00 PM. 30 tables. 300 tickets. Pitch-Off at 5:00. $25 early through Oct 11. [link] Tables Exhibitor tables for KC AI Expo are $150 through Sep 30, $200 after. Thirty tables. Eventbrite only. [link] Pitch-Off open Eight teams. Four judges. Five minutes. Apply for the KC AI Expo Pitch-Off, November 10. [form] Early bird 48 hours $25 Expo tickets through Saturday. Then $35. November 10. [link] Day-of Doors at 1:00. Pitch-Off at 5:00. See you on the floor. Recap [Photo] KC AI Expo 2026. Next year: [date].
KC AI Expo 2026 Tuesday, November 10, 1:00 to 7:00 PM Kansas City (venue TBA) Kansas City AI Club's annual expo: 30 exhibitor tables, 300 tickets, Pitch-Off at 5:00. Tickets $25 early / $35 regular / $45 door. Tables $150 founding / $200 standard. Details and tickets: [Eventbrite] kansascity.ai
KC AI Expo Pitch-Off. Tuesday, November 10, 5:00 PM. Eight teams. Five minutes. Four judges. A prize, not an investment. Apply by [date]. Finalists named October 18, announced October 26. You will need: team name, one-sentence product, who is pitching, a deck in 16:9. This is not Shark Tank. The public name is Pitch-Off.
Not in the $11,000. Add a line if Plan is holding. Prices are what we would actually pay in Kansas City, not a wish.
$1,400 for 100 · $14 to print · sell at $35
One color on black, "KC AI Expo 2026" on the chest. 100 shirts from a local printer. Sell 40 and the run is covered. Gift the rest to exhibitors and crew. This is the piece people still have in 2027.
$735 for 350 · $2.10 each
Thick stock, numbered 001 to 300, plus crew and press. Not a generic lanyard insert. People photograph it. Collectors keep it.
$0 to $600
A nearby room with a drink minimum, not a second ticketed event. Floor ends at 7:00. The conversations that start at a table finish here. Cash bar. Club does not need to feed anyone.
$540 · $18 x 30
Metal or heavy acrylic, "KC AI Expo / Table 12 / 2026". Exhibitors take them home. Cheaper than a gift bag, better than a tote.
$380 for 500 copies, 8 pages
Printed the week after: photos, the winner, the 2027 date, exhibitor list. Hands out at the next meetup and mails to sponsors. This is the 2027 leave-behind.
$480 for 40 · $12 to print · sell at $40
Same lockup as the header, numbered 1 to 40, signed by Chris. Forty pieces. If they sell, they pay for themselves and then some.
$350
Eight-foot "KC AI Expo" behind the Pitch-Off. Every photo from 5:00 has the year in it. Reuse the file in 2027, change the number.
$300 film on top of the $500 photographer
Photographer is already in the $11,000. Instant film is the extra: one print they take, one we pin. The wall is the recap before the recap.
| If we add | Cost | Offset |
|---|---|---|
| Tee run, 100 | $1,400 | Sell 40 at $35 = $1,400 |
| Numbered badges, 350 | $735 | None. Included in ticket. |
| Afterparty | $0 to $600 | Bar minimum, not a second ticket. |
| Table numbers, 30 | $540 | None. Exhibitor keep. |
| Newsprint recap, 500 | $380 | Sponsor leave-behind. |
| Poster, 40 | $480 | Sell at $40 = $1,600 |
| Vinyl wordmark | $350 | Reuse 2027. |
| Instant film | $300 | None. |
| All of it | $4,185 to $4,785 | Tees + posters can return ~$3,000 if they sell. |