Phase 3 Shape: Select MICE suppliers smartly
The right supplier selection turns bundled volume into real negotiating power
What should the new process look like, and who will we partner with to implement it?
Once the mandate and coalition from the first 2 phases are in place, the traditional shaping and bidding phase begins: defining requirements, shaping policy, and reviewing and selecting vendors. In practice, two issues are particularly often overlooked: ratefinding and the organization’s own purchasing terms.
Ratefinding refers to the systematic negotiation and establishment of terms, such as room rates, conference packages, or catering rates with selected hotels and venues before a specific event is booked. Instead of negotiating each inquiry individually, terms are agreed upon in advance based on the expected total volume. Bargaining power arises only when the booking volume is aggregated and visible across locations and departments, precisely the data foundation that was established during the "Assess" phase. Digital platforms then bundle hotels, venues, supporting programs, transportation, and catering, enabling a direct comparison of offers in real time, rather than through scattered email inquiries.
In nearly all product categories, it is standard practice to make purchases in accordance with the company’s own purchasing terms and conditions, as specified by the compliance department. However, when it comes to hotel bookings, this standard is often bypassed through direct bookings: the hotel’s terms and conditions apply without the procurement team ever having reviewed them. A digital, structured approval process closes this gap by automatically determining who needs to approve what and immediately highlighting any deviations from the company’s own standards.
Read the white paper to learn in detail how rate finding, competitive bidding, and purchasing terms work together.
At the end of the design phase, the result is:
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A pragmatic requirements profile (not a 200-point specification)
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A Market overview of potential providers
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A list of questions for the RFP
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The selection of providers made
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Clarified sost and financing models
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Clarity on how to handle AEB/contract terms
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A defined approval workflow
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Clarified procedures for invoicing/billing
Start selecting the right suppliers
The right supplier selection turns bundled volume into real negotiating power. Let our experts show you how to select suppliers smartly and make the most of your MICE purchasing volume.
Contact Person for Strategic MICE Management:
Daniel Ritter
MICE Expert | Senior Sales Manager