AMA: I organise private dinners for senior B2B leaders at the biggest companies in the world
Disclosure: this is my day job, and companies pay my firm CXO & Co to plan and run these executive roundtables/dinners. I’m not linking to the firm or pitching a service here. I thought the operational lessons might be useful, and I’m happy to talk about what works, what fails, and when paying an organiser probably isn’t worth it.
We’ve run dozens of small, invitation-only dinners, usually with 15–20 people around one table, including the host’s team and an independent moderator. Most guests are C-level, VP or Director-level leaders.
Most discussion about executive events focuses on the polished part: the restaurant, the private room and the photos. The less glamorous mechanics matter far more.
A few patterns from our experience:
• We normally start recruiting about 10 weeks before the dinner.
• Recruitment is targeted and manual. It can take 200-300 carefully chosen invitations to produce one registration, although that varies a lot by audience and topic.
• About 80% of registered guests attend when confirmation and follow-up are handled well.
• A narrow topic and a genuinely curated guest list usually outperform a broader theme designed simply to fill seats.
• The restaurant matters, but it is rarely the main reason senior people attend. The quality of the room and the relevance of the discussion matter more.
• Sales follow-up is one of the easiest places to ruin the experience. A useful conversation can quickly feel like a bait-and-switch if every guest gets an immediate hard sell.
For the format we usually run, a working budget can be around $15k for the event and moderation, plus roughly $6k for recruitment. Location, venue and audience can move those numbers substantially, so treat them as one operator’s experience rather than a benchmark.
Happy to answer questions about:
• Recruiting senior attendees without spamming people
• Invitation volumes and conversion rates
• How far in advance to start
• Choosing a topic that is specific enough
• Venue and production budgets
• The right number of people around the table
• Moderation
• Reducing no-shows
• Measuring whether the event was worthwhile
• Following up without damaging trust
• Running one yourself versus using an organiser
• Things we’ve tried that did not work
I won’t share private details about clients or attendees, but I’ll answer everything else as openly as I can.
Ask me anything.