6 step guide to building a winning business case

Let’s be honest, sometimes getting sign off for a new idea can feel like climbing a mountain with a large backpack. You know your idea will boost revenue, make operations smoother, or deliver a better guest experience, but you need backing and or budget. So how do you convince the right people to give you the green light?

That’s where a strong business case comes in.  A clear, confident proposal that shows the “why”, the “how”, and the real impact the implementation of your idea will have within the organisation will have a greater chance of success than a wall of spreadsheets or a PowerPoint that everyone says they’ve scanned but will read properly when they have the time.

At VisitOne, we see this so often,whether it’s a venue team trying to justify a digital membership upgrade or an ops manager pushing for integrated pre-ordering. Winning proposals all share one thing: clarity. Built on evidence, strategy, and a touch of storytelling.

Sounds simple, right? Well, it can be with our free downloadable Business Case Toolkit. We’ve created a complete a step-by-step checklist along with a case study template to help you build and present your next great idea, which we hope will be VisitOne.

Why a Strong Business Case Matters

Every organisation has more good ideas than it has time (or budget) to deliver, so to get your idea to shine you need to:

• Get buy-in from leadership and the budget owner
• Show measurable return on investment (ROI)
• Reduce the risk of delay by answering those tough “why” and “how” questions upfront
• Align your idea with your organisational strategy and visitor goals

Whether you’re pitching a new EPOS integration, digital ticketing upgrade, or a smarter way to boost donations your business case should show clearly that it can deliver growth, efficiency and better visitor experiences.

The Step-by-Step Business Case Checklist

We’ve broken it down into six simple, practical steps to follow to prepare, create and present a great business case.

Step 1: Define the Purpose
Start with the “why.”  
What problem are you solving and why does it matter now?  
Be crystal clear about the scope of the project. What’s included, what’s excluded and who benefits.

Step 2: Gather Evidence  

Support your proposal with credible data and insights such as:
Market research and benchmarks. 

• Try talk to others in the market about the solutions they have implemented, what is working and what is not. Review no more than 3 suppliers in the market with pros and cons

Financial data

• Estimate potential revenue loss under the current processes, what are the costs, savings, and potential revenue impact of the implementation. Even conservative estimates can be powerful when they’re grounded in evidence.

What are the key risks and ideas for mitigation 

• Examine the barriers to implementation such as 3rd party involvement, department requirements and roll-out timing  You can also include the risk of not proceeding with the project.

Step 3: Link to your organisation’s strategy 

Show how your idea supports wider organisational goals such as:

• Growth and revenue stream diversification
• Cost and or process efficiencies
• Audience engagement and satisfaction
• Sustainability and innovation 

This is often how senior leadership and budget holders will connect your project to their priorities.

Step 4: Structure the Case  

Keep your business case document clear and easy to follow. Include these key sections:

• Executive Summary 
• Problem / Opportunity Statement
• Assessment of solutions in the market
• Expected Benefits
• Costs including an ROI snapshot
• Risks and mitigations
• Implementation Plan

This simple framework ensures you don’t miss anything that your decision-makers will expect to see.

Step 5: Make it Visual 

Turn your story into something tangible. Use charts, graphs, timelines, and visuals to help people understand the impact at a glance.  . Visuals make complex information easier to digest and more persuasive. Add in any recommendations from partner organisations or other venues in the sector about the impact they have experienced.

Step 6: Practice the Delivery  

A great business case deserves a knowledgeable evidence based presentation. Rehearse your answers to likely questions, clarify your ROI narrative and when in person deliver it with confidence and enthusiasm. Take your research with you for a personal presentation or include it in an appendix for an emailed document or leave behind.

Example Business Case Snapshots

To help you get started, here are a few real-world style examples from the arts and culture sector that you can adapt:

Example 1: Digital Membership Card Rollout  
Objective: Improve member engagement and reduce admin time.  
Problem: Manual renewals and outdated systems lead to lapses in renewals and poor tracking.  
Proposed Solution: Introduce digital membership cards linked to ticketing CRM.  
Expected Benefits:  
- 15% increase in membership renewals  
- Improved audience insight and segmentation
- Reduced admin hours for staff  

Example 2: Interval Pre-Order Upgrade
Objective: Increase F&B revenue and reduce queue times.  
Problem: Interval congestion and lost sales opportunities.  
Proposed Solution: Enable mobile pre-ordering via VisitOne platform.  
Expected Benefits:  
- Up to 20% increase in bar revenue  
- Enhanced visitor experience  
- Better staff planning and efficiency  

Example 3: Secure Digital Ticketing  
Objective: Streamline entry and improve customer satisfaction.  
Problem: Long queues and manual ticket checks delay entry.  
Proposed Solution: Adopt secure digital ticketing with timed entry.  
Expected Benefits:  
- Faster entry times  
- Positive feedback on access experience
- Better staff planning and efficiency

Why We Created This Toolkit

We know our audiences from marketing strategists to operations leaders like are full of actionable ideas that can transform their venues. But too often, those ideas stall because the proposal doesn’t land with decision-makers.  This resource is designed to change that — to help you build your case, present it with confidence, and bring your project to life.

Ready to get started?

1. Download the Complete Business Case Toolkit (it’s free!). 
2. Use the checklist to structure your thinking. 
3. Explore the examples and tailor them to your idea. 
4. Copy the template and start drafting your own.
5. Plug in your numbers, refine your visuals, and rehearse your pitch.

Your next great idea deserves the go-ahead — and we really hope that this toolkit will help you get it.