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Create professional Gantt charts in GanttPRO in a few clicks
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Event Strategic Plan6/8/2025
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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:6/9/20256/21/20250640000
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1.1Investigate possible dates for the program.6/9/20256/11/2025080000
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1.1.1Check Calendar for all events6/9/20256/11/20250800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.6/10/20256/12/202501600OpenMedium00
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1.3Review your budget6/11/20256/12/20250800OpenMedium00
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1.4Request a sample contract6/12/20256/13/20250800OpenMedium1.300
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1.5Allocate resources6/13/20256/14/20250800OpenMedium1.400
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1.6Meet with your advisor6/14/20256/15/20250800OpenMedium1.500
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1.7Develop a marketing plan6/16/20256/20/20250160000
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1.7.1Collaborative opportunities6/16/20256/18/20250800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
6/17/20256/18/20250800OpenMedium1.7.100
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1.7.3
Design and order printed publicity pieces
6/18/20256/19/20250800OpenMedium1.7.200
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1.7.4Reserve information tables6/19/20256/20/20250800OpenMedium00
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1.8Obtain sample catering menus6/20/20256/21/20250800OpenMedium00
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26-8 weeks prior to the event:6/21/20257/6/20257960000
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2.1Obtain all signed contracts6/21/20256/21/20250800OpenMedium00
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2.2Contracts, vendor invoices, etc.6/22/20256/22/20250800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)6/22/20256/22/20250800OpenMedium00
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2.4Order A/V equipment6/22/20256/22/20250800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations6/25/20256/25/20250800OpenMedium00
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2.6Regarding special needs6/27/20257/4/20250480000
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2.6.1Electrician6/27/20256/27/20250800OpenMedium00
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2.6.2Security6/28/20256/28/20250800OpenMedium00
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2.6.3Additional staffing required6/29/20256/29/20250800OpenMedium00
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2.6.4Rented equipment6/29/20256/29/20250800OpenMedium2.6.300
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2.6.5Grills6/29/20256/29/20250800OpenMedium2.6.400
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2.6.6Balloons/helium7/2/20257/2/20250800OpenMedium00
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2.6.7Amplified sound7/3/20257/3/20250800OpenMedium00
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2.6.8Special staging7/4/20257/4/20250800OpenMedium00
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2.7Order any additional equipment/materials7/5/20257/5/20250800OpenMedium00
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2.8Submit event information7/6/20257/6/20250800OpenMedium00
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2.9Place order with the caterer7/6/20257/6/2025100800OpenMedium00
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35-6 weeks prior to the event:7/9/20257/11/2025024002.900
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3.1Submit printed publicity for posting7/9/20257/9/20250800OpenMedium00
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3.2Submit reservation for table tents, if applicable7/10/20257/10/20250800OpenMedium00
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3.3Confirm reservation of information tables7/11/20257/11/20250800OpenMedium00
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44 weeks prior to the event7/12/20257/16/2025024003.300
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4.1Review the budget7/12/20257/12/20250800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event7/13/20257/13/20250800OpenMedium00
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4.3Request any necessary checks7/16/20257/16/20250800OpenMedium00
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52 weeks prior to the event7/17/20257/23/2025204000400
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5.1Discuss any needed changes in room configuration7/17/20257/17/20250800OpenMedium00
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5.2Finalize necessary security/staffing arrangements7/18/20257/18/20250800OpenMedium00
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5.3Review all necessary confirmations7/19/20257/19/20250800OpenMedium00
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5.4Meet with advisor for an update on your progress7/20/20257/20/2025100800OpenMedium00
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5.5Review any special rules7/23/20257/23/20250800OpenMedium00
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61 week prior to the event7/24/20257/30/202504000500
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6.1Contact the contractors to confirm all event details7/24/20257/24/20250800OpenMedium00
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6.2Determine who is meeting the entertainment/guest7/25/20257/25/20250800OpenMedium00
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6.3When, and where Provide maps/directions as needed7/26/20257/26/20250800OpenMedium00
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6.4Review all responsibilities7/27/20257/27/20250800OpenMedium00
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6.5Make final arrangements7/30/20257/30/20250800OpenMedium00
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6.6Make any final catering arrangements7/30/20257/30/20250800OpenMedium00
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7Day before the event7/31/20258/2/202502400600
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7.1Pick up vendor(s) check(s)7/31/20257/31/20250800OpenMedium00
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7.2Make any final purchases8/1/20258/1/20250800OpenMedium00
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7.3Determine who will introduce the entertainment/guest8/2/20258/2/20250800OpenMedium00
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8Day of the event8/4/20258/9/20250320000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer8/4/20258/6/20250800OpenMedium00
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8.2Decorate/prepare room as appropriate8/7/20258/7/20250800OpenMedium00
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8.3Don’t forget the check(s)8/8/20258/8/20250800OpenMedium00
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8.4Enjoy the event!8/9/20258/9/20250800OpenMedium00
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9After the event8/10/20258/13/202501600800
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9.1Clean up the area8/10/20258/10/20250800OpenMedium00
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9.2Facility shutdown8/13/20258/13/20250800OpenMedium00
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101-2 days after the event8/14/20258/20/20250400000
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10.1Complete an event profile8/14/20258/14/20250800OpenMedium00
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10.2File notes with the event profile8/15/20258/15/20250800OpenMedium10.100
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10.3Submit any final receipts for payment8/15/20258/15/20250800OpenMedium00
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10.4Send thank-you notes to anyone who helped8/16/20258/16/20250800OpenMedium00
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10.5Ensure there were no problems8/17/20258/17/20250800OpenMedium00
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10.6Make sure all contractors/vendors have received payment8/20/20258/20/20250800OpenMedium00
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