Event Planning Worksheet

Co WBS Number Task name / Title Assigned to Planned start Planned end d Deadline
1 8 weeks or more prior to the event: 7/12/2024 7/26/2024
1.1 Investigate possible dates for the progr 7/12/2024 7/12/2024
1.1.1 Check Calendar for all events 7/12/2024 7/12/2024
1.2 Reserve the necessary facilities, including 7/13/2024 7/13/2024
1.3 Review your budget 7/14/2024 7/14/2024
1.4 Request a sample contract 7/15/2024 7/15/2024
1.5 Allocate resources 7/16/2024 7/16/2024
1.6 Meet with your advisor 7/19/2024 7/19/2024
1.7 Develop a marketing plan 7/20/2024 7/23/2024
1.7.1 Collaborative opportunities 7/20/2024 7/20/2024
1.7.2 Obtain necessary quotes on printing and other serv 7/21/2024 7/21/2024
1.7.3 Design and order printed publicity pieces 7/22/2024 7/22/2024
1.7.4 Reserve information tables 7/23/2024 7/23/2024
1.8 Obtain sample catering menus 7/26/2024 7/26/2024
2 6-8 weeks prior to the event: 7/26/2024 8/9/2024
2.1 Obtain all signed contracts 7/26/2024 7/26/2024
2.2 Contracts, vendor invoices, etc. 7/27/2024 7/27/2024
2.3 Order printed publicity (posters, table ten 7/28/2024 7/28/2024
2.4 Order A/V equipment 7/29/2024 7/29/2024
2.5 Review facility policies regarding program 7/30/2024 7/30/2024
2.6 Regarding special needs 7/30/2024 8/6/2024
2.6.1 electrician 7/30/2024 7/30/2024
2.6.2 security 8/2/2024 8/2/2024
2.6.3 additional staffing required 8/3/2024 8/3/2024
2.6.4 rented equipment 8/4/2024 8/4/2024
2.6.5 grills 8/5/2024 8/5/2024
2.6.6 balloons/helium 8/6/2024 8/6/2024
2.6.7 amplified sound 8/6/2024 8/6/2024
2.6.8 special staging 8/6/2024 8/6/2024
2.7 Order any additional equipment/material 8/9/2024 8/9/2024
2.8 Submit event information 8/9/2024 8/9/2024
2.9 Place order with the caterer 8/9/2024 8/9/2024
3 5-6 weeks prior to the event: 8/10/2024 8/12/2024
3.1 Submit printed publicity for posting 8/10/2024 8/10/2024
3.2 Submit reservation for table tents, if appl 8/11/2024 8/11/2024
3.3 Confirm reservation of information table 8/12/2024 8/12/2024
4 4 weeks prior to the event 8/16/2024 8/18/2024
4.1 Review the budget 8/16/2024 8/16/2024
4.2 Recruit volunteers for all aspects of upc 8/17/2024 8/17/2024
4.3 Request any necessary checks 8/18/2024 8/18/2024
 5 2 weeks prior to the event 8/18/2024 8/23/2024
5.1 Discuss any needed changes in room conf 8/18/2024 8/18/2024
5.2 Finalize necessary security/staffing arra 8/19/2024 8/19/2024
5.3 Review all necessary confirmations 8/20/2024 8/20/2024
5.4 Meet with advisor for an update on your 8/23/2024 8/23/2024
5.5 Review any special rules 8/23/2024 8/23/2024
6 1 week prior to the event 8/24/2024 8/30/2024
6.1 Contact the contractors to confirm all eve 8/24/2024 8/24/2024
6.2 Determine who is meeting the entertain 8/25/2024 8/25/2024
6.3 When, and where Provide maps/directio 8/26/2024 8/26/2024
6.4 Review all responsibilities 8/27/2024 8/27/2024
6.5 Make final arrangements 8/30/2024 8/30/2024
6.6 Make any final catering arrangements 8/30/2024 8/30/2024
7 Day before the event 8/31/2024 9/2/2024
7.1 Pick up vendor(s) check(s) 8/31/2024 8/31/2024
7.2 Make any final purchases 9/1/2024 9/1/2024
7.3 Determine who will introduce the entert 9/2/2024 9/2/2024
8 Day of the event 9/6/2024 9/10/2024
8.1 Responsible party to meets with caterer, 9/6/2024 9/6/2024
8.2 Decorate/prepare room as appropriate 9/7/2024 9/7/2024
8.3 Don’t forget the check(s) 9/8/2024 9/9/2024
8.4 Enjoy the event! 9/10/2024 9/10/2024
9 After the event 9/13/2024 9/15/2024
9.1 Clean up the area 9/13/2024 9/14/2024
9.2 Facility shutdown 9/15/2024 9/15/2024
10 1-2 days after the event 9/16/2024 9/22/2024
10.1 Complete an event profile 9/16/2024 9/16/2024
10.2 File notes with the event profile 9/16/2024 9/16/2024
10.3 Submit any final receipts for payment 9/17/2024 9/17/2024
10.4 Send thank-you notes to anyone who he 9/20/2024 9/20/2024
10.5 Ensure there were no problems 9/21/2024 9/21/2024
10.6 Make sure all contractors/vendors have 9/22/2024 9/22/2024

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7/9/2024
Progress (% Duration ( Estimated Time log ( Status Priority Task descripti Predecessor Cost
0 88 0 0 0
0 8 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 32 0 0 1 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 88 0 0 1.7 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 48 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 2.6.4 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 2.6.8 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 24 0 0 2.9 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 24 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
 0 32 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 40 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 24 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 40 0 0 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 16 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 24 0 0 8.4 0
0 16 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 40 0 0 9.2 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0
0 8 0 0 Open Medium 0

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7/9/2024
Actual cost
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