Conference Planning Checklist

	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q	R
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4	Conference Planning Checklist									3/7/2023
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 Before Conference				3/8/2023	3/18/2023		0	56	0	0				0	0
7		1.1		Open registration			3/8/2023	3/9/2023		0	8	0	0	Open	Medium		0	0
8		1.2		Make sure the information on registration form is consistent			3/11/2023	3/11/2023		0	8	0	0	Open	Medium		0	0
9		1.3		Initiate arrangements with caterer			3/11/2023	3/11/2023		0	8	0	0	Open	Medium		0	0
10		1.4		Design a PDF flyer			3/11/2023	3/11/2023		0	8	0	0	Open	Medium		0	0
11		1.5		Verify driving directions to be included in PR			3/12/2023	3/12/2023		0	8	0	0	Open	Medium		0	0
12		1.6		Send PR information to PR Coordinator			3/13/2023	3/15/2023		0	24	0	0				0	0
13		1.6.1			release times		3/13/2023	3/13/2023		0	8	0	0	Open	Medium		0	0
14		1.6.2			suggested text, including PDF flyer link		3/14/2023	3/14/2023		0	8	0	0	Open	Medium		0	0
15		1.6.3			Update social media with Conference details.		3/15/2023	3/15/2023		0	8	0	0	Open	Medium		0	0
16		1.7		Confirm arrangements with presenter(s)			3/18/2023	3/18/2023		0	8	0	0	Open	Medium		0	0
17		1.8		Request presenter photo and bio for PR			3/18/2023	3/18/2023		0	8	0	0	Open	Medium		0	0
18		2	6 Weeks Before Conference				3/20/2023	3/26/2023		20	40	0	0				0	0
19		2.1		Promote weekly via PR Coordinator on relevant listservs and social media			3/20/2023	3/21/2023		0	8	0	0	Open	Medium		0	0
20		2.2		Request giveaways, folders, emergency kit			3/21/2023	3/21/2023		0	8	0	0	Open	Medium		0	0
21		2.3		Photocopy all registration checks			3/22/2023	3/22/2023		0	8	0	0	Open	Medium		0	0
22		2.4		Keep copies of all receipts, bills, and contracts.			3/25/2023	3/25/2023		100	8	0	0	Open	Medium		0	0
23		2.5		Make sure committee registers			3/26/2023	3/26/2023		0	8	0	0	Open	Medium		0	0
24		3	4 Weeks Before Conference				3/27/2023	4/2/2023		0	40	0	0				0	0
25		3.1		Confirm arrangements with venue			3/27/2023	3/29/2023		0	24	0	0				0	0
26		3.1.1			technology		3/27/2023	3/27/2023		0	8	0	0	Open	Medium		0	0
27		3.1.2			parking hours		3/28/2023	3/28/2023		0	8	0	0	Open	Medium		0	0
28		3.1.3			etc.		3/29/2023	3/29/2023		0	8	0	0	Open	Medium		0	0
29		3.2		Continue promotion, monitor registration.			4/1/2023	4/1/2023		0	8	0	0	Open	Medium		0	0
30		3.3		Develop evaluations			4/2/2023	4/2/2023		0	8	0	0	Open	Medium		0	0
31		4	2 Weeks Before Conference				4/3/2023	4/9/2023		0	40	0	0				0	0
32		4.1		Continue promotion, monitor registration			4/3/2023	4/3/2023		0	8	0	0	Open	Medium		0	0
33		4.2		Confirm committee assignments			4/4/2023	4/4/2023		0	8	0	0	Open	Medium		0	0
34		4.3		Prepare print agenda, evaluation form, receipts, and other handouts.			4/5/2023	4/5/2023		0	8	0	0	Open	Medium		0	0
35		4.4		Purchase thank you gifts			4/8/2023	4/8/2023		0	8	0	0	Open	Medium		0	0
36		4.5		Make sure attendees have good directions			4/9/2023	4/9/2023		0	8	0	0	Open	Medium		0	0
37		5	1 Week Before Conference				4/10/2023	4/19/2023		0	64	0	0				0	0
38		5.1		Give final count to caterer			4/10/2023	4/10/2023		0	8	0	0	Open	Medium		0	0
39		5.2		Finalize details with presenter(s)			4/11/2023	4/11/2023		0	8	0	0	Open	Medium		0	0
40		5.3		Purchase water, breakfast, and snack items			4/12/2023	4/12/2023		0	8	0	0	Open	Medium		0	0
41		5.4		Print nametags, signage, and list of names of registered attendees			4/15/2023	4/15/2023		0	8	0	0	Open	Medium		0	0
42		5.5		Assemble folders or information packets			4/17/2023	4/18/2023		0	16	0	0				0	0
43		5.5.1			agenda		4/17/2023	4/17/2023		0	8	0	0	Open	Medium		0	0
44		5.5.2			evaluation form		4/17/2023	4/17/2023		0	8	0	0	Open	Medium		0	0
45		5.5.3			Wi-Fi password		4/17/2023	4/17/2023		0	8	0	0	Open	Medium		0	0
46		5.5.4			other handouts		4/18/2023	4/18/2023		0	8	0	0	Open	Medium		0	0
47		5.6		Print list of attendees for registration table checklist			4/19/2023	4/19/2023		0	8	0	0	Open	Medium		0	0
48		6	Day of Conference				4/22/2023	4/30/2023		10	56	0	0				0	0
49		6.1		Double-check technology and Wi-Fi			4/22/2023	4/22/2023		0	8	0	0	Open	Medium		0	0
50		6.2		Set up signage			4/23/2023	4/23/2023		0	8	0	0	Open	Medium		0	0
51		6.3		Set up registration table, folders, and giveaway table			4/23/2023	4/23/2023		0	8	0	0	Open	Medium		0	0
52		6.4		Make sure coffee service and morning catering is set up			4/23/2023	4/23/2023		0	8	0	0	Open	Medium		0	0
53		6.5		Check off attendees			4/24/2023	4/24/2023		0	8	0	0	Open	Medium		0	0
54		6.6		Introduce Conference, any housekeeping items, and introduce speaker			4/25/2023	4/25/2023		0	8	0	0	Open	Medium		0	0
55		6.7		Photograph throughout day for newsletter			4/26/2023	4/26/2023		0	8	0	0	Open	Medium		0	0
56		6.8		Encourage return of evaluations			4/29/2023	4/29/2023		0	8	0	0	Open	Medium		0	0
57		6.9		Distribute giveaways and any door prizes			4/30/2023	4/30/2023		0	8	0	0	Open	Medium		0	0
58		6.10		Distribute thank you gifts or checks to presenter(s)			4/30/2023	4/30/2023		100	8	0	0	Open	Medium		0	0
59		7	After Conference				5/1/2023	5/9/2023		0	56	0	0				0	0
60		7.1		Complete final Activity Budget Proposal and Expense Report			5/1/2023	5/1/2023		0	8	0	0	Open	Medium		0	0
61		7.2		Pay any outstanding expenses.			5/2/2023	5/2/2023		0	8	0	0	Open	Medium		0	0
62		7.3		Collect and analyze evaluations. Share with planning committee			5/3/2023	5/3/2023		0	8	0	0	Open	Medium		0	0
63		7.4		Send copy of evaluation to presenter(s)			5/6/2023	5/6/2023		0	8	0	0	Open	Medium		0	0
64		7.5		Send thank you note presenter(s)			5/7/2023	5/7/2023		0	8	0	0	Open	Medium		0	0
65		7.6		Include a summary of Conference			5/7/2023	5/7/2023		0	8	0	0	Open	Medium		0	0
66		7.7		Follow up on any potential new members			5/7/2023	5/7/2023		0	8	0	0	Open	Medium		0	0
67		7.8		Request PowerPoint slides or documents from presenter(s)			5/8/2023	5/8/2023		0	8	0	0	Open	Medium		0	0
68		7.9		If you used electronic evaluations, re-send link to participants and give a deadline.			5/9/2023	5/9/2023		0	8	0	0	Open	Medium		0	0
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