There’s no doubt that planning incredible events is taxing, and any bit of help a MICE consultant can get is a win. An event brief template, or a request for proposal (RFP) template for that matter, makes your life when it comes to briefing vendors, infinitely easier.

These golden documents allow for a clear, reliable and detailed form of communication with vendors that can curb the problem of crossed wires, and provides an unambiguous, clear document for all to work from. Another advantage? The paper trail that can be revisited if there are any misunderstandings later on. Sound good to you? Great. Here are a few tips on how to get the most out of your event brief template:

Start with the basics

The first step to using an incredible event brief template, is to create the perfect, generic one for you that can then be tailored for each client, the different type of event and the vendor that it’s used for. Your event brief template needs to have some of the basics; the date of the event, the type of event, the size, the location and the services required. Obviously, these are literally the basics, and the more information the better. If you are not really sure what it should look like or how to start, then take a look online, there are loads of generic templates available that you can customise to suit your needs.

Ensure you have the essentials

Once you have the basics in place, here are four essentials to ensure are in your event brief template:

A client profile: By now, you should know how important it is that you fully understand your client, their brand and their expectations. You will also want to find perfect-fit vendors for your clients and their events. That’s why we strongly suggest including a ‘client profile’ section on your brief. That way, your suppliers and vendors will understand both the client and the type of event.

Detailed information on the event: When it comes to your event brief template, detail is key. In fact, rather include more detail than less as a basic rule when it comes to your briefs. The reality is that the more detailed you are in the brief, the less space there is for a vendor to misunderstand or misinterpret your requirements, and gives them a better chance of putting together a fantastic proposal.

Ensure that the detail you provide is appropriate for each vendor, so be sure to customise the template for each. Details that aren’t relevant to them might confuse them.

A clear and accurate budget: When it comes to budgeting, you need to be transparent from the get-go. This will pave the way to ensuring that there are no surprise expenses or hidden costs later on. Make sure that your event brief template has a section to clearly outline your budget allowances and constraints. This ensures that potential vendors understand any budget constraints, and gives them the opportunity to find creative and clever ways to deliver what the client is looking for.

A well-planned timeline: As a MICE consultant it should be a no-brainer that your event brief template needs to have space where you can fill out information regarding your timeline. Your clear timeline should detail when quote and proposal submissions are due, when deliverables are due (if all moves forward), and you can even add a note about when you will make your decision.

Follow up with all the vendors that applied

It’s always great etiquette to contact all the vendors who put through proposals, including those that were not successful, to let them know where they stand. It’s also a good idea to put your contact details on your event brief template so vendors are able to get hold of you if need be.

Interested in finding out more about event briefing and even brief templates? Then download our fantastic ebook: The MICE Agent’s Guide to Event Briefing. Alternatively, get in touch with us to get more information about holding spectacular MICE events at one of our beautiful hotels in Costa Blanca.