INTERNAL PLANNING HANDOFF · SEPTEMBER 22, 2026

Sales → Planning Handoff

2026 · GDM · Applied Evals Summit

B Line

FINAL APPROVED SCOPE
October 28 at Convene 100 Stockton · Setup October 27 · Approximately 200 attendees

Project Snapshot

  • Client: Google DeepMind (GDM).
  • Event: Inaugural Applied Evals Summit.
  • Attendance: Approximately 200.
  • Venue: Convene 100 Stockton, San Francisco.
  • Dates: October 27 setup; October 28 event.
  • B Line project managers: Natalie Rantanen (primary); Mel Chang (second).

About the Client + Event

Kaggle is a platform for data science and machine learning professionals, founded in 2010 and acquired by Google in 2017. Its community competes to build models, shares code and datasets, and collaborates on projects. The team is expanding beyond machine learning competitions into benchmarking and automated AI evaluations.

The Applied Evals Summit supports Kaggle’s new initiative to test AI automations. This is a developer-focused event for people building evaluations in the AI space, including practitioners, startup leaders and researchers.

On the September 11 call, the team was still shaping the format. They wanted a general session for 200 in classroom seating or rounds, with potential breakouts and smaller spaces for phone calls and informal meetings. Branding the space is a priority, along with breakfast, lunch and an afternoon happy hour.

Key Players

B Line Project Managers

Kyleigh has been our main contact for venue selection and contracting. Meghan has helped coordinate feedback from partner Zapier. Confirm who will approve the agenda, creative and budget as planning gets underway.

Why They Need B Line

  • Make the spend count. Kyleigh raised concerns about agency fees on top of Convene's inclusive package. We negotiated the overall estimate from about $450K to $374K. Keep recommendations practical and explain the value of additional costs.
  • Create something fresh. The team has used The Pearl frequently and wanted to explore a different setting. Bring that same intention to the branding, room setups and attendee experience at Convene.
  • Keep planning moving. Several spaces, concurrent sessions and limited setup time need close coordination. Clear decisions and timely client materials will be essential.

Program at a Glance

October 27, setup and rehearsal: Fifth-floor access is held all day. Fourth-floor access begins at 6 PM. Confirm end times with Convene before setting the crew schedule.

October 28, event: Both floors are available to the group. Breakfast, lunch and an afternoon happy hour are planned. The September 11 discussion included a general-session kickoff, panels and fireside chats, with possible afternoon breakouts across two topics. The team also discussed two to three midsize rooms for about 50 people each and two to three small rooms for phone calls or executive meetings. Confirm the final format and timing with the client; venue access hours are separate from the attendee agenda.

Know Before You Meet Them

Kyleigh took time to compare venues and room configurations before choosing Convene. She specifically checked that the group would have both floors. Come prepared with a clear space plan and an explanation of what is included.

Zapier's input mattered to the date and venue decision. The team wants a strong Kaggle presence in the space, with wall vinyls, digital graphics and clear wayfinding, including the stairs. Confirm how co-host branding will appear. An interactive element was discussed as a possibility.

GDM uses its own SOW paperwork. The approved scope leaves the agenda, speakers, RSVP platform, attendee communications and final artwork with the client. Agree on who will provide each item and when. Travel will be handled through Google Travel, per the September 11 call.

Open Items / Watchouts

  • Convene paperwork and payment: Follow up on the venue agreement and deposit requested the week of September 21. Confirm who is contracting and paying; the approved scope defaults to the client unless B Line is authorized in writing.
  • Setup access: Ask Convene for one updated schedule. The older booking summary and deck show different fourth-floor access hours; the latest client email says access begins at 6 PM on October 27.
  • Breakout fit: We need two rooms for 50 people, with an optional third. The deck lists some rooms below 50 in classroom setup. Confirm room assignments and seating before sharing the floor plan.
  • Budget alignment: The estimate is approximately $374K, while the Scope tab still mentions the earlier $300K–$350K range. Agree on the working budget and update that reference.

First Up for Planning

  1. Set up the client kickoff. Natalie to connect with Kyleigh, Meghan and Matt on the event goals, approval contacts and partner needs. Leave with clear decisions and next steps.
  2. Walk through the Convene plan. Natalie and Mel to review floor access, room capacities, rehearsal needs and the crew schedule with the venue. Confirm the agreement and deposit follow-up at the same time.
  3. Build the planning calendar. Agree on the working budget and deadlines for the agenda, artwork, registration data and key approvals. Share one calendar the client and B Line team can work from.

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