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Event Planning Timeline Template in Google Sheets
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Task IDTask NameDescriptionAssigned ToStart DateEnd DateDuration (Days)StatusPriorityNotes
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1Define Event GoalsSet the purpose and goals of the eventAV Team1-Nov-20243-Nov-20243CompletedHighClarify objectives and audience
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2Create BudgetPrepare event budget covering all expensesFinance Team3-Nov-20247-Nov-20245Not StartedHighInclude venue, catering, etc.
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3Choose Event Date and VenueSelect a venue and confirm event dateEvent Planner5-Nov-202410-Nov-20246CompletedHighBook venue after confirming availability
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4Send InvitationsDesign and send invitations to guestsPR Team10-Nov-202415-Nov-20246CompletedMediumTrack RSVPs and send reminders
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5Arrange CateringContact catering services for food and beveragesCatering Manager8-Nov-202415-Nov-20248CompletedHighConfirm dietary restrictions
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6Book EntertainmentHire musicians, speakers, or entertainmentEvent Planner12-Nov-202418-Nov-20247CompletedMediumConfirm contracts and payment
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7Decor and ThemeFinalize theme and decor setupDesign Team18-Nov-202425-Nov-20248CompletedHighOrder decorations and props
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8Send Final RemindersSend final reminders to attendees and vendorsPR Team25-Nov-202428-Nov-20244CompletedHighInclude event agenda
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9Set Up Event Day LogisticsSet up registration desk, signage, seating, etc.Operations Team30-Nov-202430-Nov-20241CompletedHighVerify technical equipment
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10Execute EventEnsure smooth flow of event and troubleshoot issuesEvent Planner1-Dec-20241-Dec-20241CompletedHighManage all day-of event details
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11Post-Event Survey & Thank YousSend out surveys and thank-you emails to guestsPR Team2-Dec-20245-Dec-20244CompletedMediumGather feedback for future events
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12Final Report & DebriefPrepare event report and debrief with teamEvent Planner5-Dec-202410-Dec-20246CompletedMediumHighlight successes and areas to improve
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13Secure Event InsuranceObtain event insurance for liability and cancellationsLegal Team1-Nov-20245-Nov-20245CompletedHighEnsure coverage for potential event risks
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14Arrange CateringConfirm contracts with all event vendors (caterer, tech, etc.)Event Planner10-Nov-202412-Nov-20243CompletedHighVerify contracts and payments
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15Arrange TransportationOrganize transportation for attendees and VIPsLogistics Team15-Nov-202420-Nov-20246CompletedMediumInclude hotel bookings and airport transfers
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16Hire Security PersonnelBook security personnel for event daySecurity Team15-Nov-202420-Nov-20246CompletedHighEnsure enough staff for crowd control
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17Plan Event TimelineCreate detailed event schedule, including speeches, activitiesEvent Planner15-Nov-202418-Nov-20244CompletedMediumPlan start and end times for each segment
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18Set Up Event RegistrationSet up online and/or on-site registration processOperations Team20-Nov-202425-Nov-20246CompletedHighTest registration system in advance
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19Test Audio/Visual EquipmentConduct a technical run-through of all audio/visual equipmentAV Team29-Nov-202429-Nov-20241CompletedHighVerify microphones, projectors, etc.
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20Final Event Rehearsal
Rehearse event flow with key participants (speakers, performers)
Event Planner30-Nov-202430-Nov-20241CompletedMediumEnsure timing and transitions are smooth
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21Prepare Event MaterialsPrint and prepare all materials (badges, handouts, programs)Event Planner25-Nov-202429-Nov-20245CompletedHighInclude branded materials for guests
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22Final Payment to VendorsMake final payments to vendors and suppliersFinance Team1-Dec-20242-Dec-20242CompletedHighEnsure all contracts are settled
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23Decor Removal and Clean-UpOversee the removal of decorations and cleanup after eventOperations Team2-Dec-20243-Dec-20242CompletedLowCoordinate with venue staff for cleanup
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24Media and Press CoverageEnsure media coverage of the event and send press releasesPR Team1-Dec-20245-Dec-20245CompletedMediumInclude event photos and highlights
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25Evaluate Event Success
Conduct a post-event evaluation with the team and stakeholders
Event Planner10-Dec-202412-Dec-20243CompletedMediumAssess key metrics: attendance, feedback, etc.
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