WTXRPD 2026 Conference Hub

Current continuation guide: Read HANDOFF3.md before beginning new work. It contains the live status, completed releases, server workflow, and remaining launch milestones. HANDOFF2.md remains the architectural rationale.

Staff launch and conference-day procedures are in STAFF-HANDOFF.md. The reconciled feature backlog is in MILESTONE-ROADMAP.md.

Codex Project Handoff

Project Overview

This project is for the Nonprofit Management Center of the Permian Basin (NMC) and their annual conference:

West Texas Rural Philanthropy Days (WTXRPD)

Current website: https://wtxrpd.org

Conference begins in approximately 9 days, so this project is an MVP (Minimum Viable Product) intended to dramatically improve the attendee experience without replacing the existing website.

The objective is NOT to redesign the website.

The objective is to build a mobile-first conference companion that lives within the existing WordPress installation.

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Primary Goal

Transform the existing WordPress site into a mobile-friendly conference hub where attendees can quickly access:

• Schedule
• Sessions
• Speaker information
• Handouts
• Maps
• Funder information
• Announcements
• Contact information

The experience should feel similar to a lightweight conference app while remaining entirely within WordPress.

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IMPORTANT CONSTRAINTS

DO NOT:

• Replace the WordPress theme.
• Redesign the existing public website.
• Modify the site's branding.
• Introduce unnecessary complexity.
• Require attendee logins.
• Introduce new commercial SaaS products.

Instead:

Build everything as an isolated WordPress plugin (preferred) or self-contained components that can easily be added to the existing site.

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Target URL

Create a conference landing page:

/2026

This becomes the attendee home page.

It should be mobile-first.

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Desired User Experience

Attendees arrive at registration.

They scan one QR code.

The QR code points to:

https://wtxrpd.org/2026

From there they should immediately have access to everything they need during the conference.

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Home Screen

Large touch-friendly buttons.

Suggested layout:

🏠 Today

📅 Schedule

🎤 Speakers

📄 Handouts

🗺 Maps

🤝 Funder Profiles

🍽 Alpine Guide

📢 Announcements

☎ Need Help

This page should prioritize speed and readability over visual complexity.

The Conference Hub is installable as a Progressive Web App. Its landing page offers device-aware installation help. Every /2026/ attendee route uses a dedicated Conference App header and footer in both browser and installed-app contexts, preventing accidental navigation into the surrounding website.

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Pages to Build

1. Conference Home

Purpose:

Quick navigation.

Should include:

• conference title
• dates
• countdown (optional)
• latest announcements
• quick links
• emergency contact
• WiFi information (future)

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2. Schedule

Create separate schedule pages.

Examples:

Wednesday

Thursday

Friday

Do NOT depend solely on PDFs.

Each session should be displayed as mobile-friendly cards.

Example:

9:00–10:00

Opening Keynote

Main Ballroom

Speaker

Description

Room

Handout button

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3. Session Pages

Each session may eventually have its own page.

Include:

Title

Description

Speaker

Time

Room

Learning objectives

Handouts

Related resources

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4. Speakers

Create reusable speaker cards.

Include:

Photo

Name

Organization

Biography

Website

LinkedIn (optional)

Sessions presented

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5. Handouts

Provide downloadable materials organized by:

Day

Session

Speaker

Supported file types:

PDF

PowerPoint

Word

Excel

Links

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6. Maps

Provide:

Campus map

Registration

Breakout rooms

Parking

Museum

Granada Theatre

Google Maps buttons

Large tap targets.

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7. Funder Profiles

Convert the existing funder information into mobile-friendly cards.

Each card should contain:

Name

Funding focus

Geographic area

Website

Download profile

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8. Announcements

Simple announcement panel.

Example:

"Session moved to Room 210."

Administrator should be able to edit quickly.

No push notifications required for MVP.

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Technical Direction

Preferred implementation:

WordPress plugin

Suggested folder:

wp-content/plugins/wtxrpd-conference-hub/

Avoid modifying:

Theme

Core WordPress files

Existing page templates

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Plugin Goals

Create shortcodes similar to:

[wtxrpd_conference_hub]

[wtxrpd_schedule]

[wtxrpd_handouts]

[wtxrpd_maps]

[wtxrpd_funders]

[wtxrpd_announcements]

The implementation details are flexible if another architecture is cleaner.

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Data Storage

Prefer structured data over hardcoded HTML.

Possible formats:

JSON

PHP arrays

YAML

One source of truth for:

Sessions

Speakers

Rooms

Handouts

Announcements

Locations

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Design Requirements

Mobile-first.

Fast.

Accessible.

Clean.

Large buttons.

Minimal scrolling.

Readable typography.

Avoid heavy animations.

Avoid unnecessary JavaScript frameworks.

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Coding Standards

Please:

Use modern PHP compatible with current WordPress standards.

Write semantic HTML.

Scope CSS to this plugin.

Avoid affecting the rest of the site.

Comment code.

Keep files organized.

Use reusable components whenever possible.

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Nice-to-Have (Only if Time Allows)

Expanded offline coverage for critical attendee routes

Calendar download (.ics)

Session favorites (stored locally)

Dark mode

Search

Sponsor pages

Restaurant guide

Weather widget

These are NOT required before the conference.

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Development Workflow

Please work incrementally.

Recommended phases:

Phase 1

Plugin scaffold

Navigation

Landing page

Phase 2

Schedule

Session cards

Phase 3

Speakers

Handouts

Maps

Phase 4

Announcements

Styling

Responsive improvements

Do not attempt to build everything simultaneously.

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Development Environment

The developer is using:

• VS Code
• OpenAI Codex
• Remote SSH when appropriate
• Virtualmin-hosted WordPress
• Existing production site

The plugin should be suitable for deployment without requiring a theme replacement.

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Success Criteria

By conference day, attendees should be able to:

✓ Scan one QR code

✓ View the schedule

✓ Find rooms

✓ Read speaker bios

✓ Download handouts

✓ Read announcements

✓ Access maps

✓ Find funder information

without zooming PDFs or navigating the full website.

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Future Vision (Post-Conference)

After this year's conference, evolve this project into a reusable platform that can support future WTXRPD conferences and potentially other NMC events.

Potential future enhancements include:

• Expanded guaranteed-offline coverage
• Personalized schedules
• Push notifications
• Speaker submission portal
• Sponsor management
• Session evaluation forms
• Administrative dashboard
• Multi-year conference support
• Reusable data import/export
• QR code generation
• Analytics

The architecture should make future expansion straightforward while keeping the 2026 MVP simple and stable.

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Final Guidance to Codex

Favor maintainability over cleverness.

Favor simplicity over features.

Deliver a polished conference companion that can be deployed quickly, extended safely, and provide immediate value to attendees within the available timeline.