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Event Planning Worksheet11/9/2020
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Color
WBS Number
Task name / Title
Assigned 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 or more prior to the event:11/12/202011/26/20200880000
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1.1Investigate possible dates for the program.11/12/202011/12/2020080000
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1.1.1
Check Calendar for all events
11/12/202011/12/20200800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.11/13/202011/13/20200800OpenMedium00
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1.3Review your budget11/14/202011/14/20200800OpenMedium00
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1.4Request a sample contract11/15/202011/15/20200800OpenMedium00
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1.5Allocate resources11/16/202011/16/20200800OpenMedium00
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1.6Meet with your advisor11/19/202011/19/20200800OpenMedium00
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1.7Develop a marketing plan11/20/202011/23/20200320000
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1.7.1Collaborative opportunities11/20/202011/20/20200800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
11/21/202011/21/20200800OpenMedium00
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1.7.3
Design and order printed publicity pieces
11/22/202011/22/20200800OpenMedium00
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1.7.4Reserve information tables11/23/202011/23/20200800OpenMedium00
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1.8Obtain sample catering menus11/26/202011/26/20200800OpenMedium00
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26-8 weeks prior to the event:11/26/202012/10/20200880000
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2.1Obtain all signed contracts11/26/202011/26/20200800OpenMedium00
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2.2Contracts, vendor invoices, etc.11/27/202011/27/20200800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)11/28/202011/28/20200800OpenMedium00
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2.4Order A/V equipment11/29/202011/29/20200800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations11/30/202011/30/20200800OpenMedium00
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2.6Regarding special needs11/30/202012/7/20200480000
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2.6.1electrician11/30/202011/30/20200800OpenMedium00
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2.6.2security12/3/202012/3/20200800OpenMedium00
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2.6.3additional staffing required12/4/202012/4/20200800OpenMedium00
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2.6.4rented equipment12/5/202012/5/20200800OpenMedium00
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2.6.5grills12/6/202012/6/20200800OpenMedium00
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2.6.6balloons/helium12/7/202012/7/20200800OpenMedium00
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2.6.7amplified sound12/7/202012/7/20200800OpenMedium00
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2.6.8special staging12/7/202012/7/20200800OpenMedium00
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2.7Order any additional equipment/materials12/10/202012/10/20200800OpenMedium00
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2.8Submit event information12/10/202012/10/20200800OpenMedium00
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2.9Place order with the caterer12/10/202012/10/20200800OpenMedium00
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35-6 weeks prior to the event:12/11/202012/13/20200240000
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3.1Submit printed publicity for posting12/11/202012/11/20200800OpenMedium00
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3.2Submit reservation for table tents, if applicable12/12/202012/12/20200800OpenMedium00
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3.3Confirm reservation of information tables12/13/202012/13/20200800OpenMedium00
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44 weeks prior to the event12/17/202012/19/20200240000
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4.1Review the budget12/17/202012/17/20200800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event12/18/202012/18/20200800OpenMedium00
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4.3Request any necessary checks12/19/202012/19/20200800OpenMedium00
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52 weeks prior to the event12/19/202012/24/20200320000
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5.1Discuss any needed changes in room configuration12/19/202012/19/20200800OpenMedium00
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5.2Finalize necessary security/staffing arrangements12/20/202012/20/20200800OpenMedium00
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5.3Review all necessary confirmations12/21/202012/21/20200800OpenMedium00
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5.4Meet with advisor for an update on your progress12/24/202012/24/20200800OpenMedium00
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5.5Review any special rules12/24/202012/24/20200800OpenMedium00
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61 week prior to the event12/25/202012/31/20200400000
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6.1Contact the contractors to confirm all event details12/25/202012/25/20200800OpenMedium00
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6.2Determine who is meeting the entertainment/guest12/26/202012/26/20200800OpenMedium00
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6.3When, and where Provide maps/directions as needed12/27/202012/27/20200800OpenMedium00
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6.4Review all responsibilities12/28/202012/28/20200800OpenMedium00
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6.5Make final arrangements12/31/202012/31/20200800OpenMedium00
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6.6Make any final catering arrangements12/31/202012/31/20200800OpenMedium00
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7Day before the event1/1/20211/3/20210240000
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7.1Pick up vendor(s) check(s)1/1/20211/1/20210800OpenMedium00
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7.2Make any final purchases1/2/20211/2/20210800OpenMedium00
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7.3Determine who will introduce the entertainment/guest1/3/20211/3/20210800OpenMedium00
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8Day of the event1/7/20211/11/20210400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer1/7/20211/7/20210800OpenMedium00
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8.2Decorate/prepare room as appropriate1/8/20211/8/20210800OpenMedium00
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8.3Don’t forget the check(s)1/9/20211/10/202101600OpenMedium00
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8.4Enjoy the event!1/11/20211/11/20210800OpenMedium00
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9After the event1/14/20211/16/20210240000
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9.1Clean up the area1/14/20211/15/202101600OpenMedium00
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9.2Facility shutdown1/16/20211/16/20210800OpenMedium00
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101-2 days after the event1/17/20211/23/20210400000
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10.1Complete an event profile1/17/20211/17/20210800OpenMedium00
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10.2File notes with the event profile1/17/20211/17/20210800OpenMedium00
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10.3Submit any final receipts for payment1/18/20211/18/20210800OpenMedium00
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10.4Send thank-you notes to anyone who helped1/21/20211/21/20210800OpenMedium00
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10.5Ensure there were no problems1/22/20211/22/20210800OpenMedium00
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10.6Make sure all contractors/vendors have received payment1/23/20211/23/20210800OpenMedium00
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