Phase 1 Asses: Create spend transparency
The first step toward structured MICE procurement begins with an honest assessment of the current situation
Where does your company stand today, and what should structured MICE procurement look like in the future?
In most companies, event bookings are handled decentralized, through administrative offices, departments, or individuals, often without a centralized overview. In many cases, it remains unclear exactly how much is actually spent on meetings, incentives, conventions, and exhibitions, which vendors are used, and under what terms. This is precisely where the "Assess" phase comes in: it establishes the factual foundation before any changes are made.
A reliable framework answers four questions:
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How much is the actual MICE spending, including bookings made outside of central channels (dark spend)?
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Where do duplicate negotiations or missed opportunities for volume bundling between locations and departments occur?
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What compliance risks already exist today, for example, regarding data protection or invoicing?
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Specifically, what would a structured MICE procurement process change, and for whom?
Without reliable figures, the issue is quickly dismissed internally as an “IT project” or a minor procurement matter. However, as soon as hard numbers are brought to light, such as dark spend, duplicate negotiations, and missed bundling opportunities, the necessary sense of urgency arises on its own. A thorough initial analysis of the current situation is therefore not just a formality, but the foundation for every subsequent phase.
At DATEV eG, before the introduction of structured processes, event bookings were handled directly by secretariats and specialized departments through hotels; centrally negotiated terms were posted on the intranet but could not be tracked in a binding manner. It is precisely this starting point, a lack of transparency regarding previously negotiated terms that marks the first step on the way to Strategic MICE Management. Link to the DATEV Case Study →
At the end of the "Assess" phase, the following applies:
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Documented MICE expenditures (transparency of spending)
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A clear definition of the objectives of structured MICE procurement
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Initial success criteria (savings, compliance rate, utilization rate)
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An initial business case with reliable figures
Start building transparency into your MICE spend
The first step toward Strategic MICE Management starts with an honest assessment. Let our experts show you how to create spend transparency and identify your first savings potential.
Your contact for Strategic MICE Management:
Daniel Ritter
MICE Expert | Senior Sales Manager