How to Host a Memorable Client Dinner

Planning
Written By BoomPop Team

Client dinners are the perfect way to express appreciation for your clients in a more intimate and personal setting. It’s an opportunity to gather in person, strengthen client relationships, and ultimately drive revenue (for a full list of the benefits of client dinners, check out our post on 7 Benefits of Hosting a Client Dinner here)

Planning for client dinners is different than planning for a team or executive offsites. So, to help you plan a client dinner that impresses, check out the planning steps below.

Choose the Right Venue

Like any event, the venue sets the tone. When researching venues, think about the purpose of the dinner. Is this a gathering for one specific client with whom you want to build a deeper relationship? Or is it a larger event with a networking focus, where a variety of prospects and clients will attend?

Whether you choose formal fine dining or a casual setting depends on your goals and guest list. Exclusive, hard-to-access locations like a Michelin-star restaurant or a historic venue with a unique setting, shows clients that this meeting is important and special.

Start by listing who you want to invite, why, and which environment best suits the tone of your conversations. This will help you begin researching the right locations.

Strategic Guest List + Seating

Once you’re clear on the purpose of your client dinner, consider which clients and guests will help you strike a balance. If it’s a dinner with one client, identify which people will contribute to building stronger connections and discussing business that drives your purpose forward.

Consider inviting the right combination of colleagues who can help balance the conversation with the clients you have decided to invite. This is when working as a team will ensure the right tone and atmosphere at your client dinner.

Remember, as the planner, you can strategically arrange seating to facilitate interactions that lead back to the purpose of the dinner for both you and your clients. 

For instance, if the dinner is for multiple clients, ensure that each guest is seated near someone they can engage with easily. You can also create an activity within seating, in which guests change seats between each course. This will enable new conversations to happen and keep it lively.

Memorable Welcome + Personalization

First impressions matter. How can you personalize the experience to show clients this gathering was thoughtfully put together? 

Consider adding personalized touches like:

  • A welcome gift upon arrival

  • A signature drink handed to them at the door

  • Custom-printed menus with their names

  • Menus designed to fit dietary preferences

  • Thoughtful name tags or seating assignments

If your client has a favorite cuisine or cocktail, make sure to include it. For instance, if a client loves ice cream, arrange a special ice cream tasting. These efforts show you’ve paid attention to personal conversations, making clients feel seen.

Flow of Conversation

Balancing casual and business conversation is key to a successful client dinner. If you find yourself diving right into business before there has been any warm up, this will create an evening that feels stiff and unwelcoming. You want to avoid this.

Instead, use the beginning of the event to build rapport on an individual level, getting to know the people that are in attendance. Later in the dinner is your chance to move to business matters which might include a presentation on your company, new products, or new partnerships.

The Follow Up

After the client dinner, follow up with a thank-you email or note that references specific points from your conversation. Even better, send a small token of appreciation related to something they mentioned during dinner—a book they said they were interested in or a bottle of their favorite wine. 

Thoughtful gestures reinforce the positive connection you made during your event and show you truly enjoyed yourself and your time with them as well.

We’re Here to Help

Planning a client dinner shouldn't be stressful. Our team of experts can handle everything from venue sourcing to activity coordination, allowing you to focus on fostering connections with your clients. Contact us today for a free consultation.

 

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