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Conference Planning10/15/2026
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Color
WBS Number
Task name / TitleAssigned to
Planned start date
Planned end date
Deadline
Progress (%)
Duration (hours)
Estimated hours
Time log (minutes)
StatusPriority
Task description
Predecessor
Cost
Actual cost
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18 Weeks Before Conference10/16/202610/28/20260720000
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1.1Open registration10/16/202610/17/20260800OpenMedium00
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1.2Make sure the information on registration form is consistent10/17/202610/19/20260800OpenMedium00
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1.3Initiate arrangements with caterer10/18/202610/20/202601600OpenMedium00
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1.4Design a PDF flyer10/21/202610/21/20260800OpenMedium00
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1.5Verify driving directions to be included in PR10/22/202610/22/20260800OpenMedium00
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1.6Send PR information to PR Coordinator10/22/202610/28/20260400000
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1.6.1release times10/22/202610/26/202602400OpenMedium00
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1.6.2
suggested text, including PDF flyer link
10/23/202610/24/20260800OpenMedium00
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1.6.3
Update social media with Conference details.
10/24/202610/28/202602400OpenMedium00
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1.7Confirm arrangements with presenter(s)10/25/202610/26/20260800OpenMedium00
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1.8Request presenter photo and bio for PR10/26/202610/27/20260800OpenMedium00
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26 Weeks Before Conference10/27/202611/4/20260560000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media10/27/202610/28/202601600OpenMedium00
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2.2Request giveaways, folders, emergency kit10/28/202610/29/202601600OpenMedium00
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2.3Photocopy all registration checks10/29/202611/2/202602400OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.11/2/202611/2/20260800OpenMedium00
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2.5Make sure committee registers11/3/202611/4/202601600OpenMedium00
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34 Weeks Before Conference11/4/202611/11/20260480000
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3.1Confirm arrangements with venue11/4/202611/7/20260240000
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3.1.1technology11/4/202611/5/20260800OpenMedium00
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3.1.2parking hours11/5/202611/6/20260800OpenMedium00
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3.1.3etc.11/6/202611/7/20260800OpenMedium00
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3.2Continue promotion, monitor registration.11/7/202611/10/202601600OpenMedium00
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3.3Develop evaluations11/8/202611/11/202602400OpenMedium00
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42 Weeks Before Conference11/10/202611/16/20260400000
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4.1Continue promotion, monitor registration11/10/202611/11/20260800OpenMedium00
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4.2Confirm committee assignments11/11/202611/12/20260800OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.11/12/202611/13/20260800OpenMedium00
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4.4Purchase thank you gifts11/13/202611/14/20260800OpenMedium00
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4.5Make sure attendees have good directions11/14/202611/16/20260800OpenMedium00
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51 Week Before Conference11/16/202611/27/20260800000
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5.1Give final count to caterer11/16/202611/17/20260800OpenMedium00
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5.2Finalize details with presenter(s)11/17/202611/18/20260800OpenMedium00
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5.3Purchase water, breakfast, and snack items11/18/202611/19/20260800OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees11/19/202611/20/20260800OpenMedium00
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5.5Assemble folders or information packets11/21/202611/26/20260320000
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5.5.1agenda11/21/202611/23/20260800OpenMedium00
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5.5.2evaluation form11/22/202611/24/202601600OpenMedium00
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5.5.3Wi-Fi password11/25/202611/25/20260800OpenMedium00
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5.5.4other handouts11/26/202611/26/20260800OpenMedium00
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5.6Print list of attendees for registration table checklist11/27/202611/27/20260800OpenMedium5.500
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6Day of Conference11/27/202612/7/20260560000
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6.1Double-check technology and Wi-Fi11/27/202611/28/20260800OpenMedium00
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6.2Set up signage11/28/202611/30/20260800OpenMedium00
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6.3Set up registration table, folders, and giveaway table11/29/202611/30/20260800OpenMedium00
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6.4Make sure coffee service and morning catering is set up11/30/202612/1/20260800OpenMedium00
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6.5Check off attendees12/1/202612/2/20260800OpenMedium00
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6.6Introduce Conference, any housekeeping items, and introduce speaker12/2/202612/3/20260800OpenMedium00
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6.7Photograph throughout day for newsletter12/3/202612/4/20260800OpenMedium00
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6.8Encourage return of evaluations12/4/202612/5/20260800OpenMedium00
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6.9Distribute giveaways and any door prizes12/5/202612/7/20260800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)12/6/202612/7/20260800OpenMedium00
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7After Conference12/8/202612/17/20260560000
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7.1Complete final Activity Budget Proposal and Expense Report12/8/202612/9/20260800OpenMedium00
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7.2Pay any outstanding expenses.12/9/202612/10/20260800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee12/10/202612/11/20260800OpenMedium00
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7.4Send copy of evaluation to presenter(s)12/11/202612/12/20260800OpenMedium00
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7.5Send thank you note presenter(s)12/12/202612/14/20260800OpenMedium00
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7.6Include a summary of Conference12/13/202612/14/20260800OpenMedium00
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7.7Follow up on any potential new members12/14/202612/15/20260800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)12/15/202612/16/20260800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.12/16/202612/17/20260800OpenMedium00
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