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Create professional Gantt charts in GanttPRO in a few clicks
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Event Strategic Plan7/19/2026
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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
Predecessor
Cost
Actual cost
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18 weeks or more prior to the event:7/20/20268/1/20260640000
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1.1Investigate possible dates for the program.7/20/20267/22/2026080000
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1.1.1Check Calendar for all events7/20/20267/22/20260800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.7/21/20267/23/202601600OpenMedium00
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1.3Review your budget7/22/20267/23/20260800OpenMedium00
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1.4Request a sample contract7/23/20267/24/20260800OpenMedium1.300
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1.5Allocate resources7/24/20267/25/20260800OpenMedium1.400
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1.6Meet with your advisor7/25/20267/26/20260800OpenMedium1.500
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1.7Develop a marketing plan7/27/20267/31/20260160000
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1.7.1Collaborative opportunities7/27/20267/29/20260800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
7/28/20267/29/20260800OpenMedium1.7.100
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1.7.3
Design and order printed publicity pieces
7/29/20267/30/20260800OpenMedium1.7.200
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1.7.4Reserve information tables7/30/20267/31/20260800OpenMedium00
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1.8Obtain sample catering menus7/31/20268/1/20260800OpenMedium00
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26-8 weeks prior to the event:8/1/20268/16/20267960000
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2.1Obtain all signed contracts8/1/20268/1/20260800OpenMedium00
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2.2Contracts, vendor invoices, etc.8/2/20268/2/20260800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)8/2/20268/2/20260800OpenMedium00
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2.4Order A/V equipment8/2/20268/2/20260800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations8/5/20268/5/20260800OpenMedium00
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2.6Regarding special needs8/7/20268/14/20260480000
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2.6.1Electrician8/7/20268/7/20260800OpenMedium00
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2.6.2Security8/8/20268/8/20260800OpenMedium00
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2.6.3Additional staffing required8/9/20268/9/20260800OpenMedium00
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2.6.4Rented equipment8/9/20268/9/20260800OpenMedium2.6.300
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2.6.5Grills8/9/20268/9/20260800OpenMedium2.6.400
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2.6.6Balloons/helium8/12/20268/12/20260800OpenMedium00
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2.6.7Amplified sound8/13/20268/13/20260800OpenMedium00
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2.6.8Special staging8/14/20268/14/20260800OpenMedium00
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2.7Order any additional equipment/materials8/15/20268/15/20260800OpenMedium00
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2.8Submit event information8/16/20268/16/20260800OpenMedium00
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2.9Place order with the caterer8/16/20268/16/2026100800OpenMedium00
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35-6 weeks prior to the event:8/19/20268/21/2026024002.900
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3.1Submit printed publicity for posting8/19/20268/19/20260800OpenMedium00
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3.2Submit reservation for table tents, if applicable8/20/20268/20/20260800OpenMedium00
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3.3Confirm reservation of information tables8/21/20268/21/20260800OpenMedium00
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44 weeks prior to the event8/22/20268/26/2026024003.300
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4.1Review the budget8/22/20268/22/20260800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event8/23/20268/23/20260800OpenMedium00
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4.3Request any necessary checks8/26/20268/26/20260800OpenMedium00
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52 weeks prior to the event8/27/20269/2/2026204000400
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5.1Discuss any needed changes in room configuration8/27/20268/27/20260800OpenMedium00
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5.2Finalize necessary security/staffing arrangements8/28/20268/28/20260800OpenMedium00
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5.3Review all necessary confirmations8/29/20268/29/20260800OpenMedium00
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5.4Meet with advisor for an update on your progress8/30/20268/30/2026100800OpenMedium00
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5.5Review any special rules9/2/20269/2/20260800OpenMedium00
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61 week prior to the event9/3/20269/9/202604000500
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6.1Contact the contractors to confirm all event details9/3/20269/3/20260800OpenMedium00
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6.2Determine who is meeting the entertainment/guest9/4/20269/4/20260800OpenMedium00
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6.3When, and where Provide maps/directions as needed9/5/20269/5/20260800OpenMedium00
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6.4Review all responsibilities9/6/20269/6/20260800OpenMedium00
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6.5Make final arrangements9/9/20269/9/20260800OpenMedium00
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6.6Make any final catering arrangements9/9/20269/9/20260800OpenMedium00
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7Day before the event9/10/20269/12/202602400600
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7.1Pick up vendor(s) check(s)9/10/20269/10/20260800OpenMedium00
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7.2Make any final purchases9/11/20269/11/20260800OpenMedium00
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7.3Determine who will introduce the entertainment/guest9/12/20269/12/20260800OpenMedium00
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8Day of the event9/14/20269/19/20260320000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer9/14/20269/16/20260800OpenMedium00
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8.2Decorate/prepare room as appropriate9/17/20269/17/20260800OpenMedium00
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8.3Don’t forget the check(s)9/18/20269/18/20260800OpenMedium00
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8.4Enjoy the event!9/19/20269/19/20260800OpenMedium00
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9After the event9/20/20269/23/202601600800
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9.1Clean up the area9/20/20269/20/20260800OpenMedium00
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9.2Facility shutdown9/23/20269/23/20260800OpenMedium00
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101-2 days after the event9/24/20269/30/20260400000
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10.1Complete an event profile9/24/20269/24/20260800OpenMedium00
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10.2File notes with the event profile9/25/20269/25/20260800OpenMedium10.100
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10.3Submit any final receipts for payment9/25/20269/25/20260800OpenMedium00
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10.4Send thank-you notes to anyone who helped9/26/20269/26/20260800OpenMedium00
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10.5Ensure there were no problems9/27/20269/27/20260800OpenMedium00
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10.6Make sure all contractors/vendors have received payment9/30/20269/30/20260800OpenMedium00
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