Event Activation in the Age of AI Playbook

Watch the full event recording to learn how AI is transforming events for marketing and community teams, including how to:

• Unify event planning, promotion, and execution in one place
• Automate busywork with AI—from operations to marketing
• Boost real-time visibility with shared calendars and dashboards
• Track budgets, actuals, and ROI with built-in governance tools

Event marketing is more complex than ever.

Budgets are tighter, channels are scattered, and proving ROI is a constant challenge. Yet, the demand for high-impact events keeps growing. The problem? Work sprawl—fragmented tools, manual processes, and scattered communication—slows teams down and makes scaling success nearly impossible.

• Disconnected Tools: Juggling multiple platforms for planning, promotion, and reporting.
• Manual Processes: Copy-pasting, duplicating work, and chasing down updates.
• Limited Visibility: Difficulty tracking budgets, actuals, and ROI.
• Communication Overload: Siloed chats, emails, and docs lead to missed details and misalignment.
• Scaling Challenges: As event volume grows, so does the operational burden.

The result?

• Higher costs, slower execution, and missed opportunities.
• Teams want to do more, but are held back by inefficiency.

This playbook reveals how leading teams are transforming event activation with ClickUp’s Converged AI Workspace. Learn how to centralize planning, automate execution, and measure impact—so you can run more events, with less stress, and deliver real business results.

ClickUp brings every stage of event activation—planning, resourcing, promotion, execution, and reporting—into a single, AI-powered platform. With deeply embedded AI agents and automations, you can:

• Unify event planning, promotion, and execution in one place.
• Automate repetitive tasks and communications.
• Enhance real-time visibility with shared calendars and dashboards.
• Track budgets, actuals, and ROI with built-in governance tools.
• Collaborate seamlessly across teams and vendors.

Transforming event activation isn’t about a single fix—it’s about rethinking every phase of the event lifecycle with AI and Agents.

Here’s how to do it, step by step:

Event activation is complex—expectations are high, stakeholders are many, and details matter. Without a standardized process, chaos reigns.

How to get it right:

• Document Your SOPs: Start with a draft, iterate often, and store them where everyone can access and align.
• Centralize Event Lists: Plan events one to two quarters in advance, using ClickUp Lists as your single source of truth.
• Template Everything: Launch each event as a task with built-in subtask templates for every phase—no more reinventing the wheel.
• Connect to Strategic Goals: Link each event to company objectives for instant executive visibility and impact tracking.

AI in Action: AI agents apply templates, update subtask names based on event location, and build out audience lists automatically—saving weeks of manual work per year.

Getting the right people and vendors in place is often the most time-consuming part of event activation.

How to get it right:

• Automate Team Sourcing: Use AI agents to scan your team directory for employees by location, title, and tenure—no more manual searching.
• Trigger Outreach: With a single click, have AI send contextual DMs to potential staff, explaining the event and checking availability.
• Centralize Vendor Coordination: Keep all vendor contacts, contracts, and communications in one place for easy access and follow-up.

AI in Action: Agents instantly generate lists of internal and external resources within a set radius of the event, and automate outreach—eliminating endless email threads and manual coordination.

Filling the room with the right audience is critical—and promotion is often the most labor-intensive phase.

How to get it right:

• Automate Campaign Creation: AI agents generate landing pages and multi-part email sequences using event details—no more copy-paste pain.
• Maintain Brand Consistency: Best practices and brand guidelines are embedded in templates and agent prompts.
• Human in the Loop: Marketers review and refine AI-generated content before launch, ensuring quality and compliance.
• Align Messaging: Centralize campaign assets and approvals so everyone is on the same page.

AI in Action: With a status change, agents produce all campaign materials for each event, tailored to location and audience, freeing marketers to focus on strategy.

The day of the event is where details make or break the experience. Teams need instant access to the right information—wherever they are.

How to get it right:

• Mobile-Ready Checklists: AI agents generate run-of-show subtasks with all logistics, roles, and responsibilities—accessible on any device.
• Centralize Communication: All updates, changes, and issues are tracked in one place, reducing confusion and last-minute scrambles.
• Role-Based Views: Internal staff see only what’s relevant to them, minimizing information overload.

AI in Action: Agents pull all relevant details into a single, mobile-friendly checklist for on-site teams—no more searching through emails or chat threads.

Proving event ROI and learning from each activation is essential for growth and efficiency.

How to get it right:

• Automate Feedback Collection: Use integrated email and chat to gather feedback from internal teams and external vendors immediately after the event.
• Centralize Retrospectives: All feedback, outcomes, and lessons learned are stored in a single task for easy reference and reporting.
• AI-Powered Summaries: Let AI synthesize feedback and generate executive-ready reports in seconds.
• Iterate Playbooks: Feed insights back into your SOPs and templates for continuous improvement.

AI in Action: Agents collect, organize, and summarize feedback, enabling rapid reporting and faster iteration on event processes.

AI agents aren’t just tools—they’re extensions of your team. Embedded throughout ClickUp, they:

• Orchestrate intake, planning, and promotion.
• Automate staffing and outreach.
• Generate campaign assets and run-of-show checklists.
• Collect and summarize feedback.
• Surface insights and recommend improvements.

The result: A faster, more accurate, and continuously improving event activation engine.

The way we run events is changing. By centralizing work, automating handoffs, and empowering teams with AI, ClickUp transforms how you move from idea to impact.

You’re not just managing events—you’re building systems that adapt, scale, and deliver.

Teams using ClickUp for event activation are:

• Running more events with fewer resources.
• Reducing manual work and operational costs.
• Improving ROI and executive visibility.
• Continuously learning and improving.

Ready to activate your next event in the age of AI?

Schedule a free consultation with our experts today!