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Conference Planning Checklist

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Conference Planning Checklist

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  1. Conference Planning Checklist Conference Planning Checklist DurationStep Department Task Description Owner Start End Status (Days) Meet with Conference Planning Team for1 Scheduling Executive Event Strategy initial analysis and organization of event Sally 6-Jan-11 35 10-Feb-11 Completed Select Chairs for designated Sub-Teams1 Scheduling Executive Event Strategy to facilitate tasks Jim 10-Feb-11 35 17-Mar-11 On Track1 Scheduling Executive Event Strategy 1st Team Meeting Michael 17-Mar-11 35 21-Apr-11 Overdue1 Scheduling Executive Event Strategy 2nd Team Meeting Tom 21-Apr-11 28 19-May-11 At Risk1 Scheduling Executive Event Strategy 3rd Team Meeting Jim 21-Apr-11 21 12-May-11 Not Started1 Scheduling Executive Event Strategy 4th Team Meeting Sally 10-May-11 21 31-May-11 Not Started1 Scheduling Executive Event Strategy 5th Team Meeting Paul 1-Jun-11 30 1-Jul-11 Not Started1 Scheduling Executive Event Strategy 6th Team Meeting Nancy 1-Jun-11 21 22-Jun-11 Not Started

  2. 1 Scheduling Executive Event Strategy Final Review Meeting Nancy 1-Jun-11 21 22-Jun-11 Not Started Draft Proposed Budget & Present to2 Budget Finance Budget Executives Jim 15-Jun-11 28 13-Jul-11 Not Started Revise Budget based on Feedback from2 Budget Finance Budget Executives Sally 1-Jun-11 49 20-Jul-11 Not Started2 Budget Finance Budget Get Final Approval from Executives Tom 15-Jun-11 21 6-Jul-11 Not Started Distribute Finalized Budget to each Sub-2 Budget Finance Budget Team and monitor progress Nancy 21-Jun-11 21 12-Jul-11 Not Started Research Event Locations specific to the3 Location Events Research number of attendees and budget Sally 15-Jun-11 21 6-Jul-11 Not Started Visit Qualified Locations to make an3 Location Events Research Informed Recommendation to the Team Jim 6-Jul-11 21 27-Jul-11 Not Started3 Location Events Meetings Present Event Locations to Team Michael 15-Jul-11 21 5-Aug-11 Not Started Obtain Feedback from Team and make3 Location Events Meetings Location Decision Paul 15-Jul-11 21 5-Aug-11 Not Started 1 Scheduling Executive Event Strategy Final Review Meeting Nancy 1-Jun-11 21 22-Jun-11 Not Started Draft Proposed Budget & Present to2 Budget Finance Budget Executives Jim 15-Jun-11 28 13-Jul-11 Not Started Revise Budget based on Feedback from2 Budget Finance Budget Executives Sally 1-Jun-11 49 20-Jul-11 Not Started2 Budget Finance Budget Get Final Approval from Executives Tom 15-Jun-11 21 6-Jul-11 Not Started Distribute Finalized Budget to each Sub-2 Budget Finance Budget Team and monitor progress Nancy 21-Jun-11 21 12-Jul-11 Not Started Research Event Locations specific to the3 Location Events Research number of attendees and budget Sally 15-Jun-11 21 6-Jul-11 Not Started Visit Qualified Locations to make an3 Location Events Research Informed Recommendation to the Team Jim 6-Jul-11 21 27-Jul-11 Not Started3 Location Events Meetings Present Event Locations to Team Michael 15-Jul-11 21 5-Aug-11 Not Started Obtain Feedback from Team and make3 Location Events Meetings Location Decision Paul 15-Jul-11 21 5-Aug-11 Not Started

  3. 3 Location Events Event Preparation Negotiate & Sign Contracts with Location Sally 21-Jul-11 28 18-Aug-11 Not Started Make Final Visit to Location to ensure all3 Location Events Event Preparation details are prepared Jim 30-Jul-11 35 3-Sep-11 Not Started4 Decoration/Creative Events Creative Decide on Conference Theme Michael 5-Aug-11 28 2-Sep-11 Not Started Develop Décor and Gift Ideas to go along4 Decoration/Creative Events Creative with Theme Nancy 5-Aug-11 28 2-Sep-11 Not Started4 Decoration/Creative Events Meetings Present Décor and Gift Ideas to Team Michael 10-Apr-11 35 15-May-11 Not Started4 Decoration/Creative Events Meetings Obtain Approval for Décor/Gifts Paul 1-May-11 63 3-Jul-11 Not Started Order Gifts for Attendees & Purchase4 Decoration/Creative Events Event Preparation Decorations Jim 10-Aug-11 21 31-Aug-11 Not Started4 Decoration/Creative Events Creative Create Invitations Tom 15-Aug-11 14 29-Aug-11 Not Started4 Decoration/Creative Events Meetings Present Draft of Invitations to Team Sally 15-Aug-11 14 29-Aug-11 Not Started 3 Location Events Event Preparation Negotiate & Sign Contracts with Location Sally 21-Jul-11 28 18-Aug-11 Not Started Make Final Visit to Location to ensure all3 Location Events Event Preparation details are prepared Jim 30-Jul-11 35 3-Sep-11 Not Started4 Decoration/Creative Events Creative Decide on Conference Theme Michael 5-Aug-11 28 2-Sep-11 Not Started Develop Décor and Gift Ideas to go along4 Decoration/Creative Events Creative with Theme Nancy 5-Aug-11 28 2-Sep-11 Not Started4 Decoration/Creative Events Meetings Present Décor and Gift Ideas to Team Michael 10-Apr-11 35 15-May-11 Not Started4 Decoration/Creative Events Meetings Obtain Approval for Décor/Gifts Paul 1-May-11 63 3-Jul-11 Not Started Order Gifts for Attendees & Purchase4 Decoration/Creative Events Event Preparation Decorations Jim 10-Aug-11 21 31-Aug-11 Not Started4 Decoration/Creative Events Creative Create Invitations Tom 15-Aug-11 14 29-Aug-11 Not Started4 Decoration/Creative Events Meetings Present Draft of Invitations to Team Sally 15-Aug-11 14 29-Aug-11 Not Started

  4. Obtain Approval & Finalize Invitation4 Decoration/Creative Events Meetings Design Jim 1-Aug-11 28 29-Aug-11 Not Started4 Decoration/Creative Events Event Preparation Have Invitations Made Tom 1-Aug-11 21 22-Aug-11 Not Started Obtain Approval & Finalize Invitation4 Decoration/Creative Events Meetings Design Jim 1-Aug-11 28 29-Aug-11 Not Started4 Decoration/Creative Events Event Preparation Have Invitations Made Tom 1-Aug-11 21 22-Aug-11 Not Started

  5. Event Preparation Meetings Meetings Creative Event Preparation Meetings Meetings Creative Creative Event Preparation Event Preparation Meetings Meetings Research Research Budget Budget Budget Budget Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy2-Jan-11 21-Feb-11 12-Apr-11 1-Jun-11 21-Jul-11 9-Sep-11 Event Preparation Meetings Meetings Creative Event Preparation Meetings Meetings Creative Creative Event Preparation Event Preparation Meetings Meetings Research Research Budget Budget Budget Budget Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy Event Strategy2-Jan-11 21-Feb-11 12-Apr-11 1-Jun-11 21-Jul-11 9-Sep-11

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