ABCDEFGHIJKLMNOPQRSTUVWXYZ
1
2
Create professional Gantt charts in GanttPRO in a few clicks
3
4
Event Planning Worksheet8/10/2026
5
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
6
18 weeks or more prior to the event:8/13/20268/27/20260880000
7
1.1Investigate possible dates for the program.8/13/20268/13/2026080000
8
1.1.1Check Calendar for all events8/13/20268/13/20260800OpenMedium00
9
1.2Reserve the necessary facilities, including rain location.8/14/20268/14/20260800OpenMedium00
10
1.3Review your budget8/15/20268/15/20260800OpenMedium00
11
1.4Request a sample contract8/16/20268/16/20260800OpenMedium00
12
1.5Allocate resources8/17/20268/17/20260800OpenMedium00
13
1.6Meet with your advisor8/20/20268/20/20260800OpenMedium00
14
1.7Develop a marketing plan8/21/20268/24/202603200100
15
1.7.1Collaborative opportunities8/21/20268/21/20260800OpenMedium00
16
1.7.2
Obtain necessary quotes on printing and other services
8/22/20268/22/20260800OpenMedium00
17
1.7.3
Design and order printed publicity pieces
8/23/20268/23/20260800OpenMedium00
18
1.7.4Reserve information tables8/24/20268/24/20260800OpenMedium00
19
1.8Obtain sample catering menus8/27/20268/27/20260800OpenMedium00
20
26-8 weeks prior to the event:8/27/20269/10/2026088001.700
21
2.1Obtain all signed contracts8/27/20268/27/20260800OpenMedium00
22
2.2Contracts, vendor invoices, etc.8/28/20268/28/20260800OpenMedium00
23
2.3Order printed publicity (posters, table tents, etc.)8/29/20268/29/20260800OpenMedium00
24
2.4Order A/V equipment8/30/20268/30/20260800OpenMedium00
25
2.5Review facility policies regarding programs, noise, food, and special situations8/31/20268/31/20260800OpenMedium00
26
2.6Regarding special needs8/31/20269/7/20260480000
27
2.6.1electrician8/31/20268/31/20260800OpenMedium00
28
2.6.2security9/3/20269/3/20260800OpenMedium00
29
2.6.3additional staffing required9/4/20269/4/20260800OpenMedium00
30
2.6.4rented equipment9/5/20269/5/20260800OpenMedium00
31
2.6.5grills9/6/20269/6/20260800OpenMedium2.6.400
32
2.6.6balloons/helium9/7/20269/7/20260800OpenMedium00
33
2.6.7amplified sound9/7/20269/7/20260800OpenMedium00
34
2.6.8special staging9/7/20269/7/20260800OpenMedium00
35
2.7Order any additional equipment/materials9/10/20269/10/20260800OpenMedium2.6.800
36
2.8Submit event information9/10/20269/10/20260800OpenMedium00
37
2.9Place order with the caterer9/10/20269/10/20260800OpenMedium00
38
35-6 weeks prior to the event:9/11/20269/13/2026024002.900
39
3.1Submit printed publicity for posting9/11/20269/11/20260800OpenMedium00
40
3.2Submit reservation for table tents, if applicable9/12/20269/12/20260800OpenMedium00
41
3.3Confirm reservation of information tables9/13/20269/13/20260800OpenMedium00
42
44 weeks prior to the event9/17/20269/19/20260240000
43
4.1Review the budget9/17/20269/17/20260800OpenMedium00
44
4.2Recruit volunteers for all aspects of upcoming event9/18/20269/18/20260800OpenMedium00
45
4.3Request any necessary checks9/19/20269/19/20260800OpenMedium00
46
52 weeks prior to the event9/19/20269/24/20260320000
47
5.1Discuss any needed changes in room configuration9/19/20269/19/20260800OpenMedium00
48
5.2Finalize necessary security/staffing arrangements9/20/20269/20/20260800OpenMedium00
49
5.3Review all necessary confirmations9/21/20269/21/20260800OpenMedium00
50
5.4Meet with advisor for an update on your progress9/24/20269/24/20260800OpenMedium00
51
5.5Review any special rules9/24/20269/24/20260800OpenMedium00
52
61 week prior to the event9/25/202610/1/20260400000
53
6.1Contact the contractors to confirm all event details9/25/20269/25/20260800OpenMedium00
54
6.2Determine who is meeting the entertainment/guest9/26/20269/26/20260800OpenMedium00
55
6.3When, and where Provide maps/directions as needed9/27/20269/27/20260800OpenMedium00
56
6.4Review all responsibilities9/28/20269/28/20260800OpenMedium00
57
6.5Make final arrangements10/1/202610/1/20260800OpenMedium00
58
6.6Make any final catering arrangements10/1/202610/1/20260800OpenMedium00
59
7Day before the event10/2/202610/4/20260240000
60
7.1Pick up vendor(s) check(s)10/2/202610/2/20260800OpenMedium00
61
7.2Make any final purchases10/3/202610/3/20260800OpenMedium00
62
7.3Determine who will introduce the entertainment/guest10/4/202610/4/20260800OpenMedium00
63
8Day of the event10/8/202610/12/20260400000
64
8.1Responsible party to meets with caterer, vendors, speaker, entertainer10/8/202610/8/20260800OpenMedium00
65
8.2Decorate/prepare room as appropriate10/9/202610/9/20260800OpenMedium00
66
8.3Don’t forget the check(s)10/10/202610/11/202601600OpenMedium00
67
8.4Enjoy the event!10/12/202610/12/20260800OpenMedium00
68
9After the event10/15/202610/17/2026024008.400
69
9.1Clean up the area10/15/202610/16/202601600OpenMedium00
70
9.2Facility shutdown10/17/202610/17/20260800OpenMedium00
71
101-2 days after the event10/18/202610/24/2026040009.200
72
10.1Complete an event profile10/18/202610/18/20260800OpenMedium00
73
10.2File notes with the event profile10/18/202610/18/20260800OpenMedium00
74
10.3Submit any final receipts for payment10/19/202610/19/20260800OpenMedium00
75
10.4Send thank-you notes to anyone who helped10/22/202610/22/20260800OpenMedium00
76
10.5Ensure there were no problems10/23/202610/23/20260800OpenMedium00
77
10.6Make sure all contractors/vendors have received payment10/24/202610/24/20260800OpenMedium00
78
79
This document has been created with the help of https://ganttpro.com online service
80
You are free to use the document for your purposes with no limitations. To edit it, please, create a copy or use https://ganttpro.com
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100