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Conference Planning9/16/2025
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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 Conference9/17/20259/29/20250720000
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1.1Open registration9/17/20259/18/20250800OpenMedium00
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1.2Make sure the information on registration form is consistent9/18/20259/20/20250800OpenMedium00
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1.3Initiate arrangements with caterer9/19/20259/21/202501600OpenMedium00
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1.4Design a PDF flyer9/22/20259/22/20250800OpenMedium00
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1.5Verify driving directions to be included in PR9/23/20259/23/20250800OpenMedium00
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1.6Send PR information to PR Coordinator9/23/20259/29/20250400000
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1.6.1release times9/23/20259/27/202502400OpenMedium00
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1.6.2
suggested text, including PDF flyer link
9/24/20259/25/20250800OpenMedium00
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1.6.3
Update social media with Conference details.
9/25/20259/29/202502400OpenMedium00
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1.7Confirm arrangements with presenter(s)9/26/20259/27/20250800OpenMedium00
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1.8Request presenter photo and bio for PR9/27/20259/28/20250800OpenMedium00
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26 Weeks Before Conference9/28/202510/6/20250560000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media9/28/20259/29/202501600OpenMedium00
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2.2Request giveaways, folders, emergency kit9/29/20259/30/202501600OpenMedium00
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2.3Photocopy all registration checks9/30/202510/4/202502400OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.10/4/202510/4/20250800OpenMedium00
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2.5Make sure committee registers10/5/202510/6/202501600OpenMedium00
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34 Weeks Before Conference10/6/202510/13/20250480000
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3.1Confirm arrangements with venue10/6/202510/9/20250240000
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3.1.1technology10/6/202510/7/20250800OpenMedium00
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3.1.2parking hours10/7/202510/8/20250800OpenMedium00
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3.1.3etc.10/8/202510/9/20250800OpenMedium00
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3.2Continue promotion, monitor registration.10/9/202510/12/202501600OpenMedium00
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3.3Develop evaluations10/10/202510/13/202502400OpenMedium00
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42 Weeks Before Conference10/12/202510/18/20250400000
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4.1Continue promotion, monitor registration10/12/202510/13/20250800OpenMedium00
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4.2Confirm committee assignments10/13/202510/14/20250800OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.10/14/202510/15/20250800OpenMedium00
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4.4Purchase thank you gifts10/15/202510/16/20250800OpenMedium00
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4.5Make sure attendees have good directions10/16/202510/18/20250800OpenMedium00
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51 Week Before Conference10/18/202510/29/20250800000
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5.1Give final count to caterer10/18/202510/19/20250800OpenMedium00
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5.2Finalize details with presenter(s)10/19/202510/20/20250800OpenMedium00
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5.3Purchase water, breakfast, and snack items10/20/202510/21/20250800OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees10/21/202510/22/20250800OpenMedium00
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5.5Assemble folders or information packets10/23/202510/28/20250320000
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5.5.1agenda10/23/202510/25/20250800OpenMedium00
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5.5.2evaluation form10/24/202510/26/202501600OpenMedium00
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5.5.3Wi-Fi password10/27/202510/27/20250800OpenMedium00
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5.5.4other handouts10/28/202510/28/20250800OpenMedium00
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5.6Print list of attendees for registration table checklist10/29/202510/29/20250800OpenMedium5.500
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6Day of Conference10/29/202511/8/20250560000
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6.1Double-check technology and Wi-Fi10/29/202510/30/20250800OpenMedium00
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6.2Set up signage10/30/202511/1/20250800OpenMedium00
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6.3Set up registration table, folders, and giveaway table10/31/202511/1/20250800OpenMedium00
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6.4Make sure coffee service and morning catering is set up11/1/202511/2/20250800OpenMedium00
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6.5Check off attendees11/2/202511/3/20250800OpenMedium00
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6.6Introduce Conference, any housekeeping items, and introduce speaker11/3/202511/4/20250800OpenMedium00
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6.7Photograph throughout day for newsletter11/4/202511/5/20250800OpenMedium00
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6.8Encourage return of evaluations11/5/202511/6/20250800OpenMedium00
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6.9Distribute giveaways and any door prizes11/6/202511/8/20250800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)11/7/202511/8/20250800OpenMedium00
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7After Conference11/9/202511/18/20250560000
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7.1Complete final Activity Budget Proposal and Expense Report11/9/202511/10/20250800OpenMedium00
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7.2Pay any outstanding expenses.11/10/202511/11/20250800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee11/11/202511/12/20250800OpenMedium00
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7.4Send copy of evaluation to presenter(s)11/12/202511/13/20250800OpenMedium00
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7.5Send thank you note presenter(s)11/13/202511/15/20250800OpenMedium00
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7.6Include a summary of Conference11/14/202511/15/20250800OpenMedium00
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7.7Follow up on any potential new members11/15/202511/16/20250800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)11/16/202511/17/20250800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.11/17/202511/18/20250800OpenMedium00
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