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Workshop Planning Checklist1/24/2025
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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 Program1/25/20252/7/202511800000
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1.1Open registration1/25/20251/29/202502400OpenMedium00
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1.2Make sure the information on registration form is consistent1/26/20251/30/202502400OpenMedium00
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1.3Initiate arrangements with caterer1/29/20251/31/202502400OpenMedium00
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1.4Design a PDF flyer1/29/20251/31/202502400OpenMedium00
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1.5Verify driving directions to be included in PR1/29/20251/31/202502400OpenMedium00
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1.6Send PR information to PR Coordinator1/31/20252/6/20250400000
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1.6.1release times1/31/20252/4/202502400OpenMedium00
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1.6.2
suggested text, including PDF flyer link
2/1/20252/5/202502400OpenMedium00
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1.6.3
Update social media with workshop details.
2/2/20252/6/202502400OpenMedium00
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1.7Confirm arrangements with presenter(s)2/4/20252/6/20251002400DoneMedium00
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1.8Request presenter photo and bio for PR2/4/20252/7/202503200OpenMedium00
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26 Weeks Before Program2/8/20252/18/20250560000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media2/8/20252/12/202502400OpenMedium00
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2.2Request giveaways, folders, emergency kit2/11/20252/13/202502400OpenMedium00
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2.3Photocopy all registration checks2/12/20252/14/202502400OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.2/13/20252/15/202502400OpenMedium00
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2.5Make sure committee registers2/14/20252/18/202502400OpenMedium00
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34 Weeks Before Program2/19/20252/28/20250640000
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3.1Confirm arrangements with venue2/19/20252/25/20250400000
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3.1.1technology2/19/20252/21/202502400OpenMedium00
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3.1.2parking hours2/20/20252/22/202502400OpenMedium00
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3.1.3etc.2/21/20252/25/202502400OpenMedium00
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3.2Continue promotion, monitor registration.2/22/20252/26/202502400OpenMedium00
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3.3Develop evaluations2/25/20252/28/202503200OpenMedium00
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42 Weeks Before Program3/4/20253/12/20250560000
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4.1Continue promotion, monitor registration3/4/20253/6/202502400OpenMedium00
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4.2Confirm committee assignments3/5/20253/7/202502400OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.3/6/20253/8/202502400OpenMedium00
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4.4Purchase thank you gifts3/7/20253/11/202502400OpenMedium00
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4.5Make sure attendees have good directions3/8/20253/12/202502400OpenMedium00
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51 Week Before Program3/13/20253/19/20250400000
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5.1Give final count to caterer3/13/20253/14/202501600OpenMedium00
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5.2Finalize details with presenter(s)3/14/20253/15/202501600OpenMedium00
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5.3Purchase water, breakfast, and snack items3/15/20253/18/202501600OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees3/18/20253/19/202501600OpenMedium00
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5.5Assemble folders or information packets3/18/20253/19/20250160000
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5.5.1agenda3/18/20253/19/202501600OpenMedium00
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5.5.2evaluation form3/18/20253/19/202501600OpenMedium00
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5.5.3Wi-Fi password3/18/20253/19/202501600OpenMedium00
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5.5.4other handouts3/18/20253/19/202501600OpenMedium00
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5.6Print list of attendees for registration table checklist3/18/20253/19/202501600OpenMedium00
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6Day of Program3/20/20253/20/2025080000
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6.1Double-check technology and Wi-Fi3/20/20253/20/20250800OpenMedium00
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6.2Set up signage3/20/20253/20/20250800OpenMedium00
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6.3Set up registration table, folders, and giveaway table3/20/20253/20/20250800OpenMedium00
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6.4Make sure coffee service and morning catering is set up3/20/20253/20/20250800OpenMedium00
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6.5Check off attendees3/20/20253/20/20250800OpenMedium00
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6.6Introduce program, any housekeeping items, and introduce speaker3/20/20253/20/20250800OpenMedium00
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6.7Photograph throughout day for newsletter3/20/20253/20/20250800OpenMedium00
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6.8Encourage return of evaluations3/20/20253/20/20250800OpenMedium00
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6.9Distribute giveaways and any door prizes3/20/20253/20/20250800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)3/20/20253/20/20250800OpenMedium00
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7After Program3/21/20253/22/2025080000
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7.1Complete final Activity Budget Proposal and Expense Report3/21/20253/21/20250800OpenMedium00
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7.2Pay any outstanding expenses.3/21/20253/21/20250800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee3/21/20253/22/20250800OpenMedium00
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7.4Send copy of evaluation to presenter(s)3/21/20253/21/20250800OpenMedium00
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7.5Send thank you note presenter(s)3/21/20253/21/20250800OpenMedium00
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7.6Include a summary of workshop3/21/20253/21/20250800OpenMedium00
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7.7Follow up on any potential new members3/21/20253/21/20250800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)3/21/20253/21/20250800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.3/21/20253/21/20250800OpenMedium00
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