Here's how you can effectively convey event budgets and financial information to stakeholders.

Um dos grandes desafios ao apresentar um or?amento é traduzir números em palavras, fazer com que a “sopa de letrinhas” – ou quem sabe, “sopa de numerozinhos” – se organize de forma natural, expondo as situa??es reais de forma clara e objetiva. Uma boa maneira de ter sucesso, ou receber a “Aprova??o” para um or?amento, é aplicando técnicas de storytelling. A partir dos gastos mais relevantes, a fala do apresentador deve ligar os pontos, das diretrizes assumidas aos objetivos pretendidos, categorizando as despesas que se tornar?o óbvias – e lembre-se, o óbvio também precisa ser dito! O nível de detalhamento será direcionado pelo público-alvo em quest?o, e as justificativas sempre devem estar presentes, mesmo que disfar?adas de explana??o.

During the planning of a high-profile international conference, I needed to present the budget to a diverse group of stakeholders. To ensure clarity, I broke down the budget into specific categories: venue, catering, speakers, travel, and marketing. I used pie charts and bar graphs to visually represent the data, making it more accessible. Each category was explained in detail, highlighting why certain areas, like securing a top keynote speaker, required more funds. By comparing our budget to previous successful events, stakeholders saw the value in our spending. This transparent and structured approach kept everyone informed and comfortable with the financial aspects, leading to a successful conference.

Effectively conveying event budgets and financial information to stakeholders involves clear, concise, and organized communication. Start with an executive summary highlighting key figures and outcomes. Use visual aids like charts and graphs to simplify complex data. Break down costs by categories (e.g., venue, marketing, catering). Provide context for variances from the budget. Ensure transparency and accuracy, and be prepared to answer questions with detailed backup information. Regular updates and a final comprehensive report are essential.

The company's budget is a complex file with many tabs, assumptions, models and other auxiliary data. To enable stakeholders to see the bigger picture I recommend using a visualization tool (Power BI or alike) to demonstrate the main topics of the budget along the relevant notes to show how this budget items contributes to the company's plans and profitability forecast, as well as strategic growth plans in the budget period.

A truly effective budget should tell a story – the story of an organization's priorities, challenges, and aspirations. Sure, a simple budget can give you a basic idea of where money is allocated. But the real power lies in understanding the "why" behind those numbers. When we break down costs and explain the rationale, we invite stakeholders into our decision-making process. By focusing on the "why," we transform budgets from mere financial documents into strategic roadmaps. We give stakeholders the context they need to truly understand and support our vision.

Fotos de antes. durante y despues, son sumamente efectivas. Trasmiten claramente el problema y como fue evolucionando en la medida que tu injerencia sobre las actividades se iban dando.

Visual aids such as charts, graphs, and tables can turn a bewildering array of numbers into an understandable story. When you present your budget, include visual representations that highlight key information like cost distribution, revenue streams, and expense comparisons over time. Visual aids help stakeholders quickly grasp complex financial data, making it easier for them to make informed decisions and provide constructive feedback.

As pessoas, de modo geral, s?o naturalmente atraídas por assuntos que estejam diretamente ligados aos seus interesses. Temas difíceis, pautas polêmicas, costumam afastar boa parte dos ouvintes. Em apenas 30 segundos o cérebro humano decide, de forma inconsciente, se irá prestar aten??o totalmente ou parcialmente no que está sendo dito. Uma forma muito útil de reter a aten??o tanto de crian?as como de adultos, s?o os recursos visuais. Através de imagens (entendem-se aqui como gráficos, tabelas, etc) é possível “fisgar” o ouvinte, ou pelo menos conquistar alguns minutos de sua aten??o, oferecendo atrativos que o impe?am de divagar.

Use charts, graphs, and tables to present financial data visually. Visual aids make complex financial information easier to understand and can highlight key points quickly.

In this case financial information can be presented in table form with additional explanation and pie graphs to give a clear picture to stakeholders.

Mostrar el avance de las actividades y comentarlo brinda seguridad y confianza a los inversionistas sobre que sus recursos que se estan invietiendo en determinado campo. Ademas allana las solicitud de los fondos para finalizar las actividades.

Keep stakeholders informed with regular updates on the budget status. This can include periodic reports or meetings to discuss financial progress and any adjustments needed.

Antes de dar un presupuesto hay que estudiar bien el mercado y no olvidarse de ningún gasto, a parte del material físico hay otros gastos que a?adir al presupuesto. Un presupuesto que varía, de no ser que se abaraten gastos, podría dar una imagen de desorganización.

Communication is key, keep your stakeholders informed either monthly or quarterly, Outlining any areas where the business need to pivot, with justifications. Keeping these lines of communication open helps stakeholders feel included and better understand the business along with the trials and tribulations it may face. the sooner they are made aware of the realities the quicker they are to respond and understand any need fro change.

Esto es de suma importancia, cuando uno es quíen esta mas involucrado con la ejecución de lo presupuestado es importante mencionar y recalcar en los detalles que pueden traer variaciones e incentivar a veces lo mas simple posible para incentivar el cuestionamiento sobre las acciones. Sini entienden lo mas seguro no preguntaran, esa duda será mas cara de saldar mas adelante.

Engage stakeholders by asking for their input and addressing any questions they may have. This ensures that everyone is on the same page and can contribute to financial planning.

If we encourage stakeholders to ask more questions related to budget .. we should categorize all kinds of costs including clear & understandable points it also leads to define kind of direct & indirect (for example) costs it will generate new ideas explaining why &how we spend this costs

Totalmente de acuerdo. El diálogo debe existir para así poder conocer con detalle las exigencias del cliente y poder ofrecer el presupuesto que más se adapte a sus expectativas. Que el cliente se sienta involucrado en el proceso, puede afianzar el proyecto

The best way to foster a relationship with your stakeholders is to communicate, communication is a 2 way street, it is important that you take time to understand their concerns, and address them. For this it is important that you create an environment where they feel comfortable to ask questions and also to offer any ideas they may have from their own experience.

Use clear and straightforward language to explain financial terms and concepts. Avoid jargon that might confuse stakeholders who are not familiar with financial details.

This is specifically critical when dealing with events that are directly related to local governments. Never assume those elected to positions in any administration has been placed there because of financial expertise. Many are there to protect the wishes of constituents.

Complex language can create barriers that are both unwanted and not needed. There's a time and place for things. People may like to seem complex but most everyone appreciates simplicity. Simplicity and clarity lead to strong decision making skills. Skills that benefit stakeholders and endeavors alike.

The advice provided in the post is excellent. Simplifying financial terminology is crucial when communicating with stakeholders who may not have a financial background. By avoiding jargon and acronyms and ensuring terms like 'net revenue', 'fixed costs', and 'variable expenses' are clearly defined, you make financial information more accessible and understandable. This approach helps stakeholders feel more confident in their understanding and fosters greater engagement with the financial aspects of the event. Overall, it's a practical strategy for effective communication in diverse stakeholder settings.

Speak to be heard, if someone speaks to you and you don't understand, after a while you shut off, You may have spent years learning accountancy speak, however it is a limited language that few understand. Don't feel you have to use accountancy speak to justify your position, instead use your knowledge to communicate inclusively so that everyone is on the same page . eg. convert R.O.C.E. to R.O.C.I and refer to it as the return made from the capital invested in... If you can convey the financial aspects in a way that everyone can understand or imagine it then you have truly grasped the meaning yourself. As the saying goes if you can not effectively communicate what you are saying to a 6 year old, you do not truly understand it yourself

Depending upon the audience, transparency can be viewed as an attempt to be open, however, it can also trigger opposition if the method, motive, and goal are not clearly articulated. And even when it is prepare for those who could still produce alternative motives that have nothing to do with the event itself. Rule of thumb, always have a thick skin and never react to criticism, be ready to ACT, which requires thought before response.

La explicación en campo y mostrar los detalles que hacen "variar" de lo planeado y presupuestado realmente cala en quienes no tienen idea mas alla del analisis de lo escrito en papel y planificado en oficina. Muy importante ir a campo.

Be transparent about the financial situation, including any challenges or unexpected expenses. Transparency builds trust and allows stakeholders to provide support or suggest solutions.

Tailor your communication style to the preferences of your stakeholders. Provide context by comparing current budgets to past events. Highlight the return on investment (ROI) and benefits of the event.

Every presentation must end with three things: 1. Key takeaways for the stake holders, including client. 2. Next steps or actionables for the stakeholders. 3. Scheduling a follow on meeting to track progress and take corrective action therein, if necessary.

Be transparent by sharing clear, detailed breakdowns of all costs, including venue, catering, and marketing. Use visuals like charts and graphs to illustrate budget allocations and expenditures, and highlight key points such as major expenses, potential savings, and ROI. Keep the language simple and straightforward, avoiding jargon. Be prepared to answer questions with clear explanations, and provide regular updates to keep stakeholders informed and confident in your management. This approach ensures clarity and builds trust.

Event budgeting can be difficult because you truly do need (in my opinion) 3 different financial plans. 1 - What happens if the event doesn’t make any money? (No one attendees) 2 - What happens if the event only breaks even? (The right amount attendees) 3 - What happens if the event is a massive success? (We’ve sold out) And then you can tailor vendors, event spaces, music, etc for each budget. I love this method because it’s a way to benchmark your success and see various projections. So when pitching- having these 3 numbers can help build your case so that you can say this is where we are - and this is where we are going aka Sold Out Events!

Uma quest?o de suma importancia nos valores de despesas ou gastos or?ados que n?o foram realizados durante o período é detalhar, juntamente com a área responsável pela realiza??o da despesa ou projeto que deu origem a previs?o, a raz?o pela qual n?o foi possível o seu desenvolvimento. Isso é muito importante e necessário para conscientizar a gest?o para que a mesma n?o efetue cortes para a próxima previs?o or?amentária.