Event Production Task Management Template

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Ensure your event production runs smoothly and all deadlines are met with this comprehensive task management template. Designed for Production Executives in the events industry, this template helps you allocate time based on urgency and importance, ensuring a well-organized workflow.

Utilize the Priority Matrix to visualize your workload, prioritize tasks, and complete every aspect of event production on schedule. From finalizing themes to post-event analysis, this template covers it all.

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Event Production Task Management for Priority Matrix

Event Production Task Management in Priority Matrix

Manage event production tasks effectively to ensure all deadlines are met.

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Proposed Tasks

Urgent and Important

  • Finalize Event Theme - due in 1 week
    ☐ Brainstorm potential themes ☐ Discuss ideas with team ☐ Choose final theme
  • Book Venue - due in 2 weeks
    ☐ Research potential venues ☐ Visit shortlisted venues ☐ Book chosen venue
  • Design Event Layout - due in 6 weeks
    ☐ Plan seating arrangement ☐ Design stage layout
  • Confirm Attendance - due in 8 weeks
    ☐ Track RSVPs ☐ Follow up with invitees
  • Plan Security Measures - due in 9 weeks
    ☐ Arrange for security personnel ☐ Plan emergency procedures
  • Coordinate with Event Staff - due in 11 weeks
    ☐ Assign roles to staff ☐ Conduct briefing
  • Final Event Run-through - due in 12 weeks
    ☐ Conduct full event rehearsal ☐ Address any issues
  • Confirm Final Details - due in 13 weeks
    ☐ Confirm arrival times ☐ Double-check all arrangements
  • Day-of Event Logistics - due in 14 weeks
    ☐ Oversee event setup ☐ Coordinate event proceedings

Important, Not Urgent

  • Contact Catering Services - due in 3 weeks
    ☐ Get quotes from multiple caterers ☐ Discuss menu options ☐ Finalize catering service
  • Plan Entertainment - due in 5 weeks
    ☐ Contact performers ☐ Finalize performance schedule
  • Procure Event Supplies - due in 10 weeks
    ☐ Purchase decorations ☐ Order necessary equipment
  • Post-Event Wrap Up - due in 15 weeks
    ☐ Oversee event cleanup ☐ Debrief with event staff
  • Budget Reconciliation - due in 17 weeks
    ☐ Calculate total event expenses ☐ Compare actual costs with budget
  • Report Preparation - due in 18 weeks
    ☐ Compile event report ☐ Present report to stakeholders
  • Post-Event Analysis - due in 20 weeks
    ☐ Analyze what worked and what didn't ☐ Make recommendations for future events

Urgent, Not Important

  • Organize Transportation - due in 1 month
    ☐ Arrange for guest transportation ☐ Confirm transportation schedule
  • Send Invitations - due in 7 weeks
    ☐ Design invitations ☐ Send out invitations
  • Event Feedback Collection - due in 16 weeks
    ☐ Send out feedback forms ☐ Analyze feedback

Neither Urgent nor Important

  • Thank You Notes - due in 19 weeks
    ☐ Write thank you notes ☐ Send out notes