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Justifying Expenses: Show Me the (Value) Money!

Event Garde LLC
Event Garde LLC
Event Garde LLCMeetings innovator/professional development trailblazer; builds learning strategies with savvy & mission-driven purpose.

Aaron delivered this presentation during an Experience Grand Rapids site visit on Saturday, Sept. 8, 2012, in Grand Rapids, MI.

Justifying Expenses: Show Me the (Value) Money!

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Justifying Expenses:
Show Me the (Value) Money!
     Saturday, Sept. 8, 2012
     11:30 a.m. – 12:30 p.m.
Jerry Maguire, 1996
Contact Information
Aaron D. Wolowiec
MSA, CAE, CMP, CTA
Founder & President
Event Garde LLC
Phone: (616) 710-1891
Email: aaron@eventgarde.com
Web: www.eventgarde.com
YOU
ARE
HERE
Stakeholders   have
               an
               eye
               on
               every
               line
               item
Conference
 Expenses
Ad

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Justifying Expenses: Show Me the (Value) Money!

  • 1. Justifying Expenses: Show Me the (Value) Money! Saturday, Sept. 8, 2012 11:30 a.m. – 12:30 p.m.
  • 3. Contact Information Aaron D. Wolowiec MSA, CAE, CMP, CTA Founder & President Event Garde LLC Phone: (616) 710-1891 Email: aaron@eventgarde.com Web: www.eventgarde.com
  • 5. Stakeholders have an eye on every line item
  • 7. Controlling Costs Actual Costs Budgeted Costs
  • 8. Controlling Costs Variance Actual Costs Budgeted Costs Example: Food & Beverage
  • 9. Tips: Food & Beverage • À la carte • Fewer options • Counts/trends • Overage policy • Work with chef • Hold dessert • Pull break items • Water pitchers
  • 10. Maximizing Resources Possible Usage Current Usage
  • 11. Maximizing Resources Variance Possible Usage Current Usage Example: Professional Speakers
  • 12. Tips: Professional Speakers • Blog post • Twitter chat • Facebook discussion • Promotional video • Newsletter article • Magazine interview • Webinar (pre/post) • Other onsite events
  • 13. Controlling Costs or Maximizing Resources
  • 14. Diverging Perspectives Defensive Proactive Justifying Demonstrating Conference Conference Expenses Value • Money • Value • Organizer • Attendee • Post-event • Pre-event
  • 16. 7 Elements of Value 1. Service 2. Response 3. Variety Value 4. Knowledge 5. Quality 6. Guarantee 7. Price
  • 18. Demonstrating Value • Identify purpose of the conference • Establish learning/relationship goals • Align expenses with desired outcomes • Calculate return on investment
  • 19. Tips: Communicating Value 1. Personalize the communication. 2. Be transparent. 3. Describe the attendee experience. 4. Consider qualitative outcomes. 5. Consider quantitative outcomes. 6. Leverage differentiation. 7. Identify cost controls. 8. Identify resource maximization.
  • 20. Practice: Communicating Value Stakeholder Value Expense
  • 21. Tips: Communicating Value 1. Personalize the communication. 2. Be transparent. 3. Describe the attendee experience. 4. Consider qualitative outcomes. 5. Consider quantitative outcomes. 6. Leverage differentiation. 7. Identify cost controls. 8. Identify resource maximization.
  • 22. Final Thoughts • Control costs by decreasing actual costs to meet budgeted costs. • Maximize resources by increasing current usage to meet possible usage. • Experience trumps price. • Demonstrate value by aligning expenses with desired outcomes. • Communicate unique value to each stakeholder.
  • 23. Housekeeping • 30-minute consultation: – aaron@eventgarde.com – Email within one week • Slide deck: – http://www.slideshare.net/aaronwolowiec – Available later today • Blog post: – Experience Grand Rapids