Hosting a carefully curated dinner for qualified potential investors is one of the most effective ways to grow your fund or company. By creating a curated, intimate setting, you provide a platform for meaningful conversations and lasting relationships.
With the powerful features of CapitalReach AI, you can seamlessly plan, execute, and follow up on your event. Here’s a step-by-step guide to ensure your fundraising dinner is a resounding success.
Step 1: Set Up the Event in CapitalReach AI
Complete Your Business Profile
Start by ensuring your CapitalReach AI profile is complete and optimized. A well-detailed profile helps the AI accurately match you with prospective investors.
- Go to the Profile Tab in CapitalReach AI.
- Fill out essential business details, including:
- Business name and description.
- Vertical markets and product details.
- Your Unique Value Proposition (UVP).
- Specify the country and geographic focus to refine matches.
- Click Check Matches to let the AI generate a list of potential investors tailored to your profile.
Create a New Event
With your profile ready, create a captivating event page to showcase your dinner.
- Navigate to the Events Tab and click Create New Event.
- Fill in all relevant details:
- Event Name: [Firm] Investor Dinner.
- Description: "An intimate, curated salon dinner for existing and potential investors."
- Date & Time: Select a convenient date for your audience.
- Location: Opt for a private, quiet room at a high-end restaurant or residence.
- Host Information: Include names and titles of firm representatives.
- Dietary Preferences: Add an RSVP field for dietary needs.
- Guest Recommendations: Allow invitees to suggest additional guests.
Configure AI Match Settings
Refine your guest list using CapitalReach AI’s matching capabilities.
- Go to AI Match Settings and filter by:
- Business profile details.
- Targeted investment strategies.
- Geographic preferences.
- Once the AI generates matches, review them in the Contacts Column on the Kanban Board.
Step 2: Invite Investors
Manage Your Investor List
In the Contacts Column, browse through your AI-generated matches and begin confirming potential attendees:
- Manually move cards of key investors to the Investors in Pipeline column.
- Use the Move to Shortlisted feature to confirm all matches at once.
Configure Email Invitations
Personalized invitations are crucial to maximizing RSVPs:
- In the column, click on Email Settings o set up and integrate your email account.
Send Invitations
Once your email settings are ready, it’s time to send out invitations.
- Click Start Sending Emails button.
- Use this email template for your invitations:
- Subject Line: Invitation: Exclusive [Firm] Investor Dinner
- Body:
Dear [Investor Name],
Please join us for an exclusive, curated dinner hosted by [Firm Name]. This intimate event is designed for existing and potential investors to engage in meaningful conversations. - Details:
- Date & Time: [Insert Date & Time]
- Location: Private room at [Venue Name], [Neighborhood]
- Hosts: [Names & Titles]
- Kindly RSVP here: [Insert RSVP Link]. Feel free to share
recommendations for additional guests who might benefit from this
event.
Warm regards,
[Your Firm Name] Team
Step 3: Manage RSVPs Using the Kanban Workflow
CapitalReach AI’s Kanban Board simplifies RSVP tracking and event preparation.
Track Responses
- Once emails are sent, investor cards automatically move to theInvited Column.
- RSVP statuses are organized into the following columns:
- Review: Check and confirm RSVPs.
- Accepted: Move confirmed attendees here.
- Rejected/Declined: Track declined invitations.
Follow Up Before the Event
Consistency is key when managing RSVPs.
- T-7 Days: Send reminder emails with RSVP details.
- T-2 Days: Send final reminders to confirmed attendees.
Step 4: Execute the Fundraising Dinner
The day of the event is your chance to make a lasting impression. Here’s a detailed timeline to ensure everything runs smoothly:
Timeline (Day of Event)
| Time | Action |
|---|---|
| 4:30 PM | Organizers arrive. Double-check all details. |
| 5:30 PM | Doors open. Greet investors. |
| 6:15 PM | Seat guests. Waiters take orders. |
| 6:40 PM |
15-minute presentation:
|
| 7:00 PM | Open Q&A and main course service. |
| 7:30 PM | Informal discussions and networking. |
| 9:00 PM | Formal portion ends. |
| 10:00 PM | Room closes. |
Pro Tip : Personalize the experience by providing one-pagers at each seat with attendee names, titles, and firms. This small touch goes a long way in creating a welcoming environment.
Step 5: Post-Event Follow-Up
The real work begins after the dinner. Follow up promptly to convert interest into action.
Day After Event (T+1)
Relationship Managers should contact each attendee individually:
- Thank them for attending.
- Gather feedback and gauge their interest in investing.
Update Your Campaign in CapitalReach AI
- Accepted: Investors showing strong interest.
- Rejected: Investors not ready to invest.
Move attendees’ cards to the following columns based on their response:
Use targeted follow-up emails to nurture investors in the Accepted column.