Event Planning Worksheet

	A	B	C	D	E	F	G	H	I	J	K	L	M	N	O	P	Q	R	S
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4	Event Planning Worksheet									4/6/2023
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	Predecessor	Cost	Actual cost
6		1	8 weeks or more prior to the event:				4/9/2023	4/23/2023		0	88	0	0					0	0
7		1.1		Investigate possible dates for the program.			4/9/2023	4/9/2023		0	8	0	0					0	0
8		1.1.1			Check Calendar for all events		4/9/2023	4/9/2023		0	8	0	0	Open	Medium			0	0
9		1.2		Reserve the necessary facilities, including rain location.			4/10/2023	4/10/2023		0	8	0	0	Open	Medium			0	0
10		1.3		Review your budget			4/11/2023	4/11/2023		0	8	0	0	Open	Medium			0	0
11		1.4		Request a sample contract			4/12/2023	4/12/2023		0	8	0	0	Open	Medium			0	0
12		1.5		Allocate resources			4/13/2023	4/13/2023		0	8	0	0	Open	Medium			0	0
13		1.6		Meet with your advisor			4/16/2023	4/16/2023		0	8	0	0	Open	Medium			0	0
14		1.7		Develop a marketing plan			4/17/2023	4/20/2023		0	32	0	0				1	0	0
15		1.7.1			Collaborative opportunities		4/17/2023	4/17/2023		0	8	0	0	Open	Medium			0	0
16		1.7.2			Obtain necessary quotes on printing and other services		4/18/2023	4/18/2023		0	8	0	0	Open	Medium			0	0
17		1.7.3			Design and order printed publicity pieces		4/19/2023	4/19/2023		0	8	0	0	Open	Medium			0	0
18		1.7.4			Reserve information tables		4/20/2023	4/20/2023		0	8	0	0	Open	Medium			0	0
19		1.8		Obtain sample catering menus			4/23/2023	4/23/2023		0	8	0	0	Open	Medium			0	0
20		2	6-8 weeks prior to the event:				4/23/2023	5/7/2023		0	88	0	0				1.7	0	0
21		2.1		Obtain all signed contracts			4/23/2023	4/23/2023		0	8	0	0	Open	Medium			0	0
22		2.2		Contracts, vendor invoices, etc.			4/24/2023	4/24/2023		0	8	0	0	Open	Medium			0	0
23		2.3		Order printed publicity (posters, table tents, etc.)			4/25/2023	4/25/2023		0	8	0	0	Open	Medium			0	0
24		2.4		Order A/V equipment			4/26/2023	4/26/2023		0	8	0	0	Open	Medium			0	0
25		2.5		Review facility policies regarding programs, noise, food, and special situations			4/27/2023	4/27/2023		0	8	0	0	Open	Medium			0	0
26		2.6		Regarding special needs			4/27/2023	5/4/2023		0	48	0	0					0	0
27		2.6.1			electrician		4/27/2023	4/27/2023		0	8	0	0	Open	Medium			0	0
28		2.6.2			security		4/30/2023	4/30/2023		0	8	0	0	Open	Medium			0	0
29		2.6.3			additional staffing required		5/1/2023	5/1/2023		0	8	0	0	Open	Medium			0	0
30		2.6.4			rented equipment		5/2/2023	5/2/2023		0	8	0	0	Open	Medium			0	0
31		2.6.5			grills		5/3/2023	5/3/2023		0	8	0	0	Open	Medium		2.6.4	0	0
32		2.6.6			balloons/helium		5/4/2023	5/4/2023		0	8	0	0	Open	Medium			0	0
33		2.6.7			amplified sound		5/4/2023	5/4/2023		0	8	0	0	Open	Medium			0	0
34		2.6.8			special staging		5/4/2023	5/4/2023		0	8	0	0	Open	Medium			0	0
35		2.7		Order any additional equipment/materials			5/7/2023	5/7/2023		0	8	0	0	Open	Medium		2.6.8	0	0
36		2.8		Submit event information			5/7/2023	5/7/2023		0	8	0	0	Open	Medium			0	0
37		2.9		Place order with the caterer			5/7/2023	5/7/2023		0	8	0	0	Open	Medium			0	0
38		3	5-6 weeks prior to the event:				5/8/2023	5/10/2023		0	24	0	0				2.9	0	0
39		3.1		Submit printed publicity for posting			5/8/2023	5/8/2023		0	8	0	0	Open	Medium			0	0
40		3.2		Submit reservation for table tents, if applicable			5/9/2023	5/9/2023		0	8	0	0	Open	Medium			0	0
41		3.3		Confirm reservation of information tables			5/10/2023	5/10/2023		0	8	0	0	Open	Medium			0	0
42		4	4 weeks prior to the event				5/14/2023	5/16/2023		0	24	0	0					0	0
43		4.1		Review the budget			5/14/2023	5/14/2023		0	8	0	0	Open	Medium			0	0
44		4.2		Recruit volunteers for all aspects of upcoming event			5/15/2023	5/15/2023		0	8	0	0	Open	Medium			0	0
45		4.3		Request any necessary checks			5/16/2023	5/16/2023		0	8	0	0	Open	Medium			0	0
46		5	2 weeks prior to the event				5/16/2023	5/21/2023		0	32	0	0					0	0
47		5.1		Discuss any needed changes in room configuration			5/16/2023	5/16/2023		0	8	0	0	Open	Medium			0	0
48		5.2		Finalize necessary security/staffing arrangements			5/17/2023	5/17/2023		0	8	0	0	Open	Medium			0	0
49		5.3		Review all necessary confirmations			5/18/2023	5/18/2023		0	8	0	0	Open	Medium			0	0
50		5.4		Meet with advisor for an update on your progress			5/21/2023	5/21/2023		0	8	0	0	Open	Medium			0	0
51		5.5		Review any special rules			5/21/2023	5/21/2023		0	8	0	0	Open	Medium			0	0
52		6	1 week prior to the event				5/22/2023	5/28/2023		0	40	0	0					0	0
53		6.1		Contact the contractors to confirm all event details			5/22/2023	5/22/2023		0	8	0	0	Open	Medium			0	0
54		6.2		Determine who is meeting the entertainment/guest			5/23/2023	5/23/2023		0	8	0	0	Open	Medium			0	0
55		6.3		When, and where Provide maps/directions as needed			5/24/2023	5/24/2023		0	8	0	0	Open	Medium			0	0
56		6.4		Review all responsibilities			5/25/2023	5/25/2023		0	8	0	0	Open	Medium			0	0
57		6.5		Make final arrangements			5/28/2023	5/28/2023		0	8	0	0	Open	Medium			0	0
58		6.6		Make any final catering arrangements			5/28/2023	5/28/2023		0	8	0	0	Open	Medium			0	0
59		7	Day before the event				5/29/2023	5/31/2023		0	24	0	0					0	0
60		7.1		Pick up vendor(s) check(s)			5/29/2023	5/29/2023		0	8	0	0	Open	Medium			0	0
61		7.2		Make any final purchases			5/30/2023	5/30/2023		0	8	0	0	Open	Medium			0	0
62		7.3		Determine who will introduce the entertainment/guest			5/31/2023	5/31/2023		0	8	0	0	Open	Medium			0	0
63		8	Day of the event				6/4/2023	6/8/2023		0	40	0	0					0	0
64		8.1		Responsible party to meets with caterer, vendors, speaker, entertainer			6/4/2023	6/4/2023		0	8	0	0	Open	Medium			0	0
65		8.2		Decorate/prepare room as appropriate			6/5/2023	6/5/2023		0	8	0	0	Open	Medium			0	0
66		8.3		Don’t forget the check(s)			6/6/2023	6/7/2023		0	16	0	0	Open	Medium			0	0
67		8.4		Enjoy the event!			6/8/2023	6/8/2023		0	8	0	0	Open	Medium			0	0
68		9	After the event				6/11/2023	6/13/2023		0	24	0	0				8.4	0	0
69		9.1		Clean up the area			6/11/2023	6/12/2023		0	16	0	0	Open	Medium			0	0
70		9.2		Facility shutdown			6/13/2023	6/13/2023		0	8	0	0	Open	Medium			0	0
71		10	1-2 days after the event				6/14/2023	6/20/2023		0	40	0	0				9.2	0	0
72		10.1		Complete an event profile			6/14/2023	6/14/2023		0	8	0	0	Open	Medium			0	0
73		10.2		File notes with the event profile			6/14/2023	6/14/2023		0	8	0	0	Open	Medium			0	0
74		10.3		Submit any final receipts for payment			6/15/2023	6/15/2023		0	8	0	0	Open	Medium			0	0
75		10.4		Send thank-you notes to anyone who helped			6/18/2023	6/18/2023		0	8	0	0	Open	Medium			0	0
76		10.5		Ensure there were no problems			6/19/2023	6/19/2023		0	8	0	0	Open	Medium			0	0
77		10.6		Make sure all contractors/vendors have received payment			6/20/2023	6/20/2023		0	8	0	0	Open	Medium			0	0
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