Conference Planning Checklist by demandmetric

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									                                                                                                                               Conference Planning Checklist

Instructions

1. Data from the "Conference Planning Checklist" tab automatically creates a Gantt Chart on the "Gantt Chart" tab.



2. Simply edit the Step, Department, Task, Description, Owner, Start, Duration, End, and Status fields.


3. We have created drop-down lists to show you how to make this tool very user friendly. If you need help editing drop down lists or color coding, please visit:
http://blog.demandmetric.com/category/excel-help/


4. Once you enter the Start date of a task and the Duration (# days), the End date will automatically be calculated.


5. You can use the filters at the top of each column on the "Conference Planning Checklist" tab to drill down on specific items and create a custom report, such as what are all of our
"Overdue" tasks.


6. If you have any difficulties, you can always contact product support at info@demandmetric.com
                                                                                                        Conference Planning Checklist
                                                                                                                    Duration
Step                    Department       Task         Description                             Owner       Start                  End         Status
                                                                                                                     (Days)

                                                      Meet with Conference Planning
1 Scheduling             Executive   Event Strategy   Team for initial analysis and            Sally     6-Jan-11      35      10-Feb-11   Completed
                                                      organization of event



                                                      Select Chairs for designated Sub-
1 Scheduling             Executive   Event Strategy                                            Jim      10-Feb-11      35      17-Mar-11    On Track
                                                      Teams to facilitate tasks




1 Scheduling             Executive   Event Strategy   1st Team Meeting                        Michael   17-Mar-11      35      21-Apr-11    Overdue




1 Scheduling             Executive   Event Strategy   2nd Team Meeting                         Tom      21-Apr-11      28      19-May-11    At Risk




1 Scheduling             Executive   Event Strategy   3rd Team Meeting                         Jim      21-Apr-11      21      12-May-11   Not Started




1 Scheduling             Executive   Event Strategy   4th Team Meeting                         Sally    10-May-11      21      31-May-11   Not Started




1 Scheduling             Executive   Event Strategy   5th Team Meeting                         Paul      1-Jun-11      30       1-Jul-11   Not Started




1 Scheduling             Executive   Event Strategy   6th Team Meeting                        Nancy      1-Jun-11      21      22-Jun-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 to
2 Budget                  Finance       Budget                                                 Jim      15-Jun-11      28      13-Jul-11   Not Started
                                                      Executives




                                                      Revise Budget based on Feedback
2 Budget                  Finance       Budget                                                 Sally     1-Jun-11      49      20-Jul-11   Not Started
                                                      from Executives




2 Budget                  Finance       Budget        Get Final Approval from Executives       Tom      15-Jun-11      21       6-Jul-11   Not Started



                                                      Distribute Finalized Budget to each
2 Budget                  Finance       Budget                                                Nancy     21-Jun-11      21      12-Jul-11   Not Started
                                                      Sub-Team and monitor progress



                                                      Research Event Locations specific
3 Location                Events       Research       to the number of attendees and           Sally    15-Jun-11      21       6-Jul-11   Not Started
                                                      budget


                                                      Visit Qualified Locations to make an
3 Location                Events       Research       Informed Recommendation to the           Jim       6-Jul-11      21      27-Jul-11   Not Started
                                                      Team




3 Location                Events       Meetings       Present Event Locations to Team         Michael   15-Jul-11      21      5-Aug-11    Not Started



                                                      Obtain Feedback from Team and
3 Location                Events       Meetings                                                Paul     15-Jul-11      21      5-Aug-11    Not Started
                                                      make Location Decision




                                         Event        Negotiate & Sign Contracts with
3 Location                Events                                                               Sally    21-Jul-11      28      18-Aug-11   Not Started
                                      Preparation     Location




                                         Event        Make Final Visit to Location to
3 Location                Events                                                               Jim      30-Jul-11      35      3-Sep-11    Not Started
                                      Preparation     ensure all details are prepared




4 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
4 Decoration/Creative     Events        Creative                                              Nancy      5-Aug-11      28      2-Sep-11    Not Started
                                                      along with Theme




                                                      Present Décor and Gift Ideas to
4 Decoration/Creative     Events       Meetings                                               Michael   10-Apr-11      35      15-May-11   Not Started
                                                      Team




4 Decoration/Creative     Events       Meetings       Obtain Approval for Décor/Gifts          Paul     1-May-11       63       3-Jul-11   Not Started



                                         Event        Order Gifts for Attendees &
4 Decoration/Creative     Events                                                               Jim      10-Aug-11      21      31-Aug-11   Not Started
                                      Preparation     Purchase Decorations




4 Decoration/Creative     Events        Creative      Create Invitations                       Tom      15-Aug-11      14      29-Aug-11   Not Started




4 Decoration/Creative     Events       Meetings       Present Draft of Invitations to Team     Sally    15-Aug-11      14      29-Aug-11   Not Started



                                                      Obtain Approval & Finalize Invitation
4 Decoration/Creative     Events       Meetings                                                Jim       1-Aug-11      28      29-Aug-11   Not Started
                                                      Design




                                         Event
4 Decoration/Creative     Events                      Have Invitations Made                    Tom       1-Aug-11      21      22-Aug-11   Not Started
                                      Preparation




                                         Event
4 Decoration/Creative     Events                      Send Invitations out to Attendees        Tom       1-Aug-11      21      22-Aug-11   Not Started
                                      Preparation
                                                            Design Attendee Apparel (T-Shirt,
4 Decoration/Creative            Events       Creative                                                Tom   1-Aug-11   21   22-Aug-11   Not Started
                                                            Hat, etc.)




                                                            Present Apparel Design to Team &
4 Decoration/Creative            Events       Meetings                                                Tom   1-Aug-11   21   22-Aug-11   Not Started
                                                            Obtain Approval




                                                Event
4 Decoration/Creative            Events                     Order Attendee Apparel                    Tom   1-Aug-11   21   22-Aug-11   Not Started
                                             Preparation




4 Decoration/Creative            Events       Creative      Create All Sinage for Event               Tom   1-Aug-11   21   22-Aug-11   Not Started



                                                Event       Order Name Badges & Landyards for
4 Decoration/Creative            Events                                                               Tom   1-Aug-11   21   22-Aug-11   Not Started
                                             Preparation    Attendees


                                                            Ensure all decorations, gifts, apparel,
                                                Event       signage, and name badges are
4 Decoration/Creative            Events                                                               Tom   1-Aug-11   21   22-Aug-11   Not Started
                                             Preparation    prepared and delivered to location
                                                            for conference


                                                            Reserve Speakers for Day
5 Entertainment/Activites        Events     Entertainment                                             Tom   1-Aug-11   21   22-Aug-11   Not Started
                                                            Entertainment




                                                            Book DJ/Band for Evening
5 Entertainment/Activites        Events     Entertainment                                             Tom   1-Aug-11   21   22-A
								
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