Run MICE travel with the same approvals and reporting as everyday trips

The guide is written by the team behind GTOS, the Global Travel Operating System from Voraal, and is built on operating experience across 100,000+ trips. Product context sits on meetings and events and group travel. The glossary entry for MICE defines the term. The group travel playbook covers related operating practice. We do not claim a venue-sourcing engine, a destination-management licence, or named event-platform connectors.

1. Hold the movement as a movement

If each delegate is only an isolated ticket, rooming, transfers and cost will fragment. Use group discipline: one event or meeting, many people, flights and stays attached, policy still on. The hotel desk can work blocks and preferred stays on the same file. A change to the meeting date should be visible on the movement, not only in a planner's calendar.

2. Put approvals on the request, not in a side conversation

A MICE movement often has a different budget owner from everyday travel — a marketing lead, an events manager, a sales director. That is a reason to design the approval chain carefully, not a reason to skip it. Approvers should see estimated cost, policy and the group context together. Out-of-policy options can be flagged and routed. If the only approval is a message saying “looks fine,” reporting will not be able to show who decided.

3. Report the event as well as the person

Spend reporting should be able to show cost by event, cost centre or project as well as by traveller and department. Otherwise an offsite or a conference is only visible as a spike in individual spend. Receipts and invoices should match the same record. USD is the main currency on this site. GTOS can record spend in more than one currency. Software pricing is in USD and available on request. We do not publish event package rates.

4. Know the edge of the product

GTOS is a travel operating system, not a full event-management suite. Agenda building, badge printing, venue contracting as a standalone discipline, and named event-tech connectors are outside what this guide will claim. A demo should follow an actual meeting or group — a block, a set of flights, an approval and a late change — and should stop clearly at the edge of what GTOS does not do. Each company sees only its own data. Access is by role. We do not claim certifications we do not hold.