Host an In-person Executive Roundtable & Lunch
The Power of the Executive Roundtable & Lunch: How engaging with decision-makers over a meal drives strategic relationships, valuable collaborations, and accelerates business growth
Hosting an Executive Roundtable & Lunch is one of the most effective ways to engage C-suite leaders and senior decision-makers from targeted organizations. Unlike large-scale events or digital campaigns, a private lunch provides a focused, high-value setting where meaningful conversations and relationships can flourish.
These sessions allow the host vendor and thought leaders to position themselves as trusted advisors rather than sellers. By curating a relevant topic—aligned with current industry challenges or government priorities—hosts can spark genuine dialogue, showcase expertise, and demonstrate a deep understanding of executive-level concerns. Decision-makers appreciate environments that respect their time, foster peer exchange, and deliver tangible strategic insight.
The informal setting of a lunch encourages open discussion, networking, and candid feedback—elements often missing in formal presentations or virtual briefings. It also creates opportunities for real-time alignment between vendor capabilities and executive needs, often accelerating the sales cycle and strengthening long-term partnerships.
Ultimately, hosting an Executive Roundtable delivers both brand credibility and business impact. It humanizes your message, elevates your organization’s profile among high-value targets, and positions your team as a go-to partner for innovation and strategic transformation.
It’s not just a meal—it’s a relationship catalyst for executive engagement, collaboration, and growth.
We offer four different models for the event format, from Formal to Casual; each varies the meal format, setting, and number of participants.
Format A: Formal
Plated 3-course meal
Table setting with linen, beginning with a pre-set appetizer, plated entree prior to the Keynote, and desert with coffee/tea served during the Roundtable Discussion.
Participants: 10-12
Audience: C-Suite
Cost: $20,000-$22,000
Format B: Comfortable
Buffet Luncheon
Buffet has been set-up in the room to allow the participants to eat as they arrive, making way for a casual/comfortable setting to spark discussion throughout the event.
Participants: 15-20
Audience: Mid-Level
Cost: $18,000-$20,000
Format C: Unpretentious
Boxed Lunches
Box lunches and beverages will be set-up for pick-up as participants arrive. The format lends itself to a very comfortable gathering, which should inspire open and honest dialogue.
Participants: 18-25
Audience: Influencers
Cost: $18,000- $20,000
Format D: Casual
Food Truck Picnic
Lunch Truck has been set-up in a private area, where participants are seated at picnic tables. The setting should inspire the sharing of issues without a formal program.
Participants: 20-25
Audience: Users
Cost: $18,000-$20,000
Planning Guide:
Let's build your event
The Roundtable Event Company has created a planning guide to help Marketers or Sales leaders to structure a custom in-person event, whether it be an Executive Roundtable, Lunch & Learn, or a Networking function. Click the link below and complete the questionnaire to develop an idea of what kind of event you want, its' objectives, and then allow TreCo to provide you with a quote.
Our commitment
The deliverables for an in-person Executive Roundtable & Lunch
Hosting an Executive Roundtable & Lunch delivers a premium engagement opportunity with a curated audience from targeted organizations.
You will receive full event coordination, including venue selection options, menu options, invitation management, and on-site logistics.
During the planning phase, we will host a weekly cadence call with our team as we develop the content, theme, topics, and coordinate on the venue, menu, and any A/V requirements.
In an early call, we will be looking to identify both the job titles that are important, and the organizations that you are needing to engage at the Executive Briefing.
The deliverables provided by The Roundtable Event Company include:
- appropriate participants, each of whom aligns with the job titles and organizations that were identified as being most-relevant to your team;
- a verified list of qualified attendees;
- brand exposure through event signage and promotional materials;
- a thought leadership presentation slot;
- a Keynote Speaker (ideally a client) who can speak to your chosen theme for the event;
- facilitate a Roundtable discussion;
- structured networking time to foster meaningful business connections; and,
- an on-site staff person to coordinate logistics with the venue, welcome participants, coordinate with the your Host, and ensure that the timing of the program is maintained.
Post-event, you’ll receive attendee feedback and engagement analytics to measure ROI and support ongoing relationship development.
This turnkey experience positions your brand as a trusted strategic partner to senior decision-makers.
Venue selection
For an in-person event, we will provide you with up to three venue options to consider; each will be centrally-located in the community to enable easy access for the participants.
For a unique experience, we can explore other locations that will be memorable for all participants.
Turnkey operation
Our sponsorship fee is all-in cost; it includes the venue rental, food & beverages, signage, simple A/V equipment, program development, marketing, participant registration, and on-site support staffing.
Engaged audience
Our team works with your target list to ensure that the audience aligns with those that you need to meet and engage.
Chatham House Rule
"When a meeting, or part thereof, is held under the Chatham House Rule, participants are free to use the information received, but neither the identity nor the affiliation of the speaker(s), nor that of any other participant, may be revealed."
We follow the Chatham House Rule for our in-person Executive Roundtable events.
Sponsorship Payment
Payment for our sponsorship fee is structured such that 50% of the invoice is due within 15/days after signing the agreement, with the balance due 30-days prior to the event being hosted.
Should you have a strategic partner that you want to cost-share the sponsorship, we will accomodate your request and do separate billing.
Compare the benefits of an Executive Roundtable to a random industry conference
An Executive Roundtable Lunch with a curated C‑Suite audience offers far more targeted relationship-building and commercial value than sponsoring or speaking at a generic industry conference. It gives you direct, extended access to decision‑makers in a setting designed for peer conversation rather than passing foot traffic.
Strategic access and relevance
- Highly targeted guest list means you are in front of senior decision‑makers who match your ICP, instead of relying on random attendee flow past a booth.
- The discussion topic is aligned to executives’ current challenges, so your brand is tied to strategic problem‑solving instead of generic promotion.
Depth of conversation and discovery
- Small-group dialogue enables 60 minutes of meaningful discussion with each executive, going far deeper than the 1-3 minute interactions common at conferences.
- Open, peer-level conversations surface nuanced pain points, internal constraints, and buying triggers that would never appear in a quick booth chat.
Positioning and thought leadership
- Hosting the roundtable naturally positions your organization as a facilitator of executive insight and a trusted advisor, rather than “just another vendor” on an expo floor.
- Curated agendas, case studies, and moderated dialogue reinforce your expertise on critical topics, strengthening brand authority with the C‑suite.
Pipeline quality and ROI
- Concentrated access to decision‑makers in one meal often produces fewer but significantly higher‑value opportunities than the volume-driven lead capture of booths.
- Warmer, relationship‑based follow‑ups after a shared lunch (and shared conversation) tend to convert at materially higher rates than cold leads scanned at conferences
Experience and brand perception
- A well-executed executive lunch (good venue, curated group, tight agenda) creates a premium experience that reflects positively on your brand.
- Executives feel their time is being respected and invested in, which makes them more open to ongoing engagement than after an impersonal booth interaction
Caliber and focus of the curated C‑Suite audience
- Executive Roundtables are invitation‑only and restricted to C‑level and senior executives from pre‑selected organizations that match a specific ideal customer profile.
- These leaders are responsible for enterprise‑wide strategy, and budgets, so discussions focus on collaboration, growth, and transformation, rather than day‑to‑day tactics.