Planning Exceptional Leadership and Investor Conferences

Leadership and investor conferences are more than just meetings—they’re high-impact touch points where information, inspiration, and relationship-building happen at the highest level.

As we produced four CEO Summits and two Annual General Meetings this year, cornerstone events for venture capital and private equity firms, we’ve gathered key takeaways that apply to any high stakes summit. Whether you’re gathering executives, investors, or portfolio company leaders, the success of your summit comes down to intentional planning and a guest-first mindset.

Here are our best-practice DOs and DON’Ts from years of producing high-level leadership events.

DO

Choose a Convenient Time and Location

Your guests’ time is valuable. Generally speaking, CEOs and investors travel often and have a packed calendar due to the nature of their roles. Anticipate their needs by selecting a central and easily accessible location, like Midtown Manhattan if you are planning in NYC (sorry Brooklyn), or Miami for more of a destination, easy to access for both domestic and international attendees.

A half-day or two-thirds–day format offers meaningful content without over scheduling, leaving flexibility for calls or catch-up time. Several of our clients host CEO Summits and AGMs back-to-back to maximize face-time between investors and portfolio companies. This also allows guests to travel once, not twice, for your events and may increase participation.

Choose Impactful Speakers

Recognizable speakers draw attendance and leave guests feeling inspired and informed. Consider what’s top of mind for your audience—common topics for CEO Summits include founder burnout, managing your board, go-to-market strategy, and (always) AI. For investor meetings, geopolitical and economic experts are popular, and again…AI experts. To that end, really dive in to what will resonate with your guests. There are many so called “AI experts,” so be be willing to pay a premium for the more credible speakers, utilize your executives’ networks, and choose wisely.

We recently produced B Capital’s CEO Summit, featuring an impressive lineup including Arianna Huffington (Founder and CEO, Thrive Global), Andy Dunn (Co-Founder, Bonobos and author of Burn Rate), Jimmy Pitaro (Chairman, ESPN), and David Rubenstein (Co-Founder and Co-Chairman, The Carlyle Group), among others. The most engaging talks shared personal stories and advice on work–life balance—reminding guests that leadership growth is both professional and personal.

Mix Up Your Format

In a digital age of short attention spans, variety keeps engagement high. Combine individual speakers with panel discussions, fireside chats, and video segments.

For CEO summits, we recommend adding small-group breakouts or executive coaching sessions to break up the day. A breakout setting allows your guests to connect with other leaders going through the same challenges or dive into a more specialized topic relevant to their organization. We’ve partnered with Medley group coaching for two events and highly recommend them for expertly facilitated discussions.

For investor meetings, balance content about company performance and portfolio updates with external thought leadership. Remember, guests are there to hear your strategy—but fresh perspectives enhance the experience.

DON’T

don’t Skimp on the Venue and Catering

For high-level attendees, aim for an elevated—but not lavish—experience. Your environment sets the tone. Leadership audiences expect excellent service and food, so prioritize hospitality over other expenses like décor or entertainment.

We always plan a welcome or closing dinner alongside leadership meetings, creating space for relaxation and connection after a long day.  It’s all in the details.  For example, we suggest upgrading your wines—many standard “house wines” are lower priced, which may be perfectly fine for your social gathering, but perhaps not as appreciated by your guests with sophisticated palettes. Schedule a food and wine tasting in advance of the event and ensure the presentation is on point along with the taste.

don’t Go Overboard on Gifting

Know your audience. Many guests can purchase luxury items themselves, and some investors can’t accept high-value gifts. Excess can feel tone-deaf.

Opt for practical, subtly branded gifts (like travel chargers, dopp kits, or travel bags) or edible gifts like Compartés or MarieBelle chocolates.

If you’re gifting a wearable item, like the ever-popular fleece, choose a name brand over a knockoff for a polished touch.

don’t Overload the Agenda

It’s tempting to pack in content—but more isn’t better. Long sessions and back-to-back panels can exhaust your audience and dilute impact.

Build in space for networking and organic connection. We loved how Female Founders Fund incorporated a Field Day into their “Camp FFF” founders retreat—a playful, lighthearted break that fostered bonding and resulted in great photos! Similarly, Harlem Capital adds friendly competition to their CEO summits, from Olympic-style contests to pickleball, creating energy and camaraderie.

Remember: the best insights often happen in the hallway, not on stage.

Conclusion: Design with Purpose, Deliver with Excellence

A leadership summit is one of the most powerful investments your organization can make. When you choose strategic timing, curate high-value content, and invest in the guest experience, your event becomes more than a meeting—it becomes a catalyst.

With thoughtful design and intentional details, you’ll create a summit that informs, inspires, and strengthens your most important relationships.