01
Clarify the occasion and guests
Agree the reason to meet, guest profile, host role and budget. Your team selects and invites the people it has relationships with.
A hosted dinner that gives the conversation room.
A good dinner brings people closer. We shape the welcome, table setting, hospitality and rhythm of the evening for customers, partners and leadership groups. Conversation belongs in the idea from the start.
What would make the invitation worthwhile?
Guests need to understand who is coming, why they have been invited and what the evening asks of them. A relaxed dinner and a structured peer discussion offer different experiences. Choose that expectation before choosing the menu.
Figma in Frankfurt: dinner, discussions and production
Figma EMEA Exec Roadshow
For Figma’s customer and employee gathering, PIRATEx supported concept advice, project management, venue, catering and on-site coordination. The event included recorded stage discussions. The guest experience connected hospitality and content.
Read the project accountPlan the details guests actually experience
An evening works through its arrival, table conversations, food, sound and close. These choices should let hosts spend time with guests and let guests participate comfortably.
02
Build the hospitality plan
Venue and catering research, seating, dietary and accessibility needs, arrival and timing belong in the agreed scope.
03
Prepare the evening
The running order identifies introductions, any contributions and on-site responsibilities. Recording and follow-up need explicit permission and ownership.
Working with your team
You own the guest relationships, invitations and account follow-up unless otherwise agreed. We define hospitality, guest administration, hosting and on-site scope in the proposal. Guest attendance and commercial outcomes are not guaranteed. A confidential peer roundtable would need its own discussion and documentation agreement.
PLANNING / SCOPE
Planning questions
When would a Roundtable be more useful?
When guests share a specific question and the exchange needs facilitation, ground rules and an agreed summary. The Roundtable page describes that separate scope.
Can we use an existing venue?
Yes. We check its requirements against the guest experience and agree the work with its suppliers.
Do we need a confirmed guest list first?
No. A guest profile and occasion are enough to start the conversation. Your team can identify invitees as the brief develops.
What do you have in mind for your guests?
Tell us about the occasion and the people you want to bring together. An early idea is enough. We discuss the format and experience, then set out the next steps, deliverables, responsibilities and fees in a proposal.
Discuss your brief