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Create professional Gantt charts in GanttPRO in a few clicks
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event-planning-templates9/16/2025
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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
Cost
Actual cost
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18 weeks or more prior to the event:9/19/202510/3/20250880000
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1.1Investigate possible dates for the program.9/19/20259/19/2025080000
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1.1.1Check Calendar for all events9/19/20259/19/20250800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.9/20/20259/20/20250800OpenMedium00
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1.3Review your budget9/21/20259/21/20250800OpenMedium00
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1.4Request a sample contract9/22/20259/22/20250800OpenMedium00
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1.5Allocate resources9/23/20259/23/20250800OpenMedium00
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1.6Meet with your advisor9/26/20259/26/20250800OpenMedium00
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1.7Develop a marketing plan9/27/20259/30/20250320000
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1.7.1Collaborative opportunities9/27/20259/27/20250800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
9/28/20259/28/20250800OpenMedium00
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1.7.3
Design and order printed publicity pieces
9/29/20259/29/20250800OpenMedium00
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1.7.4Reserve information tables9/30/20259/30/20250800OpenMedium00
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1.8Obtain sample catering menus10/3/202510/3/20250800OpenMedium00
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26-8 weeks prior to the event:10/3/202510/17/20250880000
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2.1Obtain all signed contracts10/3/202510/3/20250800OpenMedium00
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2.2Contracts, vendor invoices, etc.10/4/202510/4/20250800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)10/5/202510/5/20250800OpenMedium00
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2.4Order A/V equipment10/6/202510/6/20250800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations10/7/202510/7/20250800OpenMedium00
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2.6Regarding special needs10/7/202510/14/20250480000
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2.6.1electrician10/7/202510/7/20250800OpenMedium00
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2.6.2security10/10/202510/10/20250800OpenMedium00
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2.6.3additional staffing required10/11/202510/11/20250800OpenMedium00
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2.6.4rented equipment10/12/202510/12/20250800OpenMedium00
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2.6.5grills10/13/202510/13/20250800OpenMedium00
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2.6.6balloons/helium10/14/202510/14/20250800OpenMedium00
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2.6.7amplified sound10/14/202510/14/20250800OpenMedium00
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2.6.8special staging10/14/202510/14/20250800OpenMedium00
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2.7Order any additional equipment/materials10/17/202510/17/20250800OpenMedium00
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2.8Submit event information10/17/202510/17/20250800OpenMedium00
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2.9Place order with the caterer10/17/202510/17/20250800OpenMedium00
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35-6 weeks prior to the event:10/18/202510/20/20250240000
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3.1Submit printed publicity for posting10/18/202510/18/20250800OpenMedium00
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3.2Submit reservation for table tents, if applicable10/19/202510/19/20250800OpenMedium00
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3.3Confirm reservation of information tables10/20/202510/20/20250800OpenMedium00
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44 weeks prior to the event10/24/202510/26/20250240000
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4.1Review the budget10/24/202510/24/20250800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event10/25/202510/25/20250800OpenMedium00
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4.3Request any necessary checks10/26/202510/26/20250800OpenMedium00
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52 weeks prior to the event10/26/202510/31/20250320000
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5.1Discuss any needed changes in room configuration10/26/202510/26/20250800OpenMedium00
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5.2Finalize necessary security/staffing arrangements10/27/202510/27/20250800OpenMedium00
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5.3Review all necessary confirmations10/28/202510/28/20250800OpenMedium00
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5.4Meet with advisor for an update on your progress10/31/202510/31/20250800OpenMedium00
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5.5Review any special rules10/31/202510/31/20250800OpenMedium00
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61 week prior to the event11/1/202511/7/20250400000
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6.1Contact the contractors to confirm all event details11/1/202511/1/20250800OpenMedium00
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6.2Determine who is meeting the entertainment/guest11/2/202511/2/20250800OpenMedium00
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6.3When, and where Provide maps/directions as needed11/3/202511/3/20250800OpenMedium00
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6.4Review all responsibilities11/4/202511/4/20250800OpenMedium00
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6.5Make final arrangements11/7/202511/7/20250800OpenMedium00
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6.6Make any final catering arrangements11/7/202511/7/20250800OpenMedium00
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7Day before the event11/8/202511/10/20250240000
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7.1Pick up vendor(s) check(s)11/8/202511/8/20250800OpenMedium00
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7.2Make any final purchases11/9/202511/9/20250800OpenMedium00
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7.3Determine who will introduce the entertainment/guest11/10/202511/10/20250800OpenMedium00
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8Day of the event11/14/202511/18/20250400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer11/14/202511/14/20250800OpenMedium00
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8.2Decorate/prepare room as appropriate11/15/202511/15/20250800OpenMedium00
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8.3Don’t forget the check(s)11/16/202511/17/202501600OpenMedium00
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8.4Enjoy the event!11/18/202511/18/20250800OpenMedium00
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9After the event11/21/202511/23/20250240000
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9.1Clean up the area11/21/202511/22/202501600OpenMedium00
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9.2Facility shutdown11/23/202511/23/20250800OpenMedium00
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101-2 days after the event11/24/202511/30/20250400000
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10.1Complete an event profile11/24/202511/24/20250800OpenMedium00
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10.2File notes with the event profile11/24/202511/24/20250800OpenMedium00
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10.3Submit any final receipts for payment11/25/202511/25/20250800OpenMedium00
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10.4Send thank-you notes to anyone who helped11/28/202511/28/20250800OpenMedium00
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10.5Ensure there were no problems11/29/202511/29/20250800OpenMedium00
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10.6Make sure all contractors/vendors have received payment11/30/202511/30/20250800OpenMedium00
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