A client dinner is one of the highest-value touchpoints in a business relationship — and the details matter. This client dinner run sheet template helps account managers and events teams coordinate the venue, caterer, and guest experience down to the minute, so hosts can focus on conversation rather than logistics. Use it for small boardroom dinners or large client appreciation events alike.
| Time | Task | Responsible | Location |
|---|---|---|---|
| 16:30 | Private dining room set-up and florals in place | Venue Staff | Private Dining Room |
| 17:30 | Host team arrives; final briefing with head waiter | Account Team | Private Dining Room |
| 18:00 | Pre-dinner cocktails and canapes served | Catering | Foyer |
| 18:00 | Guests greeted by host; introductions made | Account Team | Foyer |
| 18:45 | Guests invited to take their seats | Venue Staff | Private Dining Room |
| 18:55 | Welcome remarks by senior host; wine poured | Account Team | Private Dining Room |
| 19:05 | Entrée served | Catering | Private Dining Room |
| 19:35 | Brief company update presentation (5 minutes) | Account Team | Private Dining Room |
| 19:50 | Main course served | Catering | Private Dining Room |
| 21:00 | Dessert and coffee/tea served | Catering | Private Dining Room |
| 21:30 | Host farewell remarks and gift presentation | Account Team | Private Dining Room |
Confirm dietary requirements and menu preferences with each guest at least one week in advance.
Brief all hosting team members on the evening's agenda and key conversation topics to avoid.
Keep any formal presentation to under 5 minutes — clients come for relationship-building, not a sales pitch.
Seat guests strategically to encourage cross-introduction and conversation.
Arrange transport or valet parking for clients where appropriate to elevate the experience.
A good rule of thumb is a 1:1 host-to-client ratio where possible, or no more than 60% hosts to 40% clients. Having too many company representatives can feel intimidating for clients. Ensure the most senior host is present and that all hosting team members know their role for the evening.
Keep any formal business content to a minimum — ideally no more than 5 minutes during the entrée or between courses. A client dinner should feel primarily social. If you need to cover detailed business content, consider a separate daytime meeting and use the dinner exclusively for relationship building.
Choose a venue that reflects your brand positioning — a private dining room at a well-regarded restaurant works well for most situations. Consider noise levels (conversation should be easy), service quality, and whether the venue offers a private or semi-private space. Avoid venues that are too trendy or casual for your client's culture.
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View Template →Stop juggling spreadsheets and last-minute messages. Run Sheets gives your entire team a single, live document for every event — accessible anywhere, updated in real time.