Example Event Gantt Chart

Event / Activity - Celebration dinner

Project Manager - Joe Thompson
January February March April Week beginning 21 April

W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C W/C
Activity Week Commencing Lead 30.12 6.1 13.1 20.1 27.1 3.2 10.2 17.2 24.2 3.3 10.3 17.3 21.3 31.3 7.4 14.4 21.4 21-Apr 22-Apr 23-Apr 24-Apr

Agree event objectives and measurement John Smith

Planning and evaluation

Agree meetings schedule Helen Jones

Assign leads for each task / group of tasks

Consider additional staffing requirements
Complete draft budget template
Draft event programme
Gain approval from senior management for
programme
Collate measurement - eg, number of
attendees, volume of press coverage
Produce summary report for internal teams/
management
Draft guest list
Guest list / attendance

Organise event registration / RSVP process

Send invitation / publicise event
Collate responses
Confirm special access requirements
Produce attendance list

Follow up communication with key contacts

Identify VIP attendees
Confirm date in VIP diary
VIPs

Confirm VIP special requirements eg,

accommodation, transport
Appoint VIIP liaison for on the day
Send thank yous
Draft programme
Confirm host
Book entertainment/ music
Scope speakers
Programme

Identify speaker availability

Produce speaker briefings
Arrange speaker transport
Organise accommodation
Appoint speaker liaison for on the day
Confirm programme
Send thank yous to speakers
Scope venues
Book venue
Inform / liaise with facilities
Venue

Complete risk assessment

Organise AV - inform ISS
Organise set dressing
Venue Inform cleaners (if campus)
Arrange car parking

Obtain quote
Catering

View and agree menu

Confirm special dietary requirements
Confirm final numbers
Design promotion/ invitations
Communications

Print promotion / invitations

Distribute promotion / invitations
Book photographer / video recording
Organise internal communications
Promote via social media
Post event promotion