Hotel MICE Kit: What to Send for Groups and Events

A MICE request is nothing like a leisure booking. The agency or DMC receives a brief with dates, attendee numbers, meeting format, and budget, and has to send back two or three candidate hotels quickly. It keeps the ones it can propose without emailing anyone.

If the hotel only has room photos and a line like “event spaces available”, the agency cannot tell whether the event fits. It moves on to the next hotel in the destination, even if yours had the perfect room.

Why the MICE kit differs from the agency photo pack

The agency photo pack sells rooms and experience. The MICE kit sells space, capacity, and logistics. Its reader is an organiser with concrete questions: do 120 people fit theatre-style? Is there daylight? Where is coffee served? How many rooms can the hotel block for the group?

The meeting room fact sheet

This is the piece that decides whether you make the proposal. One table per room, on one or two pages, with data the agency can copy as is:

1. Room name and the floor it is on.
2. Area in m², dimensions (length by width), and ceiling height.
3. Capacity by setup: theatre, classroom, banquet, reception, boardroom, U-shape, and cabaret.
4. Daylight, and whether the room can be blacked out for projection.
5. Whether it can be divided or combined with another room.
6. Included equipment: screen, projector, sound, microphones, dedicated wifi.
7. Accessibility and access for load-in and setup.

The photos an organiser needs

The organiser has to show their client what the event will look like. That is why MICE photos show formats, not just décor:

• Each room empty, shot from a corner, so the layout, height, and light read clearly.
• The same room set up in at least two formats (for example, theatre and banquet).
• Coffee break and the registration area or foyer.
• Reception or dinner on the terrace, if you sell it for events.
• Technical detail: screen, stage, control booth.
• A typical bedroom of the kind booked for groups.

If attendees or a client's logo appear in the photos, you need permission to use them. If you do not have it, shoot the setup before guests arrive.

Floor plans: what saves the site inspection

With a floor plan, the agency can propose a layout without travelling. A light PDF with the following is enough:

• A plan of each room with measurements, columns, doors, and power points.
• A location plan: where the rooms sit relative to the lobby, restaurant, and lifts.
• The load-in route if stands or staging are built.

Group information without rates that expire

Events almost always come with accommodation. The agency needs to know what it can ask for before requesting a quote:

• The maximum number of rooms the hotel can block for a group.
• Standard meeting packages (full day, half day) and what each includes.
• Sample group menus, without fixed prices.
• Coach parking and distance to the airport and station.
• The events or groups contact, with name and languages.

What to leave out of the kit

• Rates in the PDF: they expire and contradict the tailored proposal.
• “Capacity up to 500 people” without saying in which setup.
• Photos of client events without permission or with their brand visible.
• Renders of a room that has not been refurbished yet, without saying so.
• A fact sheet in only one language, if you receive international requests.

Who keeps it up to date

The MICE kit ages whenever a room, the furniture, or the equipment changes. Put the update date on the fact sheet and assign an owner, usually the events team or sales. If the fact sheet and the photos live in different places, they will end up telling the agency different things.

Where it lives in SeeSuites

In the Media Hub, MICE material can have its own folder: photos of rooms empty and set up, floor plans, and the fact sheet, next to the hotel's official gallery. You decide which connected agencies and DMCs can view and download it, and they all get the same version.

• Is there a fact sheet with m², height, and capacity by setup?
• Does each room have a photo empty and set up in at least two formats?
• Are there floor plans with measurements in a light PDF?
• Is it clear how many rooms you can block for a group?
• Does the fact sheet carry an update date and an events contact?
• Is it available in English if you receive international requests?