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Create professional Gantt charts in GanttPRO in a few clicks
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Event Strategic Plan12/4/2025
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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:12/5/202512/17/20250640000
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1.1Investigate possible dates for the program.12/5/202512/7/2025080000
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1.1.1Check Calendar for all events12/5/202512/7/20250800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.12/6/202512/8/202501600OpenMedium00
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1.3Review your budget12/7/202512/8/20250800OpenMedium00
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1.4Request a sample contract12/8/202512/9/20250800OpenMedium1.300
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1.5Allocate resources12/9/202512/10/20250800OpenMedium1.400
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1.6Meet with your advisor12/10/202512/11/20250800OpenMedium1.500
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1.7Develop a marketing plan12/12/202512/16/20250160000
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1.7.1Collaborative opportunities12/12/202512/14/20250800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
12/13/202512/14/20250800OpenMedium1.7.100
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1.7.3
Design and order printed publicity pieces
12/14/202512/15/20250800OpenMedium1.7.200
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1.7.4Reserve information tables12/15/202512/16/20250800OpenMedium00
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1.8Obtain sample catering menus12/16/202512/17/20250800OpenMedium00
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26-8 weeks prior to the event:12/17/20251/1/20267960000
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2.1Obtain all signed contracts12/17/202512/17/20250800OpenMedium00
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2.2Contracts, vendor invoices, etc.12/18/202512/18/20250800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)12/18/202512/18/20250800OpenMedium00
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2.4Order A/V equipment12/18/202512/18/20250800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations12/21/202512/21/20250800OpenMedium00
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2.6Regarding special needs12/23/202512/30/20250480000
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2.6.1Electrician12/23/202512/23/20250800OpenMedium00
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2.6.2Security12/24/202512/24/20250800OpenMedium00
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2.6.3Additional staffing required12/25/202512/25/20250800OpenMedium00
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2.6.4Rented equipment12/25/202512/25/20250800OpenMedium2.6.300
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2.6.5Grills12/25/202512/25/20250800OpenMedium2.6.400
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2.6.6Balloons/helium12/28/202512/28/20250800OpenMedium00
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2.6.7Amplified sound12/29/202512/29/20250800OpenMedium00
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2.6.8Special staging12/30/202512/30/20250800OpenMedium00
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2.7Order any additional equipment/materials12/31/202512/31/20250800OpenMedium00
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2.8Submit event information1/1/20261/1/20260800OpenMedium00
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2.9Place order with the caterer1/1/20261/1/2026100800OpenMedium00
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35-6 weeks prior to the event:1/4/20261/6/2026024002.900
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3.1Submit printed publicity for posting1/4/20261/4/20260800OpenMedium00
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3.2Submit reservation for table tents, if applicable1/5/20261/5/20260800OpenMedium00
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3.3Confirm reservation of information tables1/6/20261/6/20260800OpenMedium00
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44 weeks prior to the event1/7/20261/11/2026024003.300
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4.1Review the budget1/7/20261/7/20260800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event1/8/20261/8/20260800OpenMedium00
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4.3Request any necessary checks1/11/20261/11/20260800OpenMedium00
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52 weeks prior to the event1/12/20261/18/2026204000400
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5.1Discuss any needed changes in room configuration1/12/20261/12/20260800OpenMedium00
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5.2Finalize necessary security/staffing arrangements1/13/20261/13/20260800OpenMedium00
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5.3Review all necessary confirmations1/14/20261/14/20260800OpenMedium00
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5.4Meet with advisor for an update on your progress1/15/20261/15/2026100800OpenMedium00
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5.5Review any special rules1/18/20261/18/20260800OpenMedium00
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61 week prior to the event1/19/20261/25/202604000500
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6.1Contact the contractors to confirm all event details1/19/20261/19/20260800OpenMedium00
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6.2Determine who is meeting the entertainment/guest1/20/20261/20/20260800OpenMedium00
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6.3When, and where Provide maps/directions as needed1/21/20261/21/20260800OpenMedium00
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6.4Review all responsibilities1/22/20261/22/20260800OpenMedium00
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6.5Make final arrangements1/25/20261/25/20260800OpenMedium00
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6.6Make any final catering arrangements1/25/20261/25/20260800OpenMedium00
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7Day before the event1/26/20261/28/202602400600
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7.1Pick up vendor(s) check(s)1/26/20261/26/20260800OpenMedium00
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7.2Make any final purchases1/27/20261/27/20260800OpenMedium00
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7.3Determine who will introduce the entertainment/guest1/28/20261/28/20260800OpenMedium00
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8Day of the event1/30/20262/4/20260320000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer1/30/20262/1/20260800OpenMedium00
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8.2Decorate/prepare room as appropriate2/2/20262/2/20260800OpenMedium00
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8.3Don’t forget the check(s)2/3/20262/3/20260800OpenMedium00
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8.4Enjoy the event!2/4/20262/4/20260800OpenMedium00
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9After the event2/5/20262/8/202601600800
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9.1Clean up the area2/5/20262/5/20260800OpenMedium00
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9.2Facility shutdown2/8/20262/8/20260800OpenMedium00
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101-2 days after the event2/9/20262/15/20260400000
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10.1Complete an event profile2/9/20262/9/20260800OpenMedium00
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10.2File notes with the event profile2/10/20262/10/20260800OpenMedium10.100
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10.3Submit any final receipts for payment2/10/20262/10/20260800OpenMedium00
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10.4Send thank-you notes to anyone who helped2/11/20262/11/20260800OpenMedium00
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10.5Ensure there were no problems2/12/20262/12/20260800OpenMedium00
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10.6Make sure all contractors/vendors have received payment2/15/20262/15/20260800OpenMedium00
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