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Event Planning Worksheet10/14/2026
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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 or more prior to the event:10/17/202610/31/20260880000
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1.1Investigate possible dates for the program.10/17/202610/17/2026080000
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1.1.1Check Calendar for all events10/17/202610/17/20260800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.10/18/202610/18/20260800OpenMedium00
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1.3Review your budget10/19/202610/19/20260800OpenMedium00
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1.4Request a sample contract10/20/202610/20/20260800OpenMedium00
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1.5Allocate resources10/21/202610/21/20260800OpenMedium00
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1.6Meet with your advisor10/24/202610/24/20260800OpenMedium00
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1.7Develop a marketing plan10/25/202610/28/202603200100
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1.7.1Collaborative opportunities10/25/202610/25/20260800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
10/26/202610/26/20260800OpenMedium00
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1.7.3
Design and order printed publicity pieces
10/27/202610/27/20260800OpenMedium00
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1.7.4Reserve information tables10/28/202610/28/20260800OpenMedium00
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1.8Obtain sample catering menus10/31/202610/31/20260800OpenMedium00
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26-8 weeks prior to the event:10/31/202611/14/2026088001.700
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2.1Obtain all signed contracts10/31/202610/31/20260800OpenMedium00
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2.2Contracts, vendor invoices, etc.11/1/202611/1/20260800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)11/2/202611/2/20260800OpenMedium00
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2.4Order A/V equipment11/3/202611/3/20260800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations11/4/202611/4/20260800OpenMedium00
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2.6Regarding special needs11/4/202611/11/20260480000
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2.6.1electrician11/4/202611/4/20260800OpenMedium00
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2.6.2security11/7/202611/7/20260800OpenMedium00
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2.6.3additional staffing required11/8/202611/8/20260800OpenMedium00
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2.6.4rented equipment11/9/202611/9/20260800OpenMedium00
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2.6.5grills11/10/202611/10/20260800OpenMedium2.6.400
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2.6.6balloons/helium11/11/202611/11/20260800OpenMedium00
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2.6.7amplified sound11/11/202611/11/20260800OpenMedium00
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2.6.8special staging11/11/202611/11/20260800OpenMedium00
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2.7Order any additional equipment/materials11/14/202611/14/20260800OpenMedium2.6.800
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2.8Submit event information11/14/202611/14/20260800OpenMedium00
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2.9Place order with the caterer11/14/202611/14/20260800OpenMedium00
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35-6 weeks prior to the event:11/15/202611/17/2026024002.900
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3.1Submit printed publicity for posting11/15/202611/15/20260800OpenMedium00
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3.2Submit reservation for table tents, if applicable11/16/202611/16/20260800OpenMedium00
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3.3Confirm reservation of information tables11/17/202611/17/20260800OpenMedium00
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44 weeks prior to the event11/21/202611/23/20260240000
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4.1Review the budget11/21/202611/21/20260800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event11/22/202611/22/20260800OpenMedium00
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4.3Request any necessary checks11/23/202611/23/20260800OpenMedium00
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52 weeks prior to the event11/23/202611/28/20260320000
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5.1Discuss any needed changes in room configuration11/23/202611/23/20260800OpenMedium00
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5.2Finalize necessary security/staffing arrangements11/24/202611/24/20260800OpenMedium00
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5.3Review all necessary confirmations11/25/202611/25/20260800OpenMedium00
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5.4Meet with advisor for an update on your progress11/28/202611/28/20260800OpenMedium00
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5.5Review any special rules11/28/202611/28/20260800OpenMedium00
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61 week prior to the event11/29/202612/5/20260400000
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6.1Contact the contractors to confirm all event details11/29/202611/29/20260800OpenMedium00
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6.2Determine who is meeting the entertainment/guest11/30/202611/30/20260800OpenMedium00
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6.3When, and where Provide maps/directions as needed12/1/202612/1/20260800OpenMedium00
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6.4Review all responsibilities12/2/202612/2/20260800OpenMedium00
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6.5Make final arrangements12/5/202612/5/20260800OpenMedium00
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6.6Make any final catering arrangements12/5/202612/5/20260800OpenMedium00
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7Day before the event12/6/202612/8/20260240000
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7.1Pick up vendor(s) check(s)12/6/202612/6/20260800OpenMedium00
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7.2Make any final purchases12/7/202612/7/20260800OpenMedium00
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7.3Determine who will introduce the entertainment/guest12/8/202612/8/20260800OpenMedium00
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8Day of the event12/12/202612/16/20260400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer12/12/202612/12/20260800OpenMedium00
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8.2Decorate/prepare room as appropriate12/13/202612/13/20260800OpenMedium00
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8.3Don’t forget the check(s)12/14/202612/15/202601600OpenMedium00
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8.4Enjoy the event!12/16/202612/16/20260800OpenMedium00
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9After the event12/19/202612/21/2026024008.400
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9.1Clean up the area12/19/202612/20/202601600OpenMedium00
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9.2Facility shutdown12/21/202612/21/20260800OpenMedium00
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101-2 days after the event12/22/202612/28/2026040009.200
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10.1Complete an event profile12/22/202612/22/20260800OpenMedium00
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10.2File notes with the event profile12/22/202612/22/20260800OpenMedium00
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10.3Submit any final receipts for payment12/23/202612/23/20260800OpenMedium00
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10.4Send thank-you notes to anyone who helped12/26/202612/26/20260800OpenMedium00
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10.5Ensure there were no problems12/27/202612/27/20260800OpenMedium00
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10.6Make sure all contractors/vendors have received payment12/28/202612/28/20260800OpenMedium00
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