Frequently Asked Questions

What is MiceMaster?

MiceMaster is a web-based corporate procurement system that allows large corporates to easily plan and manage events. MiceMaster also helps enforce transparency of supplier quotes and regulate rates, venue costs and other supplier expenses relative to MICE (meeting, incentive, conference and events) business. The MiceMaster system allows planners, authorisers, procurement people and finance personnel to quickly identify where true value lies in multiple venue quotes, in real-time. MiceMaster also rewards quality, professional suppliers submitting accurate, detailed quotes with increased business.

Why, as a supplier, am I getting emails from MiceMaster?

Suppliers will receive quote request emails from MiceMaster when corporate event planners write briefs and request quotes via the MiceMaster system.

How do I access the brief I received from the event planner via MiceMaster?

Simply click the hyperlink provided in the email and the brief will open in your browser. The quote can be completed in your browser window and sent back to the client. You can also decline to quote and state your reasons in the browser window. Please note that MiceMaster limits the number of quote requests that can be generated so as a supplier you have more chance of being awarded the event.

Why is the hyperlink in my email not opening?

Your browser could be outdated or more likely you need to adjust your browser settings to simply allow for pop-ups which does not present any security risk. Then when you click on the link the event brief will appear in your browser window. For further assistance please email info@micemaster.co.za

How do I fill out the MiceMaster Quote Form?

The MiceMaster Quote Form is easy to complete and comes already pre-populated with the brief details, as you input your rates it calculates category totals. The more detail you input into your quote, the more chance you have of being awarded the tender. Please note that MiceMaster will disclose the clients name in case you have any corporate rates applicable to the client.

Do I get a notification if I get awarded the business?

Yes, you will get an email notification that your quote has been approved by the client. You will then deal directly with the client to further organize the event. Similarly, if your quote is not selected you will also be notified via email.

How do I know which client is requesting this event/meeting/conference?

The client name is stated in the body copy and hyperlink copy of the email you received from MiceMaster.

How do I contact the client directly?

In order to provide a quote on the brief you have received, you must open the hyperlink and reply using the MiceMaster system. Once you have been awarded the business, MiceMaster will put you in contact with the event organiser directly.

Can I attach my normal quote on the MiceMaster system?

Yes, you can attach your normal quote in the format you usually supply it by using the attachment link at the bottom of the MiceMaster Quote Form. Upload all your relevant documents simultaneously to the system, you cannot attach them one at a time. Please note that you cannot attach only your normal quote document without completing the MiceMaster Quote Form.

Can I attach any contracts and documentation in the MiceMaster system?

Yes, you can attach any other documentation you need to send using the attachment link at the bottom of the MiceMaster Quote Form. Upload all your documents simultaneously to the system.

Can I edit my quote after it has been sent or re-quote completely?

Yes, the system will remember your initial quote and you can go back and easily edit your quote too. The event planner may communicate with you and ask you to adjust your quote. To edit, simply open the original email, click on the hyperlink again to open the MiceMaster Quote Form. You can edit parts of your quote or re-quote from scratch, all line items are individually editable. Edit your quote and re-send to the client.

If I re-quote, will my first or previous quotes be overwritten?

No, all your quotes will be logged on the system, so that your client can compare the different quote options.

As a supplier, do my payment terms change?

No, from a financial perspective you will deal directly with the client in the normal way.

As a supplier, does it cost money to be registered with MiceMaster?

No, corporate clients who use MiceMaster decide which suppliers they would prefer to deal with. Please note all suppliers need to be approved vendors with the company planning the event.

These are not the contact details I wish MiceMaster to contact me on. How do I change my contact details?

Simply send an email to info@micemaster.co.za stating that you would like to change your details and which new details you prefer recorded on the system.

I cannot select more than one PCO on the dropdown menu.

When selecting more than one PCO to quote on your event, hold down the Ctrl-key while you select/click on the PCO names. There is no minimum or maximum number of PCO’s that a user must select.

I want to issue an order via MiceMaster, but I do not know the Quote Number I want to issue the order for.

Once you have clicked on the radio button to ‘Issue and Order’, a free-text field will appear to the right. You just have to start typing the Order Code and a list of your quotes will auto-populate so that you can select the correct one.

If you are still unsure which quote you are looking for, try clicking on ‘View my Quotes’ on the ‘Set-Up’ page to double check your Quote Numbers before going back to issue your order.

I can’t move on to the ‘Venue’ page from the ‘Set-up’ page in order to view which venues are available to me.

If you would like to view a list of venues available for you to send a brief to before starting a new brief, simply click on the radio button on the initial quote ‘Set-up’ page called ‘View Venues’. This is the first page you see when you log on.

I don’t have a budget for my conference yet. Do I have to fill out the budget amount in ‘Set-Up?

You do not have to fill out a budget amount for your event upfront. However, we suggest you complete the budget field if possible in order for MiceMaster to provide your company with reporting that is as accurate as possible.

What if the delegates are arriving or departing on different days?

If your delegates are arriving or departing on different days, simply split them up by clicking on the ‘+’ button to add more delegate fields and split the arrivals and departures out accordingly.

I can’t find the hotel or venue I am looking for.

The hotels and venues listed on the MiceMaster system are approved vendors to your company. Best practise would be to select hotels or venues that are listed as ‘Primary’ preferred vendors, then moving on to ‘Secondary’ etc.

If you however need a new or different venue loaded, you should get in touch with your company’s authorised procurement manager or any individual who can approve this request to have a new vendor loaded to the MiceMaster system.

The hotel/venue link won’t open/doesn’t work.

Your browser could be outdated or more likely you need to adjust your browser settings to simply allow for pop-ups which does not present any security risk. Then when you click on the link the event brief will appear in your browser window.

I want to select more than 3 hotels/venues to supply quote for my event.

When using the MiceMaster system to receive quotes for your events, you can only select 1-3 hotels/venues to quote.

The room type and/or seating layout I need is not listed on MiceMaster.

If the specific room type and/or seating layout you need is not available to select from the list already provided, simply click the last option called ‘other’ and a free text field will appear for you to specify exactly what you need.

The AV equipment I need is not listed on MiceMaster.

If the specific AV equipment you need is not available to select from the list already provided, simply click the last option called ‘other’ and a free text field will appear for you to specify exactly what you need.

I have different AV requirements on different days of the event, how do I specify this?

Should your AV requirements differ on any of the event days, select all the equipment you need for the entire event from the list provided. Then indicate your different requirements in the free text block to ensure accurate quotes.

If the specific AV equipment you need is not available to select from the list already provided, simply click the last option called ‘other’ and a free text field will appear for you to specify exactly what you need.

I want to send an AV brief to a specialised AV company and not to the hotel or venue I am requesting this quote from.

Simply click on the ‘Contact Me’ button in the left side bar and specify your requirements in as much detail as possible. It will automatically send your brief to your company’s referred AV partner suppliers, as listed on the page.

The catering items I need are not listed on MiceMaster.

If the specific catering items you need is not available to select from the lists already provided, simply click the last option called ‘other’ and a free text field will appear for you to specify exactly what you need.

I have different catering requirements on different days of the event, how do I specify this?

Should your catering requirements differ on any of the event days, select all the equipment you need for the entire event from the list provided. Then indicate your different requirements in the free text block to ensure accurate quotes.

If the specific catering items you need is not available to select from the list already provided, simply click the last option called ‘other’ and a free text field will appear for you to specify exactly what you need.

I want to send a catering brief to a specialised catering company and not to the hotel or venue I am requesting this quote from.

Simply click on the ‘Contact Me’ button in the left side bar and specify your requirements in as much detail as possible. It will automatically send your brief to your company’s referred catering partner suppliers, as listed on the page.

What if different delegates fly on different dates? How do I split flight requirements?

If your delegates are flying on different days, simply split them up by clicking on the ‘+’ button to add more delegate fields and split the flights out accordingly.

What if delegates are attending the event at a different venue than the one at which they are staying?

If delegates are attending the event at a different venue than the one at which they are staying, simply click on no accommodation required and create and send out a separate brief for the accommodation only.

The preferred payment method of my company is not listed on MiceMaster.

If your preferred payment method is not listed simply inform your suppliers by indicating this in the free text field titled ‘Additional Accommodation Requests’.

I don’t know the pick-up and/or drop-off points for the transfers yet.

You do not have to enter the exact pick-up and/or drop-off points if you have not confirmed this yet. You could enter the airport/station locations if these are applicable and specify a general area where your event will be held to receive a quote indicative of cost.

Alternatively, you could be more specific or indicate any special or additional requirements in the free text field titled ‘Additional Transfer Requests’.

How do I edit once I have reached ‘Check & Submit’?

If you want to make any changes to your brief before you send it out, you can access all the details again by simply clicking on the small ‘Edit’ link that is located in the bottom right hand corner of each category. Alternatively, you can also access each of the categories by using the top navigation menu.

Once you have made your changes, click on ‘Check & Submit’ to save your edits to the brief and return to the ‘Check & Submit’ page.

I don’t see any additional contact fields on the ‘Check & Submit’ page.

If you don’t see any additional contact fields for you to fill out, go back to the ‘Venue’ tab and make sure you selected venues to receive your brief. Select 1-3 hotels or venues and click on ‘Check & Submit’ again to save out any changes.

My link/hyperlink is not opening in my browser.

Your browser could be outdated or more likely you need to adjust your browser settings to simply allow for pop-ups which does not present any security risk. Then when you click on the link the event brief will appear in your browser window.

You haven’t answered my questions here, who do I contact?

Simply contact the MiceMaster Support Desk by sending an email to info@micemaster.co.za and we will get in touch with you as soon as possible to assist with any queries you may have.