MICE

How MICE planning works

Corporate travel rarely fails on the big decisions. It fails on the small ones: a transfer that arrives late, a room block that does not match the delegate list, a conference venue that is forty minutes further from the hotel than the map suggested. MICE planning with Orbitz Holidays starts by mapping every one of those movements before anything is booked.

The process begins with the programme itself. Dates, the number of delegates, where they are travelling from, the venue or shortlist of venues, and the sessions or activities that must happen on particular days. From that brief, a working plan is drafted that covers arrivals, accommodation, daily movement, group meals where they are part of the programme, and departures.

Once the draft is agreed, individual elements are confirmed with the relevant suppliers and the proposal is updated to reflect exactly what has been secured. Nothing is treated as final until it appears in that confirmed proposal.

Incentive trips and offsites

Incentive travel and team offsites follow the same structure but weigh differently. Here the destination and the experiences matter as much as the logistics, so the shortlist stage takes longer and usually includes two or three destination options with a note on what each does well for the group size and season involved.

For groups travelling from several Indian cities, arrivals are planned around the most practical gateway rather than a single origin, and the itinerary is shaped so that the first shared moment happens at the destination rather than in an airport.

What is confirmed before booking

Every proposal states the delegate count it was built for, the room categories and board basis assumed, the transfer vehicles and their capacity, the venues or activities included, and the supplier terms that apply to changes and cancellations. Costs are shown against each element so that a change in numbers can be recosted without rebuilding the programme.

Payment schedules, invoicing details and any documentation the organisation needs for internal approval are agreed at this stage as well. If a required element cannot be confirmed for the dates in question, the proposal says so plainly and offers the nearest alternative.