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Workshop Planning Checklist9/16/2025
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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
Cost
Actual cost
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18 Weeks Before Program9/17/20259/30/202511800000
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1.1Open registration9/17/20259/21/202502400OpenMedium00
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1.2Make sure the information on registration form is consistent9/18/20259/22/202502400OpenMedium00
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1.3Initiate arrangements with caterer9/21/20259/23/202502400OpenMedium00
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1.4Design a PDF flyer9/21/20259/23/202502400OpenMedium00
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1.5Verify driving directions to be included in PR9/21/20259/23/202502400OpenMedium00
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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
9/24/20259/28/202502400OpenMedium00
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1.6.3
Update social media with workshop details.
9/25/20259/29/202502400OpenMedium00
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1.7Confirm arrangements with presenter(s)9/27/20259/29/20251002400DoneMedium00
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1.8Request presenter photo and bio for PR9/27/20259/30/202503200OpenMedium00
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26 Weeks Before Program10/1/202510/11/20250560000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media10/1/202510/5/202502400OpenMedium00
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2.2Request giveaways, folders, emergency kit10/4/202510/6/202502400OpenMedium00
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2.3Photocopy all registration checks10/5/202510/7/202502400OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.10/6/202510/8/202502400OpenMedium00
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2.5Make sure committee registers10/7/202510/11/202502400OpenMedium00
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34 Weeks Before Program10/12/202510/21/20250640000
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3.1Confirm arrangements with venue10/12/202510/18/20250400000
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3.1.1technology10/12/202510/14/202502400OpenMedium00
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3.1.2parking hours10/13/202510/15/202502400OpenMedium00
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3.1.3etc.10/14/202510/18/202502400OpenMedium00
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3.2Continue promotion, monitor registration.10/15/202510/19/202502400OpenMedium00
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3.3Develop evaluations10/18/202510/21/202503200OpenMedium00
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42 Weeks Before Program10/25/202511/2/20250560000
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4.1Continue promotion, monitor registration10/25/202510/27/202502400OpenMedium00
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4.2Confirm committee assignments10/26/202510/28/202502400OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.10/27/202510/29/202502400OpenMedium00
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4.4Purchase thank you gifts10/28/202511/1/202502400OpenMedium00
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4.5Make sure attendees have good directions10/29/202511/2/202502400OpenMedium00
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51 Week Before Program11/3/202511/9/20250400000
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5.1Give final count to caterer11/3/202511/4/202501600OpenMedium00
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5.2Finalize details with presenter(s)11/4/202511/5/202501600OpenMedium00
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5.3Purchase water, breakfast, and snack items11/5/202511/8/202501600OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees11/8/202511/9/202501600OpenMedium00
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5.5Assemble folders or information packets11/8/202511/9/20250160000
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5.5.1agenda11/8/202511/9/202501600OpenMedium00
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5.5.2evaluation form11/8/202511/9/202501600OpenMedium00
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5.5.3Wi-Fi password11/8/202511/9/202501600OpenMedium00
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5.5.4other handouts11/8/202511/9/202501600OpenMedium00
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5.6Print list of attendees for registration table checklist11/8/202511/9/202501600OpenMedium00
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6Day of Program11/10/202511/10/2025080000
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6.1Double-check technology and Wi-Fi11/10/202511/10/20250800OpenMedium00
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6.2Set up signage11/10/202511/10/20250800OpenMedium00
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6.3Set up registration table, folders, and giveaway table11/10/202511/10/20250800OpenMedium00
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6.4Make sure coffee service and morning catering is set up11/10/202511/10/20250800OpenMedium00
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6.5Check off attendees11/10/202511/10/20250800OpenMedium00
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6.6Introduce program, any housekeeping items, and introduce speaker11/10/202511/10/20250800OpenMedium00
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6.7Photograph throughout day for newsletter11/10/202511/10/20250800OpenMedium00
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6.8Encourage return of evaluations11/10/202511/10/20250800OpenMedium00
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6.9Distribute giveaways and any door prizes11/10/202511/10/20250800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)11/10/202511/10/20250800OpenMedium00
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7After Program11/11/202511/12/2025080000
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7.1Complete final Activity Budget Proposal and Expense Report11/11/202511/11/20250800OpenMedium00
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7.2Pay any outstanding expenses.11/11/202511/11/20250800OpenMedium00
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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)11/11/202511/11/20250800OpenMedium00
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7.5Send thank you note presenter(s)11/11/202511/11/20250800OpenMedium00
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7.6Include a summary of workshop11/11/202511/11/20250800OpenMedium00
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7.7Follow up on any potential new members11/11/202511/11/20250800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)11/11/202511/11/20250800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.11/11/202511/11/20250800OpenMedium00
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