Hosting awe-inspiring, memorable, once-in-a-lifetime events is becoming harder do. With greater expectations from multi-generational groups and bigger MICE budgets, the pressure to ensure your event is a success is great. But don’t let this panic you, instead, use it as motivation.

There are some key things that can make or break even the most thought out and unique events, the vendors or suppliers you hire are a major example.

Hiring unreliable, dishonest, or just downright bad vendors or suppliers can lead to a disastrous event, and the worst part is it’ll only make you look bad. This can be the case if even one of your vendors or suppliers drops the ball – your event could be ruined – think about it, people will remember bad food distinctly, even if the venue was great and the transport well organised.

It won’t be the terrible vendor that will look bad, you will. While you might have a whole host of wonderful vendors in the city you live in, it might be an entirely different kettle of fish when it comes to international destinations. Hosting events overseas is where you will need a thorough MICE tourism briefing. Here are a few tips to consider when hiring a new vendor or supplier:

Do your research

When it comes to your MICE tourism briefing, be sure that you have researched your potential vendors and suppliers in-depth. These days we have so much information at our fingertips, that it’s up to you to so the searching.

If you are battling to find very specific information on a vendor or supplier, then try and find out which events they have worked on and see if you can find some information there. It’s also a good idea to ask your colleagues and peers for recommendations.

If you come across one bad review for a vendor during your research phase, keep in mind that people are more likely to complain than praise.​

Make sure you understand fully what is included

When you have your MICE tourism briefing, it’s crucial to ask vendors to put forward a proposal that is as detailed as possible. When they have, make sure you understand fully what is (and isn’t!) included in the proposal. If there is a particular line item that you think should be there but isn’t, make sure you understand why.

The proposal can also give away some hints about the type of supplier you are dealing with – for example, have they added up correctly? Have they listed the right venue and dates? Is it within budget? Just remember that lazy proposals can be a massive red flag when it comes to suppliers and vendors.

Find flexible vendors

When it comes to your MICE tourism briefing, keep an eye out for vendors that are flexible. Flexibility in the MICE industry is truly valuable. Find vendors and suppliers who can tailor an event to exactly what your client wants. As we mentioned earlier, expectations are high, so make sure you find suppliers who can help you meet them.

Look out for any communication red flags

As a MICE consultant, you know how incredibly important communication is. When you are in the MICE tourism briefing, take note of how vendors and suppliers communicate. Is it difficult to communicate with them from the get-go? That’s a red flag. Also, make sure that you are communicating with the person who will be helping you run your event. Sometimes you click with someone in the briefing phase and land up working with someone else entirely.

Conduct a site inspection

As part of the MICE tourism briefing process, we highly recommend seeing the venue in person. Sometimes the pictures are vastly different to what is there in real life, and they can conceal a lot in photos – such as how clean it is, the layout of the venue, how accessible it is, etc. When it comes to other vendors it might be good to get a demo or ask for a tasting – there is so much riding on them, you want to make sure you are picking the best vendors for the budget.

Are you interested in finding out more about how to create exceptional events by finding great vendors and the MICE tourism briefing? Then take a look at our (free) guide: The MICE Agent’s Guide to Event Briefing. At AR Hotels we have some of the best Hotels in Costa Blanca, Spain, for MICE events and our highly-skilled staff are no strangers to creating great events. Contact us for more information.