Agenda builder tool

Excel template for creating and updating agendas for importaint events (incl. multidays events).

Phase 1. Initialization

0. Prepare the file for your event preparation by saving templete with new filename.
   It can be something like YYYY-MM-DD_EventName_v01.xlsx

1. Put Event name and Event dates to cells B2 and K3.

2. Prepare the event skeleton, by setting placeholders for each timeblock during the event.
   Add or delete timeblocks in the template by copy/paste rows if necessary.

Phase 2. Collect Options/Candidates

1. Prepare Categories of timeblocks with the amount of necessary speakers/providers per category.
   You have to find at least 1-2 backup options per category

2. Create initial list of canditates/options for each category. You will review it many times in future.
   HINT: Your can place to this table ANY tasks to be tracked, not only presentations or restaurans.
   Is good idea to collect maximum possible options just from the beginning - you will have more time to estimate and approve them.

3. Do not forget to put all contacts for the options to the table below the options - it will save a lot of time for ALL preparation team.
   Add backup contacts to the table as well.

Phase 3. Tracking preparation status

1. To place the option to the event schedule just put = [Cell_with_option_topic_name] in column F.
   Duration, Company, Presenter and Facilitator will be taken from Options/Candidates table automatically.

2. Column C in Options/Candidates table contains test for the option in the row. Cell will be Green, if option is in the schedule, Grey if not and Red, if option is in the schedule more than in one place.

Now you can organize regular review of you Event preparation status. In Options/Candidates table
copy Column L and paste the Column to the same position. Put the review date in cell L38.
Write the current preparation status for each option in column L.
Next time you will see the progress and can focus on unchanged/stale statuses.