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Create professional Gantt charts in GanttPRO in a few clicks
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event-planning-templates4/8/2025
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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
Cost
Actual cost
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18 weeks or more prior to the event:4/11/20254/25/20250880000
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1.1Investigate possible dates for the program.4/11/20254/11/2025080000
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1.1.1Check Calendar for all events4/11/20254/11/20250800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.4/12/20254/12/20250800OpenMedium00
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1.3Review your budget4/13/20254/13/20250800OpenMedium00
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1.4Request a sample contract4/14/20254/14/20250800OpenMedium00
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1.5Allocate resources4/15/20254/15/20250800OpenMedium00
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1.6Meet with your advisor4/18/20254/18/20250800OpenMedium00
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1.7Develop a marketing plan4/19/20254/22/20250320000
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1.7.1Collaborative opportunities4/19/20254/19/20250800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
4/20/20254/20/20250800OpenMedium00
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1.7.3
Design and order printed publicity pieces
4/21/20254/21/20250800OpenMedium00
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1.7.4Reserve information tables4/22/20254/22/20250800OpenMedium00
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1.8Obtain sample catering menus4/25/20254/25/20250800OpenMedium00
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26-8 weeks prior to the event:4/25/20255/9/20250880000
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2.1Obtain all signed contracts4/25/20254/25/20250800OpenMedium00
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2.2Contracts, vendor invoices, etc.4/26/20254/26/20250800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)4/27/20254/27/20250800OpenMedium00
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2.4Order A/V equipment4/28/20254/28/20250800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations4/29/20254/29/20250800OpenMedium00
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2.6Regarding special needs4/29/20255/6/20250480000
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2.6.1electrician4/29/20254/29/20250800OpenMedium00
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2.6.2security5/2/20255/2/20250800OpenMedium00
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2.6.3additional staffing required5/3/20255/3/20250800OpenMedium00
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2.6.4rented equipment5/4/20255/4/20250800OpenMedium00
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2.6.5grills5/5/20255/5/20250800OpenMedium00
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2.6.6balloons/helium5/6/20255/6/20250800OpenMedium00
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2.6.7amplified sound5/6/20255/6/20250800OpenMedium00
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2.6.8special staging5/6/20255/6/20250800OpenMedium00
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2.7Order any additional equipment/materials5/9/20255/9/20250800OpenMedium00
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2.8Submit event information5/9/20255/9/20250800OpenMedium00
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2.9Place order with the caterer5/9/20255/9/20250800OpenMedium00
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35-6 weeks prior to the event:5/10/20255/12/20250240000
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3.1Submit printed publicity for posting5/10/20255/10/20250800OpenMedium00
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3.2Submit reservation for table tents, if applicable5/11/20255/11/20250800OpenMedium00
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3.3Confirm reservation of information tables5/12/20255/12/20250800OpenMedium00
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44 weeks prior to the event5/16/20255/18/20250240000
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4.1Review the budget5/16/20255/16/20250800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event5/17/20255/17/20250800OpenMedium00
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4.3Request any necessary checks5/18/20255/18/20250800OpenMedium00
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52 weeks prior to the event5/18/20255/23/20250320000
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5.1Discuss any needed changes in room configuration5/18/20255/18/20250800OpenMedium00
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5.2Finalize necessary security/staffing arrangements5/19/20255/19/20250800OpenMedium00
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5.3Review all necessary confirmations5/20/20255/20/20250800OpenMedium00
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5.4Meet with advisor for an update on your progress5/23/20255/23/20250800OpenMedium00
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5.5Review any special rules5/23/20255/23/20250800OpenMedium00
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61 week prior to the event5/24/20255/30/20250400000
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6.1Contact the contractors to confirm all event details5/24/20255/24/20250800OpenMedium00
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6.2Determine who is meeting the entertainment/guest5/25/20255/25/20250800OpenMedium00
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6.3When, and where Provide maps/directions as needed5/26/20255/26/20250800OpenMedium00
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6.4Review all responsibilities5/27/20255/27/20250800OpenMedium00
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6.5Make final arrangements5/30/20255/30/20250800OpenMedium00
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6.6Make any final catering arrangements5/30/20255/30/20250800OpenMedium00
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7Day before the event5/31/20256/2/20250240000
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7.1Pick up vendor(s) check(s)5/31/20255/31/20250800OpenMedium00
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7.2Make any final purchases6/1/20256/1/20250800OpenMedium00
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7.3Determine who will introduce the entertainment/guest6/2/20256/2/20250800OpenMedium00
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8Day of the event6/6/20256/10/20250400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer6/6/20256/6/20250800OpenMedium00
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8.2Decorate/prepare room as appropriate6/7/20256/7/20250800OpenMedium00
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8.3Don’t forget the check(s)6/8/20256/9/202501600OpenMedium00
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8.4Enjoy the event!6/10/20256/10/20250800OpenMedium00
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9After the event6/13/20256/15/20250240000
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9.1Clean up the area6/13/20256/14/202501600OpenMedium00
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9.2Facility shutdown6/15/20256/15/20250800OpenMedium00
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101-2 days after the event6/16/20256/22/20250400000
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10.1Complete an event profile6/16/20256/16/20250800OpenMedium00
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10.2File notes with the event profile6/16/20256/16/20250800OpenMedium00
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10.3Submit any final receipts for payment6/17/20256/17/20250800OpenMedium00
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10.4Send thank-you notes to anyone who helped6/20/20256/20/20250800OpenMedium00
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10.5Ensure there were no problems6/21/20256/21/20250800OpenMedium00
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10.6Make sure all contractors/vendors have received payment6/22/20256/22/20250800OpenMedium00
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