🏆 How to run an executive event like a champ

Hello from a very cold Chicago! ❄️

I’ll always love the people and the food here…but I’m ready to get back to Miami ☀️

Now that we’ve gone through why I bring together executives, and my six steps for planning these “intentional gatherings”, it’s time to share how I actually run them.

Today, you’ll learn how to pull off an intentional gathering like a champ. 💪

Two notes for context before we begin:

1. We’re continuing with the example of hosting a private event for executives.

2. As with the last newsletter, you'll notice I don't discuss the typical event logistics. My specialty is strategic engagement—bringing people together with intention. I choose to outsource event production to the venue or a third party so I can focus on my unique superpower.

📣 Don’t miss my latest video - read until the end to see it!

🚥 Ready…

👉 Do the prep work.

Take the time to make sure you thoroughly know each person you’ve invited: what they’ve done, what they’re doing now, and anything you might learn from external sources (e.g. media interviews) that’s not found on their LinkedIn or company bio page.

👉 Take time to visualize.

Imagine your guests’ event experience every step of the way, from how they’ll double check their invitation for address, timing, and dress code, to how they’ll arrive at the venue. Envision their walk into the private event space and picture what happens when they arrive (and how what they experience will depends on what time they actually arrive) and when they leave.

You need to plan for each scenario to ensure that every guest is informed, comfortable, well taken care of, and most importantly, has opportunities for engagement at all times that they are around other attendees.

For example, consider that most executives are either going to drive and expect valet, or take a black car. Understanding this, you’ll want to either include free valet as part of the event, or at least ensure it’s available at your venue. The last thing a busy executive needs is to spend 15 minutes looking for parking — which means 15 minutes they’ll miss spending with your group.

🚥 Set…

👉 Flow is everything.

What happens if someone arrives early? What is the experience like for the first few people who arrive? What happens if someone comes in late?

My best tip to control arrival flow is to specifically express in your invitation that it’s important guests arrive on-time.

👉 Prepare the opportunity for connection.

Write down the similarities between the attendees, or interesting facts that can be used to introduce them to each other, and think of at least 1-2 people you want to introduce each person to. This way, when someone arrives you can either say, “I want to introduce you to someone (insert reason),” or “There’s someone coming that I’d like to introduce you to (insert their name and the reason). When they arrive I’ll try to connect you, but if I’m tied up make sure to say hello to them.” This alone empowers your guests to go up to another person and strike up a conversation.

When you’re bringing together strangers, things can be a bit awkward from the start. If you can, have at least one other person on your team there that can guide people when they arrive and, even better, make introductions. If you can’t spare another team member for the event, ask one of the attendees to help out, someone you know who has a good presence.

🚥 …Go!

👉 Get to the good stuff.

In my case, our clients are top executives. They’re extremely busy. They don’t need or want “30 minutes of networking.” At the breakfast I hosted, I had our guests sit down after just about seven minutes, and the Four Seasons staff immediately took their orders. During that time, I went right into my opening.

To open an event, start with a statement, lead with a story, provide data or something to summarize, and then tie it back to the why of the event. After that is when you give quick logistics — and please, housekeeping is such an unsexy word — including time expectations for people’s introductions and your role as timekeeper; explicitly say that it is your responsibility as a host to keep track of time, to be respectful of everyone’s time and ensure a fair spotlight for all, while also maximizing our time together. (More on this in a bit.) And before you dive in…

✨ Do something delightful (my secret sauce!)

For this event, to my guest’s surprise, I put a thought-provoking question under each person’s plate. We opened our gathering by we answering these unique questions. One of my favorite thought leaders, Priya Parker, explains these as “Magical Questions.” 

For example, here’s how I structured my last intentionl gathering:

👉 Making introductions.

For private, intimate events, I always recognize each person individually. I don’t just say their name and what they do, or recite their LinkedIn bio. Instead, I interpret that information through my own voice and expertise.

Here are two examples of how I’ve personally introduced top executives (note: I’ve removed personal information for confidentiality):

👉 Keep track of time.

Calculate how much time is left to make sure each person gets a chance to speak. Respect your guest’s time by making sure no one hogs the spotlight, and everyone gets maximum value from the event.

👉 You’re the conversation facilitator, not the star.

As the gracious convener, you have a balance to strike as the host and not the main focus of attention. Only at the end of the event—once attendees have received immense value from your intentional gathering—can you take the opportunity to say a few words about yourself.

Keep it short and succinct, or run the risk of leaving your self-indulgent monologue as the last thing they remember of you—or worse, leaving them thinking it was a bait and switch! “Oh no we had this wonderful event and now the host is subjecting me to a 30 minute presentation about their business! I’ll never do this again….”

Once you’ve arrived here, it’s time to relax and celebrate the success of planning and executing an impactful intentional gathering! 🥂

In the next and final newsletter of this series, I’ll share how to keep the momentum rolling after you’ve bid your guests goodbye.

Until then,
Nicole

P.S. Did you love this newsletter? Please forward it to a friend, or have them subscribe here.

📣 Keep scrolling - new video drop below!