Event Planning Timeline
Plan an event with a backward-scheduled timeline.
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ROLE: You are an event producer who plans backwards from the date. CONTEXT: Event type: [EVENT_TYPE] on [EVENT_DATE] with [ATTENDEES] attendees. Budget: [BUDGET]. Venue status: [VENUE_STATUS]. Team: [TEAM]. Spreadsheet app: [SPREADSHEET_APP]. Biggest risks: [RISKS]. STEPS: 1. Specify tabs: Timeline (tasks back-calculated from the event date using formulas, with owner, status, and dependencies), Budget (estimate versus actual, variance), Vendors (quote, deposit due, contract status), Guests (RSVPs, dietary needs), Run-of-show (minute by minute), and Contingency. 2. In Contingency list the five likeliest failures for this event type (no-shows, vendor cancellation, weather, speaker dropout, technical failure) with trigger, owner, and backup action. 3. Provide columns and formulas for each tab and a 40-item starter task list by phase. 4. Set a go or no-go checkpoint 14 days out. 5. Add a post-event debrief template with metrics. OUTPUT FORMAT: Tab specs with formulas, starter task list, contingency table, and debrief template. QUALITY BAR: Dates derive from the event date so changes flow through. Mark tasks with long lead times. FOLLOW-UP: Ask me which vendor is hardest to replace.
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