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2 | Create professional Gantt charts in GanttPRO in a few clicks | |||||||||||||||||||||||||
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4 | event-planning-templates | 1/4/2021 | ||||||||||||||||||||||||
5 | Color | WBS Number | Task name / Title | Assigned to | Planned start date | Planned end date | Deadline | Progress (%) | Duration (hours) | Estimated hours | Time log (minutes) | Status | Priority | Task description | Cost | Actual cost | ||||||||||
6 | 1 | 8 weeks or more prior to the event: | 1/7/2021 | 1/21/2021 | 0 | 88 | 0 | 0 | 0 | 0 | ||||||||||||||||
7 | 1.1 | Investigate possible dates for the program. | 1/7/2021 | 1/7/2021 | 0 | 8 | 0 | 0 | 0 | 0 | ||||||||||||||||
8 | 1.1.1 | Check Calendar for all events | 1/7/2021 | 1/7/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
9 | 1.2 | Reserve the necessary facilities, including rain location. | 1/8/2021 | 1/8/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
10 | 1.3 | Review your budget | 1/9/2021 | 1/9/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
11 | 1.4 | Request a sample contract | 1/10/2021 | 1/10/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
12 | 1.5 | Allocate resources | 1/11/2021 | 1/11/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
13 | 1.6 | Meet with your advisor | 1/14/2021 | 1/14/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
14 | 1.7 | Develop a marketing plan | 1/15/2021 | 1/18/2021 | 0 | 32 | 0 | 0 | 0 | 0 | ||||||||||||||||
15 | 1.7.1 | Collaborative opportunities | 1/15/2021 | 1/15/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
16 | 1.7.2 | Obtain necessary quotes on printing and other services | 1/16/2021 | 1/16/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
17 | 1.7.3 | Design and order printed publicity pieces | 1/17/2021 | 1/17/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
18 | 1.7.4 | Reserve information tables | 1/18/2021 | 1/18/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
19 | 1.8 | Obtain sample catering menus | 1/21/2021 | 1/21/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
20 | 2 | 6-8 weeks prior to the event: | 1/21/2021 | 2/4/2021 | 0 | 88 | 0 | 0 | 0 | 0 | ||||||||||||||||
21 | 2.1 | Obtain all signed contracts | 1/21/2021 | 1/21/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
22 | 2.2 | Contracts, vendor invoices, etc. | 1/22/2021 | 1/22/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
23 | 2.3 | Order printed publicity (posters, table tents, etc.) | 1/23/2021 | 1/23/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
24 | 2.4 | Order A/V equipment | 1/24/2021 | 1/24/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
25 | 2.5 | Review facility policies regarding programs, noise, food, and special situations | 1/25/2021 | 1/25/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
26 | 2.6 | Regarding special needs | 1/25/2021 | 2/1/2021 | 0 | 48 | 0 | 0 | 0 | 0 | ||||||||||||||||
27 | 2.6.1 | electrician | 1/25/2021 | 1/25/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
28 | 2.6.2 | security | 1/28/2021 | 1/28/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
29 | 2.6.3 | additional staffing required | 1/29/2021 | 1/29/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
30 | 2.6.4 | rented equipment | 1/30/2021 | 1/30/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
31 | 2.6.5 | grills | 1/31/2021 | 1/31/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
32 | 2.6.6 | balloons/helium | 2/1/2021 | 2/1/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
33 | 2.6.7 | amplified sound | 2/1/2021 | 2/1/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
34 | 2.6.8 | special staging | 2/1/2021 | 2/1/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
35 | 2.7 | Order any additional equipment/materials | 2/4/2021 | 2/4/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
36 | 2.8 | Submit event information | 2/4/2021 | 2/4/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
37 | 2.9 | Place order with the caterer | 2/4/2021 | 2/4/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
38 | 3 | 5-6 weeks prior to the event: | 2/5/2021 | 2/7/2021 | 0 | 24 | 0 | 0 | 0 | 0 | ||||||||||||||||
39 | 3.1 | Submit printed publicity for posting | 2/5/2021 | 2/5/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
40 | 3.2 | Submit reservation for table tents, if applicable | 2/6/2021 | 2/6/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
41 | 3.3 | Confirm reservation of information tables | 2/7/2021 | 2/7/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
42 | 4 | 4 weeks prior to the event | 2/11/2021 | 2/13/2021 | 0 | 24 | 0 | 0 | 0 | 0 | ||||||||||||||||
43 | 4.1 | Review the budget | 2/11/2021 | 2/11/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
44 | 4.2 | Recruit volunteers for all aspects of upcoming event | 2/12/2021 | 2/12/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
45 | 4.3 | Request any necessary checks | 2/13/2021 | 2/13/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
46 | 5 | 2 weeks prior to the event | 2/13/2021 | 2/18/2021 | 0 | 32 | 0 | 0 | 0 | 0 | ||||||||||||||||
47 | 5.1 | Discuss any needed changes in room configuration | 2/13/2021 | 2/13/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
48 | 5.2 | Finalize necessary security/staffing arrangements | 2/14/2021 | 2/14/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
49 | 5.3 | Review all necessary confirmations | 2/15/2021 | 2/15/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
50 | 5.4 | Meet with advisor for an update on your progress | 2/18/2021 | 2/18/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
51 | 5.5 | Review any special rules | 2/18/2021 | 2/18/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
52 | 6 | 1 week prior to the event | 2/19/2021 | 2/25/2021 | 0 | 40 | 0 | 0 | 0 | 0 | ||||||||||||||||
53 | 6.1 | Contact the contractors to confirm all event details | 2/19/2021 | 2/19/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
54 | 6.2 | Determine who is meeting the entertainment/guest | 2/20/2021 | 2/20/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
55 | 6.3 | When, and where Provide maps/directions as needed | 2/21/2021 | 2/21/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
56 | 6.4 | Review all responsibilities | 2/22/2021 | 2/22/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
57 | 6.5 | Make final arrangements | 2/25/2021 | 2/25/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
58 | 6.6 | Make any final catering arrangements | 2/25/2021 | 2/25/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
59 | 7 | Day before the event | 2/26/2021 | 2/28/2021 | 0 | 24 | 0 | 0 | 0 | 0 | ||||||||||||||||
60 | 7.1 | Pick up vendor(s) check(s) | 2/26/2021 | 2/26/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
61 | 7.2 | Make any final purchases | 2/27/2021 | 2/27/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
62 | 7.3 | Determine who will introduce the entertainment/guest | 2/28/2021 | 2/28/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
63 | 8 | Day of the event | 3/4/2021 | 3/8/2021 | 0 | 40 | 0 | 0 | 0 | 0 | ||||||||||||||||
64 | 8.1 | Responsible party to meets with caterer, vendors, speaker, entertainer | 3/4/2021 | 3/4/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
65 | 8.2 | Decorate/prepare room as appropriate | 3/5/2021 | 3/5/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
66 | 8.3 | Don’t forget the check(s) | 3/6/2021 | 3/7/2021 | 0 | 16 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
67 | 8.4 | Enjoy the event! | 3/8/2021 | 3/8/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
68 | 9 | After the event | 3/11/2021 | 3/13/2021 | 0 | 24 | 0 | 0 | 0 | 0 | ||||||||||||||||
69 | 9.1 | Clean up the area | 3/11/2021 | 3/12/2021 | 0 | 16 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
70 | 9.2 | Facility shutdown | 3/13/2021 | 3/13/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
71 | 10 | 1-2 days after the event | 3/14/2021 | 3/20/2021 | 0 | 40 | 0 | 0 | 0 | 0 | ||||||||||||||||
72 | 10.1 | Complete an event profile | 3/14/2021 | 3/14/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
73 | 10.2 | File notes with the event profile | 3/14/2021 | 3/14/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
74 | 10.3 | Submit any final receipts for payment | 3/15/2021 | 3/15/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
75 | 10.4 | Send thank-you notes to anyone who helped | 3/18/2021 | 3/18/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
76 | 10.5 | Ensure there were no problems | 3/19/2021 | 3/19/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
77 | 10.6 | Make sure all contractors/vendors have received payment | 3/20/2021 | 3/20/2021 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
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79 | This document has been created with the help of https://ganttpro.com online service | |||||||||||||||||||||||||
80 | You are free to use the document for your purposes with no limitations. To edit it, please, create a copy or use https://ganttpro.com | |||||||||||||||||||||||||
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