How to Plan Events in ClickUp: Step-by-Step Guide

ClickUp makes it easy to replace limited Monday.com event planning templates with a flexible system you can tailor to any event, from small meetups to large conferences.

This guide walks you through how to recreate and improve Monday-style workflows inside ClickUp so you can centralize planning, track progress, and keep every stakeholder aligned.

Why Use ClickUp Instead of Monday.com Templates

The original Monday.com event planning templates offer a starting point, but they can feel rigid if your process changes from event to event. By shifting your workflow into ClickUp, you gain more customization while keeping the familiar structure of lists, boards, and timelines.

Based on the process outlined in the Monday.com event planning templates overview, you can recreate each planning stage using custom views, tasks, and fields.

• Build reusable templates for recurring events
• Track budgets, vendors, and schedules in one place
• Visualize timelines in multiple views without duplicating data
• Standardize approvals and communication

Step 1: Map Your Event Planning Workflow in ClickUp

Before you build anything, clarify the stages you use to plan and execute events. The Monday.com examples usually include stages such as idea, planning, execution, and wrap-up. You can mirror these stages in ClickUp while keeping flexibility for future events.

Define Your Event Stages in ClickUp

Create a new Space or Folder dedicated to events. Under it, you will build Lists for each major phase.

1. Identify core phases, such as:

   • Event Brief & Strategy
   • Pre-Event Planning
   • Marketing & Promotion
   • Vendor & Logistics Management
   • On-Site Execution
   • Post-Event Follow-Up

2. Create a List in ClickUp for each phase.

3. Add default statuses that represent task progress, for example:

   • Backlog
   • In Progress
   • Waiting on Approval
   • Ready
   • Complete

This structure mirrors the Monday.com template logic but gives you more control and scalability.

Step 2: Build an Event Master List in ClickUp

Next, create a master List to hold each event as a separate task. This replaces a single Monday.com board that holds all events while giving you deeper detail for each one.

Set Up Key Fields for Events in ClickUp

Inside your master List, add custom fields to match the attributes highlighted in the Monday.com article.

• Date fields for event start, end, and key deadlines
• Location (venue name, city, or virtual link)
• Budget and actual spend
• Owner or coordinator
• Event type (webinar, conference, workshop, trade show, etc.)

Each event task becomes a container that links out to all supporting Lists, documents, and views across ClickUp.

Create Reusable Event Templates in ClickUp

To avoid rebuilding your structure every time:

1. Create a “Template” event task with all fields, checklists, and linked views set up.
2. Save that task as a template so your team can quickly spin up new events.
3. Use standard naming conventions so reports and filters remain consistent.

Step 3: Convert Monday.com Event Boards to ClickUp Views

The Monday.com article shows multiple boards for registration, promotion, and timelines. You can capture the same perspective in ClickUp using different views on the same underlying data.

Use List and Board Views in ClickUp for Tasks

For each event phase List:

• List view for detailed task management, notes, and custom fields.
• Board view to drag tasks across statuses like a Kanban board.

Typical groups of tasks you might manage include:

• Speaker outreach and confirmation
• Venue contracts and insurance
• AV and tech setup
• Catering and hospitality
• Marketing assets and campaigns
• Registration and ticketing tasks

Create a Timeline and Calendar in ClickUp

To replace Monday.com timeline visuals:

1. Add a Gantt or Timeline view to your event Folder.
2. Group tasks by List or assignee to see workloads and dependencies.
3. Use Calendar view to check date-based tasks, such as launch campaigns and on-site milestones.

Because all views read from the same tasks, you never need to duplicate information the way you might across multiple Monday boards.

Step 4: Manage Event Teams and Vendors in ClickUp

The Monday.com template approach includes separate boards for vendors and internal teams. You can centralize both in one place with permissions and assignments.

Organize Internal Teams With ClickUp

Within your event Space or Folder:

• Create a List called “Team Tasks” or “Operations”.
• Group tasks by function: marketing, operations, sales, leadership.
• Assign tasks to relevant owners and watchers.

Use task relationships to connect these internal tasks to main event tasks, mirroring dependencies shown in Monday.com timelines.

Track Vendors and Contracts in ClickUp

Set up a dedicated “Vendors” List to centralize third-party work.

• Create a task for each vendor: venue, catering, AV, decorators, security, etc.
• Attach contracts, proposals, and invoices directly to each task.
• Add fields for cost, payment schedule, and contact details.

This structure lets you pull reports on vendor spend and status without leaving ClickUp.

Step 5: Align Event Communication and Docs in ClickUp

The Monday.com article emphasizes centralized information. You can extend this idea with integrated documents and comments.

Create Event Briefs and Run-of-Show Docs in ClickUp

For each event:

1. Create a ClickUp Doc linked to the event task for the event brief.
2. Outline goals, audience, messaging, KPIs, and budget assumptions.
3. Add a run-of-show section with a detailed timeline for the day of the event.

Tag team members in comments and assign action items directly from the Doc into tasks, keeping everything connected.

Use ClickUp for Approvals and Updates

Instead of scattered email threads:

• Use comments on tasks for creative and budget approvals.
• Mention stakeholders to request sign-off.
• Use task statuses like “Needs Review” or “Approved” to track decisions.

This mirrors the approval flows you might have in Monday.com while using a single source of truth.

Step 6: Monitor Event Performance in ClickUp

After setting up your structure, build reporting views to monitor how events are progressing and performing.

Dashboards and Metrics in ClickUp

Create a Dashboard that pulls from all event Lists. Useful widgets can include:

• Task status breakdown by event
• Upcoming deadlines and overdue tasks
• Budget vs. actual cost per event (using custom fields)
• Workload by assignee for resource planning

Compare results across events to refine your process and improve each new event you run.

Next Steps: Optimize Your ClickUp Event System

Once your initial structure is live, refine it after each event. Archive completed events, adjust templates, and update fields as your team learns what works best.

If you need help designing a scalable event workspace or migrating from Monday.com, you can work with specialists at Consultevo to tailor your ClickUp setup to your organization.

By following the stages and views described in the original Monday.com event planning templates and translating them into flexible Lists, views, templates, and dashboards, you gain a robust event operating system entirely inside ClickUp.

Need Help With ClickUp?

If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.

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