In This Article
Introduction
Event planners juggle vendors, timelines, and attendee communication. One corporate events manager put it vividly: "I used to have 15 tabs open — venue, caterer, AV, florist, registration, transportation. By the time I got a clear picture of what was due and who hadn't responded, I'd lost half the morning." The work is essential — but it's coordination. And coordination, done manually across multiple tools, eats into the time that could go toward the creative work that actually differentiates your events.
OpenClaw changes that. Milestone tracking. Vendor follow-up. Attendee communication. All delivered to Slack or Telegram — so you know exactly what's due and who hasn't responded. One planner: "Now the agent compiles a daily status. I know exactly what's due and who hasn't responded. I spend my time on the follow-up — not the compilation." See Google Workspace for calendar and doc integration.
Here's how OpenClaw works for events: timeline management, vendor coordination, and attendee communication. Heads up: OpenClaw drafts and reminds — you approve contracts, confirmations, and attendee messages.
The Tab Chaos
Before we dive into the how, consider the typical event planner's morning. Check the venue contract. Check the caterer deposit. Check the AV specs. Check the florist quote. Check registration numbers. Check the transportation timeline. Each lives in a different place — email, spreadsheet, project management tool. Pulling it together for a status update can take an hour. Chasing vendor responses? Another hour. And when something slips — a deposit paid late, a headcount missed — the consequences ripple. The agent compiles; you decide. Simple.
OpenClaw doesn't replace your coordination. It frees you up. The agent tracks milestones from your systems (or from what you store in memory). It drafts vendor follow-ups. It prepares attendee communication. You review, edit, and send. You focus on judgment; the agent handles the assembly.
Timeline & Milestone Tracking
Store event milestones in memory: deposit deadlines, menu finalization, AV specs, and run-of-show. A Heartbeat runs weekly: "Event [Name]: milestones due in next 14 days. Overdue items." The output lands in Slack: "Deposit due to caterer: Feb 15. Final headcount: Feb 20. AV specs: Feb 22. Overdue: venue contract signature." You act; the agent surfaces.
Countdown briefings that keep you on track
30, 14, 7, and 1 day before: "Event in 7 days. Outstanding: [list]. Confirmed: [list]. Action items: [list]." Keeps the team aligned. One planner: "We used to discover missing items at the final walkthrough. Now we get weekly checklists. Zero last-minute surprises. Our last corporate event — everything was confirmed 3 days out. The client noticed."
Meeting prep that actually prepares you
Before client or vendor meetings, the agent compiles: "Event X: last meeting summary, open action items, upcoming milestones, any pending confirmations." You walk in prepared. Include budget status, schedule variance, and key decisions needed. The agent doesn't attend the meeting. It makes sure you don't walk in blind.
The best use of event AI isn't replacing the planner — it's surfacing the right information at the right time so you can chase before deadlines pass.
Vendor Coordination
Track vendor status: confirmed, pending, overdue. "Caterer: confirmed. AV: pending quote. Florist: overdue — follow up." The agent drafts follow-up emails: "Hi [Vendor], checking in on [item]. We need [deliverable] by [date]. Can you confirm?" You review and send. Reduces chasing.
Follow-up that doesn't feel like nagging
One planner: "I used to spend 2 hours a day on vendor follow-up. Now it's 20 minutes of review and send. The agent drafts; I personalize. Vendors respond faster. I think they appreciate the clear deadlines." The agent handles the volume; you add the relationship touch.
Attendee Communication
Pre-event: "Reminder: [Event] is [date] at [venue]. Agenda: [link]. Parking: [info]. Questions? Reply to this email." Post-event: "Thanks for attending! Survey: [link]. Photos: [link]." The agent drafts; you approve. For large events, batch approval works — review templates once, approve sends. Personalization variables: name, event, date, venue.
Communication that scales
For a 500-person conference, manual outreach becomes impossible. The agent drafts templates; you personalize key segments. One corporate events team: "We used to send generic mass emails. Now we segment by role and personalize. Open rates up 40%. Attendees appreciate the relevance."
Day-of Coordination
Run-of-show checklist: "Doors open: 8 AM. Registration: 8–9. Keynote: 9–10. Break: 10–10:30." The agent can send time-based reminders to your team: "30 minutes to doors open. Registration setup complete?" Delivered to Slack. Keeps the team synchronized.
Reminders that keep the team aligned
On event day, everyone needs to know what's next. The agent sends: "15 minutes to keynote. AV check complete? Speaker ready?" You coordinate; the agent reminds. One planner: "We used to have someone dedicated to timekeeping. Now the agent sends reminders. That person can focus on problem-solving."
Real Results
A corporate events manager cut status gathering from 2 hours to 20 minutes. "I used to have 15 tabs open. Now the agent compiles a daily status. I know exactly what's due and who hasn't responded. I spend my time on the follow-up — not the compilation."
A wedding planner in Denver eliminated last-minute surprises. "We used to discover missing items at the final walkthrough. Now we get weekly checklists. Zero last-minute surprises. Our last 3 weddings — everything confirmed 3 days out."
An events team reduced vendor follow-up from 2 hours to 20 minutes daily. "The agent drafts; we personalize. Vendors respond faster. We think they appreciate the clear deadlines."
What You'll Need
- □ Store event milestones and vendor deadlines
- □ Set up weekly timeline Heartbeat
- □ Create vendor follow-up templates
- □ Add attendee communication templates (pre, post)
- □ Connect calendar for day-of reminders
- □ Approve all external messages
- □ Run in parallel for 2 weeks — validate before you rely
FAQ
Can OpenClaw send contracts or confirmations? No. OpenClaw drafts and reminds. You approve and send. Contracts and formal confirmations carry legal weight. You own those.
What about our project management software? If it has an API, OpenClaw can pull milestones and status. Many planners use OpenClaw alongside Asana, Monday, or similar. OpenClaw creates the briefing; your PM tool remains the source of truth.
How do we handle different event types? Store event-specific context in memory. Corporate, wedding, conference — each has different milestones and vendor relationships. The agent references what you give it.
Wrapping Up
OpenClaw supports event planners with timeline tracking, vendor coordination, and attendee communication. You approve; the agent compiles and drafts. Start with milestone tracking; add vendor and attendee comms as you validate. OpenClaw Consult helps event teams get up and running fast.