Dashboard 2

LI Team Day workbook

One workbook · 9 tabs · paste-ready.

Workbook tabs

Headcount

Budget cap

RAG

Green

Tab 1

Overview

Single source of truth for the day.

Field	Value
Event name	LI Team Day 2026
Date	TBC
Location	TBC (Long Island)
Headcount	30
Point person	Hannah / Ops VA

Field	Value
Status RAG
Budget cap	$X
Spend to date	`=Budget!G2`
Variance	`=B7-B8`

Tab 2

Budget

Track every dollar, flag overrun early.

Line item	Category	Vendor	Qty	Unit cost	Total	Paid	Notes
Venue hire	Venue	TBD	1	$4,000	`=D2*E2`	N	deposit 25%
Lunch	Food	Caterer A	30	$45	`=D3*E3`	N	dietary in Attendees tab
AV rental	AV	AV Co	1	$800	`=D4*E4`	N	mics + screen
Coach transfer	Transport	Bus Co	2	$600	`=D5*E5`	N	round trip
Contingency	Contingency	—	1	$1,000	`=D6*E6`	N	10% buffer

Running total: G2 = =SUM(F:F)

Variance: H2 = =Overview!B7-G2

Tab 3

Run of show

Minute-by-minute timeline.

Time	Dur	Activity	Location	Owner	Prep	Status
09:00	30m	Arrival + coffee	Lobby	Ops VA	Name badges printed	Not started
09:30	45m	Hannah opening	Main room	Hannah	Slides + clicker	Not started
10:15	90m	Workshop A	Breakout 1	Facilitator	Materials pack	Not started
12:00	60m	Lunch	Dining	Caterer	Dietary list 48h prior	Not started
16:30	30m	Close + photo	Garden	Hannah	Photographer briefed	Not started

Tab 4

Owners / RACI

No orphan workstreams.

Workstream	R	A	C	I	Deadline	Status
Venue contract	Ops VA	Hannah	Finance	All	T-6w	In progress
Catering	Ops VA	Hannah	EDs (dietary)	Attendees	T-3w	Not started
Comms	Ops VA	Hannah	—	Attendees	T-4w	Not started
AV	Ops VA	Hannah	Venue	Facilitators	T-2w	Not started

Tab 5

Logistics

Every external party in one row.

Item	Supplier	Contact	Confirmed	Deposit	Balance	Due	Notes
Venue	TBD	—	N	$1,000	$3,000	T-2w	walkthrough booked
Catering	Caterer A	—	N	$0	$1,350	day of	final headcount T-3d
AV	AV Co	—	N	$0	$800	day of	needs lapel x2
Transport	Bus Co	—	N	$200	$400	T-1w	pickup 08:15

Tab 6

Attendees

RSVPs + accessibility + dietary in one place.

Name	Role	Site	Dietary	Accessibility	RSVP	+1	Notes
Jane Doe	RN	Hempstead	Veg	—	Y	N	—
John Smith	ED	Brooklyn	None	Wheelchair access	Y	Y	partner attending
Sam Lee	Ops	Corporate	GF	—	?	N	chase

Live RSVP count: =COUNTIF(F:F,"Y") → feeds Overview headcount.

Tab 7

Risks & contingencies

Pre-mortem.

Risk	L	I	Mitigation	Owner	Status
Caterer cancels	L	H	Backup caterer on standby	Ops VA	Open
Weather (outdoor)	M	M	Indoor plan B	Ops VA	Open
Key facilitator sick	L	H	Hannah covers	Hannah	Open
Transport delay	M	M	Build 30min buffer	Ops VA	Open

Tab 8

Comms plan

Nobody hears about it twice or never.

Audience	Channel	Message	Send	Owner	Sent
All staff	Email	Save the date	T-6w	Ops VA	N
All staff	Email	RSVP + dietary form	T-4w	Ops VA	N
Attendees	Slack	Logistics + arrival info	T-1w	Ops VA	N
Attendees	SMS	Day-of reminder	T-1d	Ops VA	N
All staff	Email	Thank-you + photos	T+3d	Hannah	N

Tab 9

Post-event

Close the loop.

Item	Detail	Owner	Status
Debrief notes	—	Hannah	Open
Feedback score (avg /10)	`=AVERAGE(Feedback!B:B)`	Ops VA	Open
Follow-ups	List	Ops VA	Open
Invoices closed	`=COUNTIF(Budget!G:G,"Y")` of `=COUNTA(Budget!A:A)-1`	Ops VA	Open

Cadence

· Weekly Tues 30-min: walk Overview + RAG, then Risks; open other tabs only if red.
· Friday note: 5 bullets — RAG, % budget committed, RSVP count, top risk, one decision needed by Monday.
· T-1w: switch to daily 10-min stand-up with Hannah.
· T+1w: Post-event tab fully closed, learnings logged.

Red-flag triggers

● Variance >10%
● Any "Confirmed = N" inside T-2w
● RSVPs <80% inside T-1w
● Any High-impact risk still Open inside T-2w