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Event Planning Worksheet12/6/2025
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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
Predecessor
Cost
Actual cost
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18 weeks or more prior to the event:12/9/202512/23/20250880000
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1.1Investigate possible dates for the program.12/9/202512/9/2025080000
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1.1.1Check Calendar for all events12/9/202512/9/20250800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.12/10/202512/10/20250800OpenMedium00
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1.3Review your budget12/11/202512/11/20250800OpenMedium00
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1.4Request a sample contract12/12/202512/12/20250800OpenMedium00
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1.5Allocate resources12/13/202512/13/20250800OpenMedium00
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1.6Meet with your advisor12/16/202512/16/20250800OpenMedium00
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1.7Develop a marketing plan12/17/202512/20/202503200100
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1.7.1Collaborative opportunities12/17/202512/17/20250800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
12/18/202512/18/20250800OpenMedium00
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1.7.3
Design and order printed publicity pieces
12/19/202512/19/20250800OpenMedium00
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1.7.4Reserve information tables12/20/202512/20/20250800OpenMedium00
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1.8Obtain sample catering menus12/23/202512/23/20250800OpenMedium00
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26-8 weeks prior to the event:12/23/20251/6/2026088001.700
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2.1Obtain all signed contracts12/23/202512/23/20250800OpenMedium00
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2.2Contracts, vendor invoices, etc.12/24/202512/24/20250800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)12/25/202512/25/20250800OpenMedium00
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2.4Order A/V equipment12/26/202512/26/20250800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations12/27/202512/27/20250800OpenMedium00
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2.6Regarding special needs12/27/20251/3/20260480000
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2.6.1electrician12/27/202512/27/20250800OpenMedium00
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2.6.2security12/30/202512/30/20250800OpenMedium00
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2.6.3additional staffing required12/31/202512/31/20250800OpenMedium00
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2.6.4rented equipment1/1/20261/1/20260800OpenMedium00
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2.6.5grills1/2/20261/2/20260800OpenMedium2.6.400
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2.6.6balloons/helium1/3/20261/3/20260800OpenMedium00
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2.6.7amplified sound1/3/20261/3/20260800OpenMedium00
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2.6.8special staging1/3/20261/3/20260800OpenMedium00
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2.7Order any additional equipment/materials1/6/20261/6/20260800OpenMedium2.6.800
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2.8Submit event information1/6/20261/6/20260800OpenMedium00
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2.9Place order with the caterer1/6/20261/6/20260800OpenMedium00
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35-6 weeks prior to the event:1/7/20261/9/2026024002.900
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3.1Submit printed publicity for posting1/7/20261/7/20260800OpenMedium00
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3.2Submit reservation for table tents, if applicable1/8/20261/8/20260800OpenMedium00
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3.3Confirm reservation of information tables1/9/20261/9/20260800OpenMedium00
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44 weeks prior to the event1/13/20261/15/20260240000
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4.1Review the budget1/13/20261/13/20260800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event1/14/20261/14/20260800OpenMedium00
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4.3Request any necessary checks1/15/20261/15/20260800OpenMedium00
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52 weeks prior to the event1/15/20261/20/20260320000
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5.1Discuss any needed changes in room configuration1/15/20261/15/20260800OpenMedium00
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5.2Finalize necessary security/staffing arrangements1/16/20261/16/20260800OpenMedium00
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5.3Review all necessary confirmations1/17/20261/17/20260800OpenMedium00
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5.4Meet with advisor for an update on your progress1/20/20261/20/20260800OpenMedium00
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5.5Review any special rules1/20/20261/20/20260800OpenMedium00
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61 week prior to the event1/21/20261/27/20260400000
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6.1Contact the contractors to confirm all event details1/21/20261/21/20260800OpenMedium00
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6.2Determine who is meeting the entertainment/guest1/22/20261/22/20260800OpenMedium00
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6.3When, and where Provide maps/directions as needed1/23/20261/23/20260800OpenMedium00
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6.4Review all responsibilities1/24/20261/24/20260800OpenMedium00
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6.5Make final arrangements1/27/20261/27/20260800OpenMedium00
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6.6Make any final catering arrangements1/27/20261/27/20260800OpenMedium00
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7Day before the event1/28/20261/30/20260240000
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7.1Pick up vendor(s) check(s)1/28/20261/28/20260800OpenMedium00
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7.2Make any final purchases1/29/20261/29/20260800OpenMedium00
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7.3Determine who will introduce the entertainment/guest1/30/20261/30/20260800OpenMedium00
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8Day of the event2/3/20262/7/20260400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer2/3/20262/3/20260800OpenMedium00
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8.2Decorate/prepare room as appropriate2/4/20262/4/20260800OpenMedium00
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8.3Don’t forget the check(s)2/5/20262/6/202601600OpenMedium00
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8.4Enjoy the event!2/7/20262/7/20260800OpenMedium00
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9After the event2/10/20262/12/2026024008.400
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9.1Clean up the area2/10/20262/11/202601600OpenMedium00
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9.2Facility shutdown2/12/20262/12/20260800OpenMedium00
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101-2 days after the event2/13/20262/19/2026040009.200
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10.1Complete an event profile2/13/20262/13/20260800OpenMedium00
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10.2File notes with the event profile2/13/20262/13/20260800OpenMedium00
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10.3Submit any final receipts for payment2/14/20262/14/20260800OpenMedium00
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10.4Send thank-you notes to anyone who helped2/17/20262/17/20260800OpenMedium00
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10.5Ensure there were no problems2/18/20262/18/20260800OpenMedium00
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10.6Make sure all contractors/vendors have received payment2/19/20262/19/20260800OpenMedium00
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