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4 | Event Strategic Plan | 4/11/2023 | ||||||||||||||||||||||||
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: | 4/12/2023 | 4/24/2023 | 0 | 64 | 0 | 0 | 0 | 0 | ||||||||||||||||
7 | 1.1 | Investigate possible dates for the program. | 4/12/2023 | 4/14/2023 | 0 | 8 | 0 | 0 | 0 | 0 | ||||||||||||||||
8 | 1.1.1 | Check Calendar for all events | 4/12/2023 | 4/14/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
9 | 1.2 | Reserve the necessary facilities, including rain location. | 4/13/2023 | 4/15/2023 | 0 | 16 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
10 | 1.3 | Review your budget | 4/14/2023 | 4/15/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
11 | 1.4 | Request a sample contract | 4/15/2023 | 4/16/2023 | 0 | 8 | 0 | 0 | Open | Medium | 1.3 | 0 | 0 | |||||||||||||
12 | 1.5 | Allocate resources | 4/16/2023 | 4/17/2023 | 0 | 8 | 0 | 0 | Open | Medium | 1.4 | 0 | 0 | |||||||||||||
13 | 1.6 | Meet with your advisor | 4/17/2023 | 4/18/2023 | 0 | 8 | 0 | 0 | Open | Medium | 1.5 | 0 | 0 | |||||||||||||
14 | 1.7 | Develop a marketing plan | 4/19/2023 | 4/23/2023 | 0 | 16 | 0 | 0 | 0 | 0 | ||||||||||||||||
15 | 1.7.1 | Collaborative opportunities | 4/19/2023 | 4/21/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
16 | 1.7.2 | Obtain necessary quotes on printing and other services | 4/20/2023 | 4/21/2023 | 0 | 8 | 0 | 0 | Open | Medium | 1.7.1 | 0 | 0 | |||||||||||||
17 | 1.7.3 | Design and order printed publicity pieces | 4/21/2023 | 4/22/2023 | 0 | 8 | 0 | 0 | Open | Medium | 1.7.2 | 0 | 0 | |||||||||||||
18 | 1.7.4 | Reserve information tables | 4/22/2023 | 4/23/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
19 | 1.8 | Obtain sample catering menus | 4/23/2023 | 4/24/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
20 | 2 | 6-8 weeks prior to the event: | 4/24/2023 | 5/9/2023 | 7 | 96 | 0 | 0 | 0 | 0 | ||||||||||||||||
21 | 2.1 | Obtain all signed contracts | 4/24/2023 | 4/24/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
22 | 2.2 | Contracts, vendor invoices, etc. | 4/25/2023 | 4/25/2023 | 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 | 4/25/2023 | 4/25/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
25 | 2.5 | Review facility policies regarding programs, noise, food, and special situations | 4/28/2023 | 4/28/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
26 | 2.6 | Regarding special needs | 4/30/2023 | 5/7/2023 | 0 | 48 | 0 | 0 | 0 | 0 | ||||||||||||||||
27 | 2.6.1 | Electrician | 4/30/2023 | 4/30/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
28 | 2.6.2 | Security | 5/1/2023 | 5/1/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
29 | 2.6.3 | Additional staffing required | 5/2/2023 | 5/2/2023 | 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 | 2.6.3 | 0 | 0 | |||||||||||||
31 | 2.6.5 | Grills | 5/2/2023 | 5/2/2023 | 0 | 8 | 0 | 0 | Open | Medium | 2.6.4 | 0 | 0 | |||||||||||||
32 | 2.6.6 | Balloons/helium | 5/5/2023 | 5/5/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
33 | 2.6.7 | Amplified sound | 5/6/2023 | 5/6/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
34 | 2.6.8 | Special staging | 5/7/2023 | 5/7/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
35 | 2.7 | Order any additional equipment/materials | 5/8/2023 | 5/8/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
36 | 2.8 | Submit event information | 5/9/2023 | 5/9/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
37 | 2.9 | Place order with the caterer | 5/9/2023 | 5/9/2023 | 100 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
38 | 3 | 5-6 weeks prior to the event: | 5/12/2023 | 5/14/2023 | 0 | 24 | 0 | 0 | 2.9 | 0 | 0 | |||||||||||||||
39 | 3.1 | Submit printed publicity for posting | 5/12/2023 | 5/12/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
40 | 3.2 | Submit reservation for table tents, if applicable | 5/13/2023 | 5/13/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
41 | 3.3 | Confirm reservation of information tables | 5/14/2023 | 5/14/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
42 | 4 | 4 weeks prior to the event | 5/15/2023 | 5/19/2023 | 0 | 24 | 0 | 0 | 3.3 | 0 | 0 | |||||||||||||||
43 | 4.1 | Review the budget | 5/15/2023 | 5/15/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
44 | 4.2 | Recruit volunteers for all aspects of upcoming event | 5/16/2023 | 5/16/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
45 | 4.3 | Request any necessary checks | 5/19/2023 | 5/19/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
46 | 5 | 2 weeks prior to the event | 5/20/2023 | 5/26/2023 | 20 | 40 | 0 | 0 | 4 | 0 | 0 | |||||||||||||||
47 | 5.1 | Discuss any needed changes in room configuration | 5/20/2023 | 5/20/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
48 | 5.2 | Finalize necessary security/staffing arrangements | 5/21/2023 | 5/21/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
49 | 5.3 | Review all necessary confirmations | 5/22/2023 | 5/22/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
50 | 5.4 | Meet with advisor for an update on your progress | 5/23/2023 | 5/23/2023 | 100 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
51 | 5.5 | Review any special rules | 5/26/2023 | 5/26/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
52 | 6 | 1 week prior to the event | 5/27/2023 | 6/2/2023 | 0 | 40 | 0 | 0 | 5 | 0 | 0 | |||||||||||||||
53 | 6.1 | Contact the contractors to confirm all event details | 5/27/2023 | 5/27/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
54 | 6.2 | Determine who is meeting the entertainment/guest | 5/28/2023 | 5/28/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
55 | 6.3 | When, and where Provide maps/directions as needed | 5/29/2023 | 5/29/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
56 | 6.4 | Review all responsibilities | 5/30/2023 | 5/30/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
57 | 6.5 | Make final arrangements | 6/2/2023 | 6/2/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
58 | 6.6 | Make any final catering arrangements | 6/2/2023 | 6/2/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
59 | 7 | Day before the event | 6/3/2023 | 6/5/2023 | 0 | 24 | 0 | 0 | 6 | 0 | 0 | |||||||||||||||
60 | 7.1 | Pick up vendor(s) check(s) | 6/3/2023 | 6/3/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
61 | 7.2 | Make any final purchases | 6/4/2023 | 6/4/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
62 | 7.3 | Determine who will introduce the entertainment/guest | 6/5/2023 | 6/5/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
63 | 8 | Day of the event | 6/7/2023 | 6/12/2023 | 0 | 32 | 0 | 0 | 0 | 0 | ||||||||||||||||
64 | 8.1 | Responsible party to meets with caterer, vendors, speaker, entertainer | 6/7/2023 | 6/9/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
65 | 8.2 | Decorate/prepare room as appropriate | 6/10/2023 | 6/10/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
66 | 8.3 | Don’t forget the check(s) | 6/11/2023 | 6/11/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
67 | 8.4 | Enjoy the event! | 6/12/2023 | 6/12/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
68 | 9 | After the event | 6/13/2023 | 6/16/2023 | 0 | 16 | 0 | 0 | 8 | 0 | 0 | |||||||||||||||
69 | 9.1 | Clean up the area | 6/13/2023 | 6/13/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
70 | 9.2 | Facility shutdown | 6/16/2023 | 6/16/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
71 | 10 | 1-2 days after the event | 6/17/2023 | 6/23/2023 | 0 | 40 | 0 | 0 | 0 | 0 | ||||||||||||||||
72 | 10.1 | Complete an event profile | 6/17/2023 | 6/17/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
73 | 10.2 | File notes with the event profile | 6/18/2023 | 6/18/2023 | 0 | 8 | 0 | 0 | Open | Medium | 10.1 | 0 | 0 | |||||||||||||
74 | 10.3 | Submit any final receipts for payment | 6/18/2023 | 6/18/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
75 | 10.4 | Send thank-you notes to anyone who helped | 6/19/2023 | 6/19/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
76 | 10.5 | Ensure there were no problems | 6/20/2023 | 6/20/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
77 | 10.6 | Make sure all contractors/vendors have received payment | 6/23/2023 | 6/23/2023 | 0 | 8 | 0 | 0 | Open | Medium | 0 | 0 | ||||||||||||||
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79 | This document has been created with the help of https://ganttpro.com online service | |||||||||||||||||||||||||
80 | You are free to use the document for your purposes with no limitations. To edit it, please, create a copy or use https://ganttpro.com | |||||||||||||||||||||||||
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