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Create professional Gantt charts in GanttPRO in a few clicks
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event-planning-templates3/21/2023
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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:3/24/20234/7/20230880000
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1.1Investigate possible dates for the program.3/24/20233/24/2023080000
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1.1.1Check Calendar for all events3/24/20233/24/20230800OpenMedium00
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1.2Reserve the necessary facilities, including rain location.3/25/20233/25/20230800OpenMedium00
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1.3Review your budget3/26/20233/26/20230800OpenMedium00
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1.4Request a sample contract3/27/20233/27/20230800OpenMedium00
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1.5Allocate resources3/28/20233/28/20230800OpenMedium00
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1.6Meet with your advisor3/31/20233/31/20230800OpenMedium00
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1.7Develop a marketing plan4/1/20234/4/20230320000
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1.7.1Collaborative opportunities4/1/20234/1/20230800OpenMedium00
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1.7.2
Obtain necessary quotes on printing and other services
4/2/20234/2/20230800OpenMedium00
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1.7.3
Design and order printed publicity pieces
4/3/20234/3/20230800OpenMedium00
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1.7.4Reserve information tables4/4/20234/4/20230800OpenMedium00
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1.8Obtain sample catering menus4/7/20234/7/20230800OpenMedium00
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26-8 weeks prior to the event:4/7/20234/21/20230880000
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2.1Obtain all signed contracts4/7/20234/7/20230800OpenMedium00
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2.2Contracts, vendor invoices, etc.4/8/20234/8/20230800OpenMedium00
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2.3Order printed publicity (posters, table tents, etc.)4/9/20234/9/20230800OpenMedium00
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2.4Order A/V equipment4/10/20234/10/20230800OpenMedium00
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2.5Review facility policies regarding programs, noise, food, and special situations4/11/20234/11/20230800OpenMedium00
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2.6Regarding special needs4/11/20234/18/20230480000
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2.6.1electrician4/11/20234/11/20230800OpenMedium00
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2.6.2security4/14/20234/14/20230800OpenMedium00
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2.6.3additional staffing required4/15/20234/15/20230800OpenMedium00
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2.6.4rented equipment4/16/20234/16/20230800OpenMedium00
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2.6.5grills4/17/20234/17/20230800OpenMedium00
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2.6.6balloons/helium4/18/20234/18/20230800OpenMedium00
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2.6.7amplified sound4/18/20234/18/20230800OpenMedium00
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2.6.8special staging4/18/20234/18/20230800OpenMedium00
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2.7Order any additional equipment/materials4/21/20234/21/20230800OpenMedium00
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2.8Submit event information4/21/20234/21/20230800OpenMedium00
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2.9Place order with the caterer4/21/20234/21/20230800OpenMedium00
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35-6 weeks prior to the event:4/22/20234/24/20230240000
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3.1Submit printed publicity for posting4/22/20234/22/20230800OpenMedium00
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3.2Submit reservation for table tents, if applicable4/23/20234/23/20230800OpenMedium00
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3.3Confirm reservation of information tables4/24/20234/24/20230800OpenMedium00
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44 weeks prior to the event4/28/20234/30/20230240000
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4.1Review the budget4/28/20234/28/20230800OpenMedium00
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4.2Recruit volunteers for all aspects of upcoming event4/29/20234/29/20230800OpenMedium00
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4.3Request any necessary checks4/30/20234/30/20230800OpenMedium00
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52 weeks prior to the event4/30/20235/5/20230320000
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5.1Discuss any needed changes in room configuration4/30/20234/30/20230800OpenMedium00
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5.2Finalize necessary security/staffing arrangements5/1/20235/1/20230800OpenMedium00
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5.3Review all necessary confirmations5/2/20235/2/20230800OpenMedium00
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5.4Meet with advisor for an update on your progress5/5/20235/5/20230800OpenMedium00
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5.5Review any special rules5/5/20235/5/20230800OpenMedium00
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61 week prior to the event5/6/20235/12/20230400000
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6.1Contact the contractors to confirm all event details5/6/20235/6/20230800OpenMedium00
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6.2Determine who is meeting the entertainment/guest5/7/20235/7/20230800OpenMedium00
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6.3When, and where Provide maps/directions as needed5/8/20235/8/20230800OpenMedium00
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6.4Review all responsibilities5/9/20235/9/20230800OpenMedium00
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6.5Make final arrangements5/12/20235/12/20230800OpenMedium00
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6.6Make any final catering arrangements5/12/20235/12/20230800OpenMedium00
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7Day before the event5/13/20235/15/20230240000
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7.1Pick up vendor(s) check(s)5/13/20235/13/20230800OpenMedium00
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7.2Make any final purchases5/14/20235/14/20230800OpenMedium00
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7.3Determine who will introduce the entertainment/guest5/15/20235/15/20230800OpenMedium00
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8Day of the event5/19/20235/23/20230400000
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8.1Responsible party to meets with caterer, vendors, speaker, entertainer5/19/20235/19/20230800OpenMedium00
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8.2Decorate/prepare room as appropriate5/20/20235/20/20230800OpenMedium00
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8.3Don’t forget the check(s)5/21/20235/22/202301600OpenMedium00
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8.4Enjoy the event!5/23/20235/23/20230800OpenMedium00
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9After the event5/26/20235/28/20230240000
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9.1Clean up the area5/26/20235/27/202301600OpenMedium00
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9.2Facility shutdown5/28/20235/28/20230800OpenMedium00
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101-2 days after the event5/29/20236/4/20230400000
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10.1Complete an event profile5/29/20235/29/20230800OpenMedium00
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10.2File notes with the event profile5/29/20235/29/20230800OpenMedium00
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10.3Submit any final receipts for payment5/30/20235/30/20230800OpenMedium00
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10.4Send thank-you notes to anyone who helped6/2/20236/2/20230800OpenMedium00
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10.5Ensure there were no problems6/3/20236/3/20230800OpenMedium00
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10.6Make sure all contractors/vendors have received payment6/4/20236/4/20230800OpenMedium00
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