Learn how to plan, staff, promote, execute, and report on in‑person events in ClickUp using Lists, task templates, Automations, and Super Agents.

Setup your Workspace

Structure your Workspace so every event follows the same path from idea to retrospective.

1. Create or choose a Space for events. For example, Field Marketing or Events.
2. Create a Folder. For example, Event activations.
3. Create Lists in your Folder:
   • Upcoming events for all planned and in‑flight events.
   • Past events for completed and archived events.
   • Optional: Vendors for vendor contracts, contacts, and tasks.
4. In the Upcoming events List, configure statuses to mirror the stages in your events playbook. For example, Planning, Resourcing, Promotion, In execution, and Wrap‑up.
5. Add core Custom Fields on the Upcoming events List, such as:
   1. Event date (Date)
   2. Event location (Text)
   3. Event type (Dropdown)
   4. Event owner (People)
   5. Target audience (Text or Dropdown)
   6. Primary goal (Dropdown or Text)
   7. Expected attendance (Number)

Use Relationships to link each event to higher‑level objectives or OKRs so leaders can see impact of your events at a glance.

Standardize events with Docs and task templates

Translate your event Standard Operating Procedures (SOPs) into a reusable task template that makes every event consistent.

1. Create a Doc in the Event activations Folder that captures your current event playbooks and runbooks.
2. From the Upcoming events List, create a new task that will become your template. For example, Field event – standard activation.
3. Add subtasks to cover each phase of your SOP. For example:
   • Event planning
   • Resourcing & staffing
   • Vendor coordination
   • Promotion & execution
   • Day‑of run of show
   • Reporting & improvement
4. Inside each subtask, add checklists or nested subtasks so every detail is captured. For example:
   • In the Event planning subtask, include items for finalizing objectives, defining target accounts, and confirming budget.
   • In the Resourcing & staffing subtask, include items for internal staff, expenses, and travel or lodging.
   • In the Vendor coordination subtask, include details about the vendors who can support your event. This might be empty to start with. You can always relate tasks from your Vendors List later.
   • In the Promotion & execution subtask, include items for campaign brief, landing page, email sequences, and social posts.
   • In the Day‑of run of show subtask, include a time‑based checklist. For example, doors open, keynote, breakout sessions, teardown.
   • In the Reporting & improvement subtask, include items for pipeline reports, feedback collection, and retrospective.
5. Set any Custom Fields you always need on the template task. For example, default Event type, Event owner, or Department.
6. Save this task as a task template so you can apply it to every new event.

Use custom task types to clearly distinguish the phases or steps of the workflow.

Start planning new events

Apply your task template using Automations

You can apply a task template every time a task is created in your Upcoming Events List.

1. Decide how new events are created in ClickUp:
   • A Form that field or sales teams fill out.
   • A manual task created by marketing ops.
   • An integration from an external system.
2. Ensure all new event tasks land in your Upcoming events List and include at least Event date, Event location, and Event type fields.
3. In the Upcoming events List, create an Automation:
   • Trigger: Task is created.
   • Condition: Status is To do. Or apply a filter to Event type so the template is applied to in person events.
   • Actions: Apply template → Apply your Field event – standard activation task template.
4. Save and enable the Automation so every new event request is immediately converted into a structured, ready‑to‑plan event task.

Use a Super Agent to add details to your event tasks

Build a Super Agent to add detail and clarify next steps on your event tasks.

1. Build a Super Agent called the Event activation Agent.
2. Give it instructions, including steps like:
   1. Rename the event task using the event name, city, and date.
   2. Update subtask names and descriptions to include the event location and relevant dates.
   3. Create or update an "Audience list" subtask with links to target account lists, CRM views, or CSV files.
   4. Share next steps and action items in a comment on the parent task.
3. In the Upcoming events List, add an Automation to trigger your Super Agent:
   • Trigger: Task is created.
   • Condition: Status is Planning. Apply other conditions to launch the Agent on specific tasks.
   • Action: Super Agents → select your Event activation Agent.
4. Save and enable the Automation so your Super Agent helps build out your event tasks.

Resource and staff your events

Use Super Agents and Automations to identify internal staff and coordinate vendors without manual searching.

1. Use Custom Fields to manage resources on the Resourcing & staffing subtask: 
   • Staff needed (internal) (Number)
   • Vendors needed (Dropdown)
   • Local only (Yes/No)
   • Staffing status (Dropdown: Not started, In progress, Confirmed).
2. In the Resourcing & staffing subtask description, define who is eligible to staff events. For example, field reps or CSMs within a certain distance of the event city.
3. Create a Resourcing Agent in the Space, Folder, or List where your events live, and configure it to:
   • Trigger: When an event task’s status moves to Resourcing.
   • Instructions:
     • Read the event’s location, date, and Staff needed (internal) fields.
     • Use Workspace user data (title, team, and location) to generate a list of suggested internal staff.
     • Draft individualized DMs or Chat messages explaining the event and asking for availability.
   • Tools: Include tools to Search users and Teams and Post Chat messages or Send direct messages, depending on how your Workspace is configured.

Coordinate vendors

Source and align with vendors from the Vendor coordination subtask.

1. Use checklists for smaller to dos. Assign the checklist items so they don't get missed!
2. Create nested subtasks to track items with fixed deadlines. For example, AV confirmation, final attendee counts for catering, shipping and delivery timelines. 
3. Attach confirmation emails, quotes, or executed agreements to the task.
4. Email vendors from the task so the email threads are kept organized and associated with each event.

Generate campaigns and assets for promotion

Use ClickUp AI to draft landing pages, emails, and other campaign assets while keeping humans in the loop for quality and compliance.

From the Promotion and execution subtask:

1. Add a checklist and assign each item, including:
   • Campaign brief.
   • Landing page.
   • Email sequence.
   • Social posts.
   • Partner or sales enablement.
2. Fill out Custom Fields for the AI to use, including:
   • Target persona.
   • Primary value proposition.
   • Key sessions or speakers.
   • Call to action.
3. Create a Campaign content Agent that triggers when:
   • The event task moves to Promotion, or
   • A Custom Field like Ready for content is set to Yes.
4. In the Super Agent’s instructions, include steps like:
   • Draft a campaign brief in a related Doc using event details and target persona info.
   • Generate first‑pass landing page copy and a multi‑step email sequence.
   • Create a checklist of assets in the Promotion & execution subtask and mark which ones it has drafted.
5. Keep "human in the loop" by assigning the brief and assets to a team member for review:
   • Use an Automation to assign the Promotion & execution subtask to the event owner when AI content is ready.
   • Add a checklist item for Legal/compliance review where needed.
6. Store final assets or links (for example, URLs from your marketing automation platform) in a custom "Campaign assets" field or a related Doc so future events can reuse the best examples.

AI is best used to generate first drafts and variations. Make it a rule that a team member must review and approve any AI‑generated copy before it goes live.

Run the event day‑of with mobile‑ready checklists

Give on‑site teams a single, mobile‑friendly source of truth for the run of show.

From the Day‑of run of show subtask:

1. Create a time‑based checklist or nested subtasks, for example:
   • 07:00 – On‑site setup
   • 08:30 – Doors open
   • 09:00 – Keynote
   • 10:30 – Breakout sessions
   • 12:00 – Lunch
   • 15:00 – Tear down.
2. Add checklist items or Custom Fields for key logistics, such as:
   • Venue contact and phone number
   • Wi‑Fi details
   • Badge printing or check‑in instructions
   • Equipment and AV notes.
3. Create a Run‑of‑show Agent that:
   • Triggers when the event status changes to In execution.
   • Expands the Day‑of run of show subtask into a detailed checklist using information from the event description and attachments. For example, agendas, or floor plans.
   • Pulls key details like location, attendee count, and critical contacts into the top of the subtask description.
4. Ensure your on‑site team has access to the ClickUp mobile app and knows which task or view to pin for the event.
5. During the event, have the team use the Day‑of run of show checklist to mark items complete and capture any issues directly on the task.

Turn on Me Mode on views to help each person see only what’s relevant to them during the event.

Collect feedback and report on event performance with AI

Close the loop after each event so you can prove impact and continuously improve your playbooks.

From the Reporting & improvement subtask:

1. When the event task moves to Wrap‑up status, trigger an Automation that:
   • Sets the subtask due date to a few days after the event.
   • Assigns it to the event owner.
2. In the Reporting & improvement subtask, include checklist items for:
   • Internal retrospective
   • Vendor feedback
   • Attendee survey import
   • Pipeline and revenue reporting
   • Playbook updates.
3. Gather feedback:
   • Send emails from the task to vendors and participants with post‑event surveys or feedback forms.
   • Ask internal teams in Chat for quick notes on what worked and what didn’t.
4. Configure a Post‑event summary Agent that:
   • Reads comments, checklists, and attached reports on the event task.
   • Generates an executive‑ready summary covering attendance, pipeline, wins, risks, and recommendations.
   • Updates the Reporting & improvement subtask with a formatted summary or creates a related Doc for leadership.
5. Add a final checklist item for Update SOPs and templates, and have the event owner:
   • Adjust the main event playbook Doc to reflect new learnings.
   • Update the event task template, subtasks, or checklists as needed.
6. Move the event task from Upcoming events to Past events so future planning can reference real examples.

Over time, you can refine your Super Agents’ instructions using patterns from past events, so staffing suggestions, campaign drafts, and executive summaries become more accurate and require less manual editing.