JAC | We Create.

Western Newfoundland Summit · Event Planning Consultant

Greater Corner Brook Board of Trade · Executive Event Dashboard

Western Newfoundland Summit

Centralized project status, budget tracking, key milestones, deliverables, risks and event readiness throughout the engagement — prepared by JAC.

Summit 22 October 2026Week 7 / 14Status report 31 July 2026

Schedule progress

50%

Week 7 of 14 · Phase 3–4 in flight

Event budget committed

$273,500

of $439,600 approved third-party budget

Professional fees

$71,875

$34,375 invoiced across 2 of 5 payment stages

Delegate registrations

238

43% of 550 target

Event readiness

51%

3 high-impact risks under active mitigation

Delivery framework

Six-Phase Project Pipeline

01Complete

Project Initiation

Kick-off, work plan, governance, communications, project setup.

Weeks 1–2 · 100%

02Complete

Event Strategy & Program

Summit objectives, program development, stakeholder input, speakers, sponsorship.

Weeks 2–5 · 100%

03In flight

Marketing & Registration

Branding, website, registration, digital advertising, delegate communications.

Weeks 5–9 · 64%

04In flight

Logistics & Production

Venue, catering, AV, signage, suppliers, accessibility, operational planning.

Weeks 7–12 · 28%

05Upcoming

Summit Delivery

On-site management, registration, speaker support, sponsor activation, production.

Weeks 12–13 · 0%

06Upcoming

Reporting & Closeout

Financial reconciliation, attendee feedback, performance reporting, closeout.

Weeks 13–14 · 0%

Project delivery

Milestones & 14-Week Timeline

Week 7 of 14

Project Kick-Off

Project governance, communication plan, workplan, and responsibilities confirmed.

CompleteJAC / GCBBT
Project Initiation

Event Strategy Approved

Summit objectives, program framework, and planning approach finalized.

CompleteGCBBT Approval Gate
Event Strategy & Planning

Speakers & Sponsors Confirmed

Keynote speakers secured, sponsorship packages finalized, partner commitments.

At riskGCBBT Sponsor Relationships
Event Strategy & Planning

Marketing Campaign Launch

Website, registration, email marketing, social, Google Ads and Meta campaigns live.

In progressJAC Marketing & Comms
Marketing & Registration

Operational Readiness

Venue logistics, AV, catering, signage, volunteers, technical rehearsals complete.

In progressJAC Event Planning
Logistics & Technical Production

Summit Delivery

Conference delivered with full on-site management and technical support.

PlannedJAC Production
Summit Delivery

Post Event Report

Performance summary, attendee feedback, financial reconciliation, recommendations.

PlannedJAC Financial Management
Post-Event Reporting

Budget management

Event Budget — Committed vs Actual

62% committed

Venue & Catering

$46,200 actual · $121,500 committed · $148,000 budget

Speakers & Travel

$21,400 actual · $38,500 committed · $62,000 budget

Technology & Production

$12,800 actual · $44,000 committed · $74,500 budget

Marketing & Communications

$29,750 actual · $41,200 committed · $58,000 budget

Staffing & Logistics

$8,600 actual · $18,900 committed · $39,500 budget

Signage, Print & Branding

$3,150 actual · $9,400 committed · $24,000 budget

Contingency (8%)

$0 actual · $0 committed · $33,600 budget

Approved budget

$439,600

Committed

$273,500

Actual to date

$121,900

Forecast to complete $166,100 uncommitted, including an 8% contingency reserve held against emerging risks.

Revenue tracking

Sponsorship & Registration Revenue

60% of target

Sponsorship

$148,500 / $210,000

Delegate Registration

$71,400 / $156,000

Partner Contributions

$42,000 / $60,000

Other Revenue

$6,200 / $18,000

Total secured

$268,100 of $444,000

Registration

Delegate Registrations

43% of target

238 / 550

W1
W2
W3
W4
W5
W6
W7

Weekly registrations since campaign launch. Target close 22 October 2026.

Risk management

Risk Register

3 high impact
R-01

Keynote speaker confirmations trailing schedule

Impact highLikelihood medium

Two alternates held on soft hold; confirmation deadline set for Week 8 approval gate.

ProgramOwner: GCBBT / JACTrend: escalating
R-02

Sponsorship revenue behind target at mid-point

Impact highLikelihood medium

Targeted outreach to 12 regional prospects; revised tier pricing presented Week 8.

FinancialOwner: GCBBT Sponsor RelationshipsTrend: stable
R-03

Venue AV capacity may require external rental

Impact mediumLikelihood medium

Comparative quotes secured from two suppliers; contingency line reserved.

ProductionOwner: JAC Technical ProductionTrend: easing
R-04

Delegate travel and accommodation availability

Impact mediumLikelihood low

Room blocks held at three Corner Brook properties through Week 10.

LogisticsOwner: JAC Event PlanningTrend: stable
R-05

Weather disruption to regional travel in October

Impact highLikelihood low

Hybrid streaming fallback scoped; contingency communications plan drafted.

ExternalOwner: JAC ProductionTrend: stable
R-06

Print and signage lead times over holiday supplier closures

Impact lowLikelihood medium

Artwork deadline pulled forward two weeks; local backup printer identified.

SupplyOwner: JAC CreativeTrend: easing

Event readiness

Readiness by Workstream

51% overall

Venue & Catering

72%

Contract signed, menus in final review

Program & Speakers

58%

5 of 8 sessions confirmed

Registration

66%

Platform live, 238 of 550 delegates registered

Marketing & Comms

81%

Campaign live across Google, Meta, email

AV & Technical Production

34%

Rehearsal scheduled Week 11

Sponsor Activation

47%

9 of 16 sponsor packages fulfilled

Accessibility & Volunteers

29%

Volunteer recruitment opens Week 9

On-Site Operations

22%

Run of show drafting begins Week 10

Deliverables

Deliverable Register

5 of 15 approved

  • Project Roadmap

    Initiation

    Wk 2Approved

  • Governance & Success Metrics

    Initiation

    Wk 2Approved

  • Event Strategy

    Strategy

    Wk 5Approved

  • Preliminary Budget

    Strategy

    Wk 5Approved

  • Work & Comms Plan

    Strategy

    Wk 5Approved

  • Program Framework

    Strategy

    Wk 6In review

  • Sponsorship Package

    Strategy

    Wk 6In review

  • Summit Brand & Website

    Marketing

    Wk 8In progress

  • Registration System

    Marketing

    Wk 8In progress

  • Digital Campaign Plan

    Marketing

    Wk 9In progress

  • Project Schedule

    Logistics

    Wk 9In progress

  • Risk Register

    Logistics

    Wk 9In review

  • Run of Show & AV Plan

    Logistics

    Wk 11Not started

  • Accessibility Plan

    Logistics

    Wk 11Not started

  • Post-Event Report

    Closeout

    Wk 14Not started

Investment

Professional Fees & Payment Schedule

$34,375 invoiced

Project Initiation

Invoiced

Kick-off, workplan, governance, project setup.

$18,750

30%

Event Strategy Complete

Invoiced

Program, speakers, sponsorship strategy, marketing plan approved.

$15,625

25%

Marketing & Registration Launch

Scheduled

Brand, website, registration and campaign delivery underway.

$12,500

20%

Operational Readiness

Scheduled

Venue confirmed, logistics, AV, production, final event preparations.

$9,375

15%

Summit Completion & Final Reporting

Scheduled

Event delivered, reporting, financial reconciliation, recommendations.

$6,250

10%

Subtotal
$62,500
HST
$9,375
Total project investment
$71,875

Professional fees exclude third-party event expenses tracked in the event budget above.

Governance

Reporting & Approval Cadence

  • Weekly Status Update

    Progress, action items, budget tracking

    Every Tuesday

  • Planning Meeting

    Coordination, approvals, next steps

    Bi-weekly

  • Milestone Review

    Key deliverables presented for approval

    Per phase

  • Approval Gate

    Formal sign-off before next phase

    Week 8 next

Included at no additional cost

Value-Added Services

$30,000 included

  • AI Event Assistant & Search Readiness

    $3,500

  • Google Ads & Meta Campaign Strategy

    $4,500

  • Event Photography & Video Production

    $9,500

  • Sponsor Recognition Toolkit

    $2,500

  • Executive Event Dashboard

    $4,500

  • One-Year Strategic Event Consultation

    $5,500