The Impact Lounge — Downtown Austin
March 12 & March 14, 2026 · Downtown Austin / The Belmont · Austin, Texas
- Status
- Completed
- Dates
- March 12 & March 14, 2026
- Location
- Downtown Austin / The Belmont · Austin, Texas
- Lead Producer
- James Cole
- Readiness
- 100%
- Risk
- Closed
Event Readiness
Every category rolls up from the work your team is already doing.
0 open risk items and 2 vendor documents stand between this event and full readiness.
Next 7 Days
Everything required to move the event forward.
- September 17Final speaker confirmationsDanielle Reyes
- September 18Print files to productionRachel Kim
- September 19Stage deposit dueJames Cole
- September 19Final catering guaranteeMichael Torres
- September 20Vendor COI deadlineSarah Mitchell
- September 21Venue walkthroughSarah Mitchell
- September 22EVENT DAYAll hands
Critical Items
The work is already done — these just need a decision.
Umbrella Limit Gap
Venue requires $5M umbrella. Current evidence shows $2M.
COI Expiration
BrightLine Production's insurance expires September 21.
Stage Production
Final equipment schedule has not been uploaded.
Weather Contingency
Outdoor reception contingency plan incomplete.
Caspian 10 Essentials
The strategy behind every exceptional event.
Primary objective: position The Impact Lounge as the premier cross-sector gathering during Climate Week.
- — 640 attendees
- — 40% senior decision makers
- — 20 strategic partnerships
- — 90% session occupancy
- — 4.5/5 attendee satisfaction
Six-segment mix engineered for cross-sector introductions, weighted toward decision makers.
- — 30% corporate leaders
- — 20% foundations
- — 20% climate & sustainability
- — 15% investors
Nine sessions mapped to objectives. Two session abstracts pending final approval.
- — 9 sessions mapped
- — 2 abstracts outstanding
- — 3 partner-led moments
26 speakers confirmed. One agreement and one media release outstanding.
- — 24/26 agreements
- — 22/26 travel booked
- — 25/26 headshots
Show-day org chart complete with escalation path and radio assignments.
- — 18 crew roles assigned
- — 4 zone leads
- — Escalation path published
Invitation tiers, approval rules, and on-site badge logic configured.
- — 712 registered / 640 target
- — VIP approval queue live
- — Badge print on site
Environmental design approved. Print files due to production September 18.
- — Signage package approved
- — Print files pending
- — Stage scenic locked
Attendee, speaker, and vendor comms sequenced through show day.
- — 7 attendee sends
- — Speaker brief Sep 19
- — Crew brief Sep 21
Production timeline and run of show integrated. Load-in confirmed with venue.
- — Load-in Sep 21, 6:00 AM
- — Run of show v6
- — Strike Sep 23, 10:00 PM
Forecast $489,750 against $482,000 approved. One change order pending review.
- — $421,350 committed
- — $238,000 paid
- — +$7,750 variance