Plan the scope of the event

We need a detailed scope plan for the summer alumni event at the downtown conference center on September 17. List required rooms, expected headcount per session, AV needs, catering windows, setup and teardown times, and the single person accountable for each item. Use the headcount estimate of 420 with a 10% no-show buffer, and give timing so the venue and vendors can sign off by next Friday.

Before I send the scope to the program director and venue manager, make it easy to approve: put the expected attendee flow and peak simultaneous rooms up top, show the total catering count with dietary splits, surface any decisions that would make a reviewer hesitate (venue-capacity exceedance, AV single point of failure, late load-in), and mark which items need vendor confirmation versus internal sign-off.

The venue coordinator just told me Room A cannot be set up until 90 minutes before the first session but my timeline needs it ready 3 hours earlier for registration and tech check. I don't know if I should accept a different room, pay for early access, or compress registration. What is the likely best move given we must keep the keynote start time and we need reliable AV checks?

At three past events we've had vendors block early room access, which forces overtime, late changes to attendee flow, and stress for the ops team. I need a habit to stop this pattern. What contractual term, checklist item, or internal deadline should I add so the ops team isn't rescuing setup on event day?