Event Planning Worksheet
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Event Planning Worksheet6/12/2020
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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:6/15/20206/29/20200880000
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1.1Investigate possible dates for the program.6/15/20206/15/2020080000
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1.1.1
Check Calendar for all events
6/15/20206/15/20200800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.6/16/20206/16/20200800OpenMedium00
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1.3Review your budget6/17/20206/17/20200800OpenMedium00
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1.4Request a sample contract6/18/20206/18/20200800OpenMedium00
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1.5Allocate resources6/19/20206/19/20200800OpenMedium00
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1.6Meet with your advisor6/22/20206/22/20200800OpenMedium00
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1.7Develop a marketing plan6/23/20206/26/20200320000
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1.7.1Collaborative opportunities6/23/20206/23/20200800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
6/24/20206/24/20200800OpenMedium00
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1.7.3
Design and order printed publicity pieces
6/25/20206/25/20200800OpenMedium00
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1.7.4Reserve information tables6/26/20206/26/20200800OpenMedium00
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1.8Obtain sample catering menus6/29/20206/29/20200800OpenMedium00
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26-8 weeks prior to the event:6/29/20207/13/20200880000
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2.1Obtain all signed contracts6/29/20206/29/20200800OpenMedium00
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2.2Contracts, vendor invoices, etc.6/30/20206/30/20200800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)7/1/20207/1/20200800OpenMedium00
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2.4Order A/V equipment7/2/20207/2/20200800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations7/3/20207/3/20200800OpenMedium00
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2.6Regarding special needs7/3/20207/10/20200480000
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2.6.1electrician7/3/20207/3/20200800OpenMedium00
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2.6.2security7/6/20207/6/20200800OpenMedium00
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2.6.3additional staffing required7/7/20207/7/20200800OpenMedium00
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2.6.4rented equipment7/8/20207/8/20200800OpenMedium00
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2.6.5grills7/9/20207/9/20200800OpenMedium00
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2.6.6balloons/helium7/10/20207/10/20200800OpenMedium00
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2.6.7amplified sound7/10/20207/10/20200800OpenMedium00
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2.6.8special staging7/10/20207/10/20200800OpenMedium00
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2.7Order any additional equipment/materials7/13/20207/13/20200800OpenMedium00
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2.8Submit event information7/13/20207/13/20200800OpenMedium00
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2.9Place order with the caterer7/13/20207/13/20200800OpenMedium00
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35-6 weeks prior to the event:7/14/20207/16/20200240000
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3.1Submit printed publicity for posting7/14/20207/14/20200800OpenMedium00
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3.2Submit reservation for table tents, if applicable7/15/20207/15/20200800OpenMedium00
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3.3Confirm reservation of information tables7/16/20207/16/20200800OpenMedium00
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44 weeks prior to the event7/20/20207/22/20200240000
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4.1Review the budget7/20/20207/20/20200800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event7/21/20207/21/20200800OpenMedium00
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4.3Request any necessary checks7/22/20207/22/20200800OpenMedium00
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52 weeks prior to the event7/22/20207/27/20200320000
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5.1Discuss any needed changes in room configuration7/22/20207/22/20200800OpenMedium00
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5.2Finalize necessary security/staffing arrangements7/23/20207/23/20200800OpenMedium00
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5.3Review all necessary confirmations7/24/20207/24/20200800OpenMedium00
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5.4Meet with advisor for an update on your progress7/27/20207/27/20200800OpenMedium00
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5.5Review any special rules7/27/20207/27/20200800OpenMedium00
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61 week prior to the event7/28/20208/3/20200400000
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6.1Contact the contractors to confirm all event details7/28/20207/28/20200800OpenMedium00
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6.2Determine who is meeting the entertainment/guest7/29/20207/29/20200800OpenMedium00
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6.3When, and where Provide maps/directions as needed7/30/20207/30/20200800OpenMedium00
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6.4Review all responsibilities7/31/20207/31/20200800OpenMedium00
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6.5Make final arrangements8/3/20208/3/20200800OpenMedium00
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6.6Make any final catering arrangements8/3/20208/3/20200800OpenMedium00
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7Day before the event8/4/20208/6/20200240000
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7.1Pick up vendor(s) check(s)8/4/20208/4/20200800OpenMedium00
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7.2Make any final purchases8/5/20208/5/20200800OpenMedium00
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7.3Determine who will introduce the entertainment/guest8/6/20208/6/20200800OpenMedium00
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8Day of the event8/10/20208/14/20200400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer8/10/20208/10/20200800OpenMedium00
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8.2Decorate/prepare room as appropriate8/11/20208/11/20200800OpenMedium00
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8.3Don’t forget the check(s)8/12/20208/13/202001600OpenMedium00
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8.4Enjoy the event!8/14/20208/14/20200800OpenMedium00
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9After the event8/17/20208/19/20200240000
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9.1Clean up the area8/17/20208/18/202001600OpenMedium00
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9.2Facility shutdown8/19/20208/19/20200800OpenMedium00
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101-2 days after the event8/20/20208/26/20200400000
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10.1Complete an event profile8/20/20208/20/20200800OpenMedium00
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10.2File notes with the event profile8/20/20208/20/20200800OpenMedium00
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10.3Submit any final receipts for payment8/21/20208/21/20200800OpenMedium00
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10.4Send thank-you notes to anyone who helped8/24/20208/24/20200800OpenMedium00
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10.5Ensure there were no problems8/25/20208/25/20200800OpenMedium00
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10.6Make sure all contractors/vendors have received payment8/26/20208/26/20200800OpenMedium00
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