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Follow our step-by-step guide to tackling what is commonly thought to be the last area of unmanaged travel spend

“Many clients come to us knowing that they want to tackle the MICE area of their spend but have insufficient data with which to get a clear perspective,” says Morag Alabaster of Zibrant. The plain truth is that, without MI, it is difficult to understand spend or the services being utilised by the booking community and almost impossible to shape and define their policy or scope the RFP for potential suppliers. What to do? At the start of the process, it is critical that the business is clear about what it wants to achieve from the initiative. Is it reducing costs and managing suppliers, or minimising risk and providing a duty of care to employ-ees? That’s the starting point.

STEP 2: Where are we now? It is essential to determine as far as possible what the current situation regarding MICE looks like. Determine primary, secondary and tertiary bookers and survey for current buying criteria. Ask how much is spent on MICE and by whom? Where does the spend go? What types of events are held and when? What are event success criteria? Who are the stake-holders and what do they want? What deals are already in place? What MICE services are being bought?

STEP 3: Gathering data. Gain as much information as possible from existing preferred suppliers. In addition to the MI regarding your accommodation spend they should also be able to give information regarding your company’s usage
of meeting facilities.

STEP 4: Benchmark existing suppliers, review current perform-ance against feedback and define targets for your MICE suppliers. Research suppliers who not only deliver the services you need now but will also grow with you as your MICE strategy develops. Visit their offices and gain an understanding of the services they supply you. Establish how many suppliers you may need in each category to give maximum ability for the agency to strategically consolidate and manage your spend for venue find.

STEP 5: The ‘M’ word. Your business culture and ability to enforce policy through mandation will determine the rate of adoption. We anticipate that it takes two years to reach a high compliance level.

STEP 6: Clinching the deal. Enter into contracts that offer no risk to you within the cost model and with flexibility to review terms after a year.

STEP 7: It’s not over yet! Create an events calendar giving a strategic view of known requirements so that your sourcing activity is proactive. Communicate and engage regularly with the key stakeholders.

STEP 8: Green your M&E policy. Consider the usage of your internal meeting rooms – it's cheaper and greener. And, of course, investigate why meetings are even taking place.

STEP 9: Determine a meeting/event request, authorisation and payment process that monitors, verifies and tracks spend.

STEP 10: Accrue the savings! Depending on where you begin, your volume and location of your meeting, savings of between five and 45 per cent are achievable.

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