Workshop Planning Checklist
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Workshop Planning Checklist6/12/2020
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Color
WBS Number
Task name / Title
Assigned 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 Before Program6/13/20206/26/202011800000
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1.1Open registration6/13/20206/17/202002400OpenMedium00
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1.2Make sure the information on registration form is consistent6/14/20206/18/202002400OpenMedium00
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1.3Initiate arrangements with caterer6/17/20206/19/202002400OpenMedium00
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1.4Design a PDF flyer6/17/20206/19/202002400OpenMedium00
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1.5Verify driving directions to be included in PR6/17/20206/19/202002400OpenMedium00
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1.6Send PR information to PR Coordinator6/19/20206/25/20200400000
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1.6.1release times6/19/20206/23/202002400OpenMedium00
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1.6.2
suggested text, including PDF flyer link
6/20/20206/24/202002400OpenMedium00
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1.6.3
Update social media with workshop details.
6/21/20206/25/202002400OpenMedium00
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1.7Confirm arrangements with presenter(s)6/23/20206/25/20201002400DoneMedium00
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1.8Request presenter photo and bio for PR6/23/20206/26/202003200OpenMedium00
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26 Weeks Before Program6/27/20207/7/20200560000
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2.1Promote weekly via PR Coordinator on relevant listservs and social media6/27/20207/1/202002400OpenMedium00
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2.2Request giveaways, folders, emergency kit6/30/20207/2/202002400OpenMedium00
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2.3Photocopy all registration checks7/1/20207/3/202002400OpenMedium00
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2.4Keep copies of all receipts, bills, and contracts.7/2/20207/4/202002400OpenMedium00
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2.5Make sure committee registers7/3/20207/7/202002400OpenMedium00
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34 Weeks Before Program7/8/20207/17/20200640000
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3.1Confirm arrangements with venue7/8/20207/14/20200400000
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3.1.1technology7/8/20207/10/202002400OpenMedium00
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3.1.2parking hours7/9/20207/11/202002400OpenMedium00
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3.1.3etc.7/10/20207/14/202002400OpenMedium00
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3.2Continue promotion, monitor registration.7/11/20207/15/202002400OpenMedium00
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3.3Develop evaluations7/14/20207/17/202003200OpenMedium00
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42 Weeks Before Program7/21/20207/29/20200560000
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4.1Continue promotion, monitor registration7/21/20207/23/202002400OpenMedium00
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4.2Confirm committee assignments7/22/20207/24/202002400OpenMedium00
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4.3Prepare print agenda, evaluation form, receipts, and other handouts.7/23/20207/25/202002400OpenMedium00
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4.4Purchase thank you gifts7/24/20207/28/202002400OpenMedium00
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4.5Make sure attendees have good directions7/25/20207/29/202002400OpenMedium00
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51 Week Before Program7/30/20208/5/20200400000
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5.1Give final count to caterer7/30/20207/31/202001600OpenMedium00
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5.2Finalize details with presenter(s)7/31/20208/1/202001600OpenMedium00
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5.3Purchase water, breakfast, and snack items8/1/20208/4/202001600OpenMedium00
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5.4Print nametags, signage, and list of names of registered attendees8/4/20208/5/202001600OpenMedium00
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5.5Assemble folders or information packets8/4/20208/5/20200160000
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5.5.1agenda8/4/20208/5/202001600OpenMedium00
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5.5.2evaluation form8/4/20208/5/202001600OpenMedium00
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5.5.3Wi-Fi password8/4/20208/5/202001600OpenMedium00
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5.5.4other handouts8/4/20208/5/202001600OpenMedium00
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5.6Print list of attendees for registration table checklist8/4/20208/5/202001600OpenMedium00
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6Day of Program8/6/20208/6/2020080000
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6.1Double-check technology and Wi-Fi8/6/20208/6/20200800OpenMedium00
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6.2Set up signage8/6/20208/6/20200800OpenMedium00
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6.3Set up registration table, folders, and giveaway table8/6/20208/6/20200800OpenMedium00
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6.4Make sure coffee service and morning catering is set up8/6/20208/6/20200800OpenMedium00
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6.5Check off attendees8/6/20208/6/20200800OpenMedium00
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6.6Introduce program, any housekeeping items, and introduce speaker8/6/20208/6/20200800OpenMedium00
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6.7Photograph throughout day for newsletter8/6/20208/6/20200800OpenMedium00
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6.8Encourage return of evaluations8/6/20208/6/20200800OpenMedium00
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6.9Distribute giveaways and any door prizes8/6/20208/6/20200800OpenMedium00
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6.10Distribute thank you gifts or checks to presenter(s)8/6/20208/6/20200800OpenMedium00
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7After Program8/7/20208/8/2020080000
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7.1Complete final Activity Budget Proposal and Expense Report8/7/20208/7/20200800OpenMedium00
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7.2Pay any outstanding expenses.8/7/20208/7/20200800OpenMedium00
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7.3Collect and analyze evaluations. Share with planning committee8/7/20208/8/20200800OpenMedium00
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7.4Send copy of evaluation to presenter(s)8/7/20208/7/20200800OpenMedium00
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7.5Send thank you note presenter(s)8/7/20208/7/20200800OpenMedium00
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7.6Include a summary of workshop8/7/20208/7/20200800OpenMedium00
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7.7Follow up on any potential new members8/7/20208/7/20200800OpenMedium00
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7.8Request PowerPoint slides or documents from presenter(s)8/7/20208/7/20200800OpenMedium00
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7.9If you used electronic evaluations, re-send link to participants and give a deadline.8/7/20208/7/20200800OpenMedium00
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