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Event Operations Example
Young Women's Advisory Council Community Event | ~25 attendees

Role: Organizing and deligating tasks, addressing gaps/blocks, timelines, stakeholder communication

Purpose: Demonstrates project management and operational planning
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GOALDELIVERABLESWHENACTIVITIESDUE BYRESPONSIBLEPHASENOTES
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Produce a Community Open Mic NightSecure a location5/15/2026Research and call locations to identify 2-3 options4/27/2026Event LeadsNot Started
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Visit the venues5/9/2026Event LeadsStarted
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Make a final decision for the location5/12/2026Manager & Event LeadsWaiting (tagged in notes)
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Complete all necessary paperwork/contracts5/15/2026Manager & Event LeadsFinished
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Secure talent6/1/2026Reach out to venues that regularly host open mic nights4/27/26Marketing TeamBlocked
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Google Form Talent Sign Up4/27/2026Marketing Team​
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Find a mix-master/DJ for in between sets 5/30/2026Event Leads​
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Finalize talent list & send out times6/1/2026Event Leads w/ Marketing support​
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Write talent intros6/12/2026Event Leads w/ Marketing support​
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Reminders to talent + DJ6/17/2026Event Leads​
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Reminders to talent + DJ6/10/2026Event Leads​
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Tip Jars for the talent + small gifts6/10/2026Manager & Event Leads​
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Marketing plan6/1/2026Flyer completion 5/19/2026Marketing Team​
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CWUW Newsletter & other forms of Event Announcement 5/20/2026Manager​
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Contact Mirror Indy & Indy Recorder with Media Advisory/PSA5/20/2026Event Leads w/ Marketing support​
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Partner, volunteer, stakeholder outreach 5/20/2026 - 6/20/2026Event Leads w/ Marketing support​
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Social Media Event Announcement5/20/2026Marketing Team​
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Reach out to networks to invite as audience5/20/2026Marketing Team​
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Social Media Campaign5/20/2026Marketing Team​
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Social Media week before reminder6/12/2026Marketing Team​
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Social Media 2 day before reminder6/18/2026Marketing Team​
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Social Media day of reminder6/20/2026Marketing Team​
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Secure details for the day of the event6/16/2026Confirm someone from the organization will be there5/12/2026Manager​
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Confirm parking, directions, and building details5/12/2026Event Leads​
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Confirm sound 5/12/2026Event Leads​
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Confirm food5/15/2026Manager & Event Leads​
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Purchase any needed supplies5/30/2026Manager & Event Leads​
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Eventbrite week before reminder6/12/2026Event Leads w/ Marketing support​
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Eventbrite 2 day before reminder6/18/2026Event Leads w/ Marketing support​
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Pack Supplies6/18/2026Manager & Event Leads​
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Eventbrite day of reminder6/20/2026Event Leads w/ Marketing support​
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Live Stream or stories day of setting up 6/20/2026Marketing Team​
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Take photos and develop up to 3 posts after event 6/20 - 6/30Marketing Team​