Conference Planning
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Conference Planning5/5/2020
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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 Before Conference5/6/20205/18/20200720000
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1.1Open registration5/6/20205/7/20200800OpenMedium00
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1.2Make sure the information on registration form is consistent5/7/20205/9/20200800OpenMedium00
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1.3Initiate arrangements with caterer5/8/20205/10/202001600OpenMedium00
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1.4Design a PDF flyer5/11/20205/11/20200800OpenMedium00
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1.5Verify driving directions to be included in PR5/12/20205/12/20200800OpenMedium00
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1.6Send PR information to PR Coordinator5/12/20205/18/20200400000
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1.6.1release times5/12/20205/16/202002400OpenMedium00
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1.6.2
suggested text, including PDF flyer link
5/13/20205/14/20200800OpenMedium00
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1.6.3
Update social media with Conference details.
5/14/20205/18/202002400OpenMedium00
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1.7Confirm arrangements with presenter(s)5/15/20205/16/20200800OpenMedium00
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1.8Request presenter photo and bio for PR5/16/20205/17/20200800OpenMedium00
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26 Weeks Before Conference5/17/20205/25/20200560000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media5/17/20205/18/202001600OpenMedium00
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2.2Request giveaways, folders, emergency kit5/18/20205/19/202001600OpenMedium00
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2.3Photocopy all registration checks5/19/20205/23/202002400OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.5/23/20205/23/20200800OpenMedium00
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2.5Make sure committee registers5/24/20205/25/202001600OpenMedium00
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34 Weeks Before Conference5/25/20206/1/20200480000
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3.1Confirm arrangements with venue5/25/20205/28/20200240000
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3.1.1technology5/25/20205/26/20200800OpenMedium00
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3.1.2parking hours5/26/20205/27/20200800OpenMedium00
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3.1.3etc.5/27/20205/28/20200800OpenMedium00
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3.2Continue promotion, monitor registration.5/28/20205/31/202001600OpenMedium00
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3.3Develop evaluations5/29/20206/1/202002400OpenMedium00
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42 Weeks Before Conference5/31/20206/6/20200400000
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4.1Continue promotion, monitor registration5/31/20206/1/20200800OpenMedium00
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4.2Confirm committee assignments6/1/20206/2/20200800OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.6/2/20206/3/20200800OpenMedium00
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4.4Purchase thank you gifts6/3/20206/4/20200800OpenMedium00
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4.5Make sure attendees have good directions6/4/20206/6/20200800OpenMedium00
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51 Week Before Conference6/6/20206/17/20200800000
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5.1Give final count to caterer6/6/20206/7/20200800OpenMedium00
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5.2Finalize details with presenter(s)6/7/20206/8/20200800OpenMedium00
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5.3Purchase water, breakfast, and snack items6/8/20206/9/20200800OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees6/9/20206/10/20200800OpenMedium00
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5.5Assemble folders or information packets6/11/20206/16/20200320000
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5.5.1agenda6/11/20206/13/20200800OpenMedium00
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5.5.2evaluation form6/12/20206/14/202001600OpenMedium00
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5.5.3Wi-Fi password6/15/20206/15/20200800OpenMedium00
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5.5.4other handouts6/16/20206/16/20200800OpenMedium00
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5.6Print list of attendees for registration table checklist6/17/20206/17/20200800OpenMedium00
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6Day of Conference6/17/20206/27/20200560000
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6.1Double-check technology and Wi-Fi6/17/20206/18/20200800OpenMedium00
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6.2Set up signage6/18/20206/20/20200800OpenMedium00
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6.3Set up registration table, folders, and giveaway table6/19/20206/20/20200800OpenMedium00
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6.4Make sure coffee service and morning catering is set up6/20/20206/21/20200800OpenMedium00
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6.5Check off attendees6/21/20206/22/20200800OpenMedium00
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6.6Introduce Conference, any housekeeping items, and introduce speaker6/22/20206/23/20200800OpenMedium00
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6.7Photograph throughout day for newsletter6/23/20206/24/20200800OpenMedium00
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6.8Encourage return of evaluations6/24/20206/25/20200800OpenMedium00
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6.9Distribute giveaways and any door prizes6/25/20206/27/20200800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)6/26/20206/27/20200800OpenMedium00
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7After Conference6/28/20207/7/20200560000
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7.1Complete final Activity Budget Proposal and Expense Report6/28/20206/29/20200800OpenMedium00
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7.2Pay any outstanding expenses.6/29/20206/30/20200800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee6/30/20207/1/20200800OpenMedium00
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7.4Send copy of evaluation to presenter(s)7/1/20207/2/20200800OpenMedium00
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7.5Send thank you note presenter(s)7/2/20207/4/20200800OpenMedium00
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7.6Include a summary of Conference7/3/20207/4/20200800OpenMedium00
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7.7Follow up on any potential new members7/4/20207/5/20200800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)7/5/20207/6/20200800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.7/6/20207/7/20200800OpenMedium00
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