Conference Planning Checklist
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Conference Planning Checklist6/12/2020
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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 Conference6/13/20206/23/20200560000
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1.1Open registration6/13/20206/14/20200800OpenMedium00
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1.2Make sure the information on registration form is consistent6/16/20206/16/20200800OpenMedium00
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1.3Initiate arrangements with caterer6/16/20206/16/20200800OpenMedium00
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1.4Design a PDF flyer6/16/20206/16/20200800OpenMedium00
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1.5Verify driving directions to be included in PR6/17/20206/17/20200800OpenMedium00
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1.6Send PR information to PR Coordinator6/18/20206/20/20200240000
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1.6.1release times6/18/20206/18/20200800OpenMedium00
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1.6.2
suggested text, including PDF flyer link
6/19/20206/19/20200800OpenMedium00
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1.6.3
Update social media with Conference details.
6/20/20206/20/20200800OpenMedium00
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1.7Confirm arrangements with presenter(s)6/23/20206/23/20200800OpenMedium00
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1.8Request presenter photo and bio for PR6/23/20206/23/20200800OpenMedium00
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26 Weeks Before Conference6/25/20207/1/202020400000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media6/25/20206/26/20200800OpenMedium00
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2.2Request giveaways, folders, emergency kit6/26/20206/26/20200800OpenMedium00
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2.3Photocopy all registration checks6/27/20206/27/20200800OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.6/30/20206/30/2020100800OpenMedium00
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2.5Make sure committee registers7/1/20207/1/20200800OpenMedium00
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34 Weeks Before Conference7/2/20207/8/20200400000
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3.1Confirm arrangements with venue7/2/20207/4/20200240000
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3.1.1technology7/2/20207/2/20200800OpenMedium00
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3.1.2parking hours7/3/20207/3/20200800OpenMedium00
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3.1.3etc.7/4/20207/4/20200800OpenMedium00
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3.2Continue promotion, monitor registration.7/7/20207/7/20200800OpenMedium00
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3.3Develop evaluations7/8/20207/8/20200800OpenMedium00
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42 Weeks Before Conference7/9/20207/15/20200400000
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4.1Continue promotion, monitor registration7/9/20207/9/20200800OpenMedium00
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4.2Confirm committee assignments7/10/20207/10/20200800OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.7/11/20207/11/20200800OpenMedium00
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4.4Purchase thank you gifts7/14/20207/14/20200800OpenMedium00
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4.5Make sure attendees have good directions7/15/20207/15/20200800OpenMedium00
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51 Week Before Conference7/16/20207/25/20200640000
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5.1Give final count to caterer7/16/20207/16/20200800OpenMedium00
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5.2Finalize details with presenter(s)7/17/20207/17/20200800OpenMedium00
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5.3Purchase water, breakfast, and snack items7/18/20207/18/20200800OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees7/21/20207/21/20200800OpenMedium00
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5.5Assemble folders or information packets7/23/20207/24/20200160000
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5.5.1agenda7/23/20207/23/20200800OpenMedium00
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5.5.2evaluation form7/23/20207/23/20200800OpenMedium00
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5.5.3Wi-Fi password7/23/20207/23/20200800OpenMedium00
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5.5.4other handouts7/24/20207/24/20200800OpenMedium00
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5.6Print list of attendees for registration table checklist7/25/20207/25/20200800OpenMedium00
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6Day of Conference7/28/20208/5/202010560000
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6.1Double-check technology and Wi-Fi7/28/20207/28/20200800OpenMedium00
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6.2Set up signage7/29/20207/29/20200800OpenMedium00
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6.3Set up registration table, folders, and giveaway table7/29/20207/29/20200800OpenMedium00
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6.4Make sure coffee service and morning catering is set up7/29/20207/29/20200800OpenMedium00
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6.5Check off attendees7/30/20207/30/20200800OpenMedium00
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6.6Introduce Conference, any housekeeping items, and introduce speaker7/31/20207/31/20200800OpenMedium00
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6.7Photograph throughout day for newsletter8/1/20208/1/20200800OpenMedium00
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6.8Encourage return of evaluations8/4/20208/4/20200800OpenMedium00
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6.9Distribute giveaways and any door prizes8/5/20208/5/20200800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)8/5/20208/5/2020100800OpenMedium00
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7After Conference8/6/20208/14/20200560000
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7.1Complete final Activity Budget Proposal and Expense Report8/6/20208/6/20200800OpenMedium00
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7.2Pay any outstanding expenses.8/7/20208/7/20200800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee8/8/20208/8/20200800OpenMedium00
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7.4Send copy of evaluation to presenter(s)8/11/20208/11/20200800OpenMedium00
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7.5Send thank you note presenter(s)8/12/20208/12/20200800OpenMedium00
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7.6Include a summary of Conference8/12/20208/12/20200800OpenMedium00
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7.7Follow up on any potential new members8/12/20208/12/20200800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)8/13/20208/13/20200800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.8/14/20208/14/20200800OpenMedium00
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