Easy RFP | MICE Knowledge Base

MICE Event Planning Checklist: 60 Tasks from Briefing to Post-Event

A professional MICE event requires managing 60+ tasks across six phases: (1) Briefing and scoping, (2) Venue search and RFP, (3) Contract negotiation, (4) Pre-event logistics, (5) On-site execution, (6) Post-event debrief and reporting. Missing tasks in phases 2 and 3 are the most common causes of cost overruns.
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Phase 1 — Briefing and Scoping (12 weeks out)

Define event objectives and KPIs. Confirm dates and flexibility window. Fix delegate count (min/max). Set total budget and DDR ceiling. Define session formats (plenary, breakouts, workshops). Agree AV and tech requirements. Identify sustainability commitments. Confirm dietary/accessibility needs.

Phase 2 — Venue Search and RFP (10 weeks out)

Build longlist of 8–12 venues. Send standardised RFP to all venues simultaneously. Set 72-hour response deadline. Evaluate proposals on 5 weighted criteria: location, capacity, DDR, F&B quality, AV capability. Shortlist 3 venues. Request site visits. Request Best And Final Offer (BAFO).

Phase 3 — Contracting (8 weeks out)

Negotiate DDR, attrition threshold, cancellation windows. Confirm force majeure clause. Lock bedroom block and rate. Sign contract with 10% deposit. Confirm AV supplier (in-house or external). Book accommodation for speakers and VIPs.

Phase 4 — Pre-Event Logistics (4 weeks out)

Send delegate joining instructions. Confirm final F&B numbers (72h before event per contract). Prepare run-of-show document. Brief hotel team and AV supplier. Arrange transport and parking. Prepare badges, materials, gifts.

Frequently Asked Questions

What does MICE stand for in events?
MICE stands for Meetings, Incentives, Conferences, and Exhibitions. It is the industry term for professional group events that involve hotels, conference venues, and event services.
How far in advance should you book a venue for a corporate event?
Book 6–9 months in advance for peak season (September–November) in major European cities. Smaller events in flexible locations can be arranged in 8–12 weeks.
What is the biggest risk in MICE event planning?
The biggest risks are venue cancellations (negotiate rebooking rights), attrition penalties (negotiate threshold to 70%), and AV failure (always have a backup supplier briefed). Budget overruns most commonly come from underestimating F&B and AV costs.
What is a run-of-show document in events?
A run-of-show (ROS) is the minute-by-minute script for the event day, shared with venue staff, AV team, and speakers. It eliminates on-site miscommunication and is considered essential for any event over 50 pax.

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