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Conference Planning Checklist8/10/2026
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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
Cost
Actual cost
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18 Weeks Before Conference8/11/20268/21/20260560000
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1.1Open registration8/11/20268/12/20260800OpenMedium00
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1.2Make sure the information on registration form is consistent8/14/20268/14/20260800OpenMedium00
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1.3Initiate arrangements with caterer8/14/20268/14/20260800OpenMedium00
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1.4Design a PDF flyer8/14/20268/14/20260800OpenMedium00
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1.5Verify driving directions to be included in PR8/15/20268/15/20260800OpenMedium00
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1.6Send PR information to PR Coordinator8/16/20268/18/20260240000
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1.6.1release times8/16/20268/16/20260800OpenMedium00
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1.6.2
suggested text, including PDF flyer link
8/17/20268/17/20260800OpenMedium00
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1.6.3
Update social media with Conference details.
8/18/20268/18/20260800OpenMedium00
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1.7Confirm arrangements with presenter(s)8/21/20268/21/20260800OpenMedium00
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1.8Request presenter photo and bio for PR8/21/20268/21/20260800OpenMedium00
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26 Weeks Before Conference8/23/20268/29/202620400000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media8/23/20268/24/20260800OpenMedium00
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2.2Request giveaways, folders, emergency kit8/24/20268/24/20260800OpenMedium00
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2.3Photocopy all registration checks8/25/20268/25/20260800OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.8/28/20268/28/2026100800OpenMedium00
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2.5Make sure committee registers8/29/20268/29/20260800OpenMedium00
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34 Weeks Before Conference8/30/20269/5/20260400000
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3.1Confirm arrangements with venue8/30/20269/1/20260240000
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3.1.1technology8/30/20268/30/20260800OpenMedium00
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3.1.2parking hours8/31/20268/31/20260800OpenMedium00
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3.1.3etc.9/1/20269/1/20260800OpenMedium00
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3.2Continue promotion, monitor registration.9/4/20269/4/20260800OpenMedium00
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3.3Develop evaluations9/5/20269/5/20260800OpenMedium00
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42 Weeks Before Conference9/6/20269/12/20260400000
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4.1Continue promotion, monitor registration9/6/20269/6/20260800OpenMedium00
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4.2Confirm committee assignments9/7/20269/7/20260800OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.9/8/20269/8/20260800OpenMedium00
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4.4Purchase thank you gifts9/11/20269/11/20260800OpenMedium00
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4.5Make sure attendees have good directions9/12/20269/12/20260800OpenMedium00
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51 Week Before Conference9/13/20269/22/20260640000
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5.1Give final count to caterer9/13/20269/13/20260800OpenMedium00
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5.2Finalize details with presenter(s)9/14/20269/14/20260800OpenMedium00
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5.3Purchase water, breakfast, and snack items9/15/20269/15/20260800OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees9/18/20269/18/20260800OpenMedium00
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5.5Assemble folders or information packets9/20/20269/21/20260160000
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5.5.1agenda9/20/20269/20/20260800OpenMedium00
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5.5.2evaluation form9/20/20269/20/20260800OpenMedium00
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5.5.3Wi-Fi password9/20/20269/20/20260800OpenMedium00
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5.5.4other handouts9/21/20269/21/20260800OpenMedium00
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5.6Print list of attendees for registration table checklist9/22/20269/22/20260800OpenMedium00
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6Day of Conference9/25/202610/3/202610560000
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6.1Double-check technology and Wi-Fi9/25/20269/25/20260800OpenMedium00
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6.2Set up signage9/26/20269/26/20260800OpenMedium00
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6.3Set up registration table, folders, and giveaway table9/26/20269/26/20260800OpenMedium00
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6.4Make sure coffee service and morning catering is set up9/26/20269/26/20260800OpenMedium00
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6.5Check off attendees9/27/20269/27/20260800OpenMedium00
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6.6Introduce Conference, any housekeeping items, and introduce speaker9/28/20269/28/20260800OpenMedium00
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6.7Photograph throughout day for newsletter9/29/20269/29/20260800OpenMedium00
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6.8Encourage return of evaluations10/2/202610/2/20260800OpenMedium00
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6.9Distribute giveaways and any door prizes10/3/202610/3/20260800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)10/3/202610/3/2026100800OpenMedium00
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7After Conference10/4/202610/12/20260560000
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7.1Complete final Activity Budget Proposal and Expense Report10/4/202610/4/20260800OpenMedium00
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7.2Pay any outstanding expenses.10/5/202610/5/20260800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee10/6/202610/6/20260800OpenMedium00
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7.4Send copy of evaluation to presenter(s)10/9/202610/9/20260800OpenMedium00
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7.5Send thank you note presenter(s)10/10/202610/10/20260800OpenMedium00
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7.6Include a summary of Conference10/10/202610/10/20260800OpenMedium00
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7.7Follow up on any potential new members10/10/202610/10/20260800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)10/11/202610/11/20260800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.10/12/202610/12/20260800OpenMedium00
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