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event-planning-templates1/4/2021
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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
Cost
Actual cost
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18 weeks or more prior to the event:1/7/20211/21/20210880000
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1.1Investigate possible dates for the program.1/7/20211/7/2021080000
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1.1.1Check Calendar for all events1/7/20211/7/20210800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.1/8/20211/8/20210800OpenMedium00
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1.3Review your budget1/9/20211/9/20210800OpenMedium00
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1.4Request a sample contract1/10/20211/10/20210800OpenMedium00
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1.5Allocate resources1/11/20211/11/20210800OpenMedium00
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1.6Meet with your advisor1/14/20211/14/20210800OpenMedium00
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1.7Develop a marketing plan1/15/20211/18/20210320000
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1.7.1Collaborative opportunities1/15/20211/15/20210800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
1/16/20211/16/20210800OpenMedium00
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1.7.3
Design and order printed publicity pieces
1/17/20211/17/20210800OpenMedium00
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1.7.4Reserve information tables1/18/20211/18/20210800OpenMedium00
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1.8Obtain sample catering menus1/21/20211/21/20210800OpenMedium00
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26-8 weeks prior to the event:1/21/20212/4/20210880000
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2.1Obtain all signed contracts1/21/20211/21/20210800OpenMedium00
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2.2Contracts, vendor invoices, etc.1/22/20211/22/20210800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)1/23/20211/23/20210800OpenMedium00
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2.4Order A/V equipment1/24/20211/24/20210800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations1/25/20211/25/20210800OpenMedium00
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2.6Regarding special needs1/25/20212/1/20210480000
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2.6.1electrician1/25/20211/25/20210800OpenMedium00
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2.6.2security1/28/20211/28/20210800OpenMedium00
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2.6.3additional staffing required1/29/20211/29/20210800OpenMedium00
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2.6.4rented equipment1/30/20211/30/20210800OpenMedium00
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2.6.5grills1/31/20211/31/20210800OpenMedium00
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2.6.6balloons/helium2/1/20212/1/20210800OpenMedium00
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2.6.7amplified sound2/1/20212/1/20210800OpenMedium00
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2.6.8special staging2/1/20212/1/20210800OpenMedium00
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2.7Order any additional equipment/materials2/4/20212/4/20210800OpenMedium00
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2.8Submit event information2/4/20212/4/20210800OpenMedium00
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2.9Place order with the caterer2/4/20212/4/20210800OpenMedium00
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35-6 weeks prior to the event:2/5/20212/7/20210240000
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3.1Submit printed publicity for posting2/5/20212/5/20210800OpenMedium00
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3.2Submit reservation for table tents, if applicable2/6/20212/6/20210800OpenMedium00
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3.3Confirm reservation of information tables2/7/20212/7/20210800OpenMedium00
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44 weeks prior to the event2/11/20212/13/20210240000
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4.1Review the budget2/11/20212/11/20210800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event2/12/20212/12/20210800OpenMedium00
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4.3Request any necessary checks2/13/20212/13/20210800OpenMedium00
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52 weeks prior to the event2/13/20212/18/20210320000
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5.1Discuss any needed changes in room configuration2/13/20212/13/20210800OpenMedium00
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5.2Finalize necessary security/staffing arrangements2/14/20212/14/20210800OpenMedium00
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5.3Review all necessary confirmations2/15/20212/15/20210800OpenMedium00
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5.4Meet with advisor for an update on your progress2/18/20212/18/20210800OpenMedium00
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5.5Review any special rules2/18/20212/18/20210800OpenMedium00
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61 week prior to the event2/19/20212/25/20210400000
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6.1Contact the contractors to confirm all event details2/19/20212/19/20210800OpenMedium00
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6.2Determine who is meeting the entertainment/guest2/20/20212/20/20210800OpenMedium00
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6.3When, and where Provide maps/directions as needed2/21/20212/21/20210800OpenMedium00
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6.4Review all responsibilities2/22/20212/22/20210800OpenMedium00
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6.5Make final arrangements2/25/20212/25/20210800OpenMedium00
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6.6Make any final catering arrangements2/25/20212/25/20210800OpenMedium00
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7Day before the event2/26/20212/28/20210240000
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7.1Pick up vendor(s) check(s)2/26/20212/26/20210800OpenMedium00
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7.2Make any final purchases2/27/20212/27/20210800OpenMedium00
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7.3Determine who will introduce the entertainment/guest2/28/20212/28/20210800OpenMedium00
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8Day of the event3/4/20213/8/20210400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer3/4/20213/4/20210800OpenMedium00
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8.2Decorate/prepare room as appropriate3/5/20213/5/20210800OpenMedium00
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8.3Don’t forget the check(s)3/6/20213/7/202101600OpenMedium00
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8.4Enjoy the event!3/8/20213/8/20210800OpenMedium00
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9After the event3/11/20213/13/20210240000
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9.1Clean up the area3/11/20213/12/202101600OpenMedium00
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9.2Facility shutdown3/13/20213/13/20210800OpenMedium00
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101-2 days after the event3/14/20213/20/20210400000
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10.1Complete an event profile3/14/20213/14/20210800OpenMedium00
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10.2File notes with the event profile3/14/20213/14/20210800OpenMedium00
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10.3Submit any final receipts for payment3/15/20213/15/20210800OpenMedium00
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10.4Send thank-you notes to anyone who helped3/18/20213/18/20210800OpenMedium00
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10.5Ensure there were no problems3/19/20213/19/20210800OpenMedium00
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10.6Make sure all contractors/vendors have received payment3/20/20213/20/20210800OpenMedium00
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