Budget and commitment
Separate estimated, selected, committed within Sourcing Force and documented actuals; state covered services and missing information.
Your event · Your indicators
Your event spend. Insights for decisions.
Budgets, suppliers and documents: explore a MICE reporting example for retreats and events. Define the indicators useful to your teams.
01 · Guidance for your project
Read each amount within its scope.
Event reporting starts with a scope: event, client entity, site, cost centre, service category, actual supplier, period and currency. Use the same dimensions for amounts being compared.
BME is the single supplier in procurement; actual providers remain identified for each service. Existing suppliers and quotes, and support for selected services only, can form part of the brief.
02 · Guidance for your project
Separate statuses from estimate to documented actuals.
The estimated budget is a hypothesis; the selected budget reflects choices within the scope. Commitment within Sourcing Force requires service confirmation: BME must receive the official purchase order for the relevant purchase request. A signed or selected quote is neither Sourcing Force confirmation nor paid expenditure.
Actuals depend on service information and available documents. Cost per participant states its basis and attendance; variances compare the same scope, currency and tax basis. Deadlines, missing documents, quality and satisfaction add context without replacing missing data with zero.
Variances and deadlines
Identify the comparison basis, cost per participant, dates to check and documents to collect.
Quality and satisfaction
Define criteria and feedback collection. A score exists only when its data and methodology are available.
03 · Guidance for your project
Reporting ready for your management team.
An overview for decisions, followed by budgets, suppliers and next actions. Explore the report and download its PDF version, laid out for sharing or printing.
MICE reporting example · Fictional example
Management reporting · Residential retreat
Leadership Meetings 2026
Domaine des Terrasses · Annecy
- 3 June 2026 — 4 June 2026
- 100 expected participants
APTAR FranceOverview
Your event at a glance.
The EUR scope remains below the estimate. Two services are committed; catering awaits the official purchase order. Documented actuals cover the venue and technical services.
FR-COM-2610Site: Domaine des Terrasses · AnnecyPeriod: June 2026EUR · Excluding tax 3 services
- Estimated budget
- €20,0003/3 documented services
- Selected budget
- €19,5003/3 documented services
- Committed within Sourcing Force
- €13,0002/3 documented services · partial
- Documented actuals
- €12,7502/3 documented services · partial
From budget to actuals
Same scope · EUR excl. tax
Committed and actuals: 2/3 documented services. Selection is no proof of payment.
Selected budget breakdown
By service category · EUR excl. tax
- Venue€11,000 · 56.4%
- Catering€6,500 · 33.3%
- Technical services€2,000 · 10.3%
- Cost per participant
- €195Expected · selected budget ÷ 100
- Quality
- 4.5/ 5Organiser assessment: reception, catering and technical services.
- Satisfaction
- 4.6/ 582 responses · Post-event questionnaire · score out of 5.
Selected − estimated variance: -€500 excl. taxSame scope; no realised savings inferred.
Activity · USDSeparate currency, outside the EUR total. No conversion.
- Estimated budget
- US$3,000
- Selected budget
- US$2,800
- Committed within Sourcing Force
- Unavailable
- Documented actuals
- Unavailable
Suppliers & next actions
Each service retains its status.
BME remains the single supplier in procurement. Actual service providers are identified below.
Venue · EUR excl. tax
ConfirmedMaison Belvédère
- Estimated budget
- €12,000
- Selected budget
- €11,000
- Committed within Sourcing Force
- €11,000
- Documented actuals
- €10,800
Official purchase order received by BME on 15 May 2026
Service and invoice reconciled; payment not documented
- Deadline
- 30 June 2026
- Missing document
- Payment evidence unavailable
Catering · EUR excl. tax
To confirmAtelier des Saveurs
- Estimated budget
- €6,000
- Selected budget
- €6,500
- Committed within Sourcing Force
- Unavailable
- Documented actuals
- Unavailable
Official purchase order awaited · service unconfirmed
Actuals unavailable: service and documents need recording.
- Deadline
- 12 June 2026
- Missing document
- Official purchase order and invoice unavailable
Technical services · EUR excl. tax
ConfirmedLumière & Scène
- Estimated budget
- €2,000
- Selected budget
- €2,000
- Committed within Sourcing Force
- €2,000
- Documented actuals
- €1,950
Official purchase order received by BME on 21 May 2026
Service and invoice reconciled; payment not documented
- Deadline
- 25 June 2026
- Missing document
- Payment evidence unavailable
Activity · USD excl. tax
To confirmAlpine Collective
- Estimated budget
- US$3,000
- Selected budget
- US$2,800
- Committed within Sourcing Force
- Unavailable
- Documented actuals
- Unavailable
Official purchase order awaited · service unconfirmed
Actuals unavailable: service and documents need recording.
- Deadline
- 18 June 2026
- Missing document
- Official purchase order and invoice unavailable
Reading the report: amounts exclude tax, currencies remain separate and actuals are limited to documented evidence. A deadline or invoice does not prove payment. Updates depend on Sourcing Force; this view has no connected data feed.
04 · Guidance for your project
Available data determines what can be concluded.
Currencies remain separate without a documented conversion policy: reference currency, rate, source and date. The example shows amounts excluding tax and is not a commercial offer.
Updates depend on the Sourcing Force process and documents received. Partial actuals, a received invoice or a planned deadline alone do not establish payment.
The brief journey creates no purchase requests or orders. Each actual supplier retains its service and purchase request or client order; confirmations can occur separately. Supplier orders and tracking of delivery, invoices and payments belong to the existing Sourcing Force/BME arrangement after confirmation.
05 · Guidance for your project
MICE within your procurement view.
Define dimensions, indicators, collection responsibilities and useful update frequency with your teams. Access, source data and any feed must be checked within the authorised arrangement.
Events prepares MICE requirements. Cross-category spend analysis and the connection to your ERP/S2P belong to Sourcing Force.
Human support
BME supports your event.
BME provides the human service: sourcing, organisation and coordination within the delegated scope. BME acts as a single supplier while keeping your existing suppliers and selected services.
Sourcing Force is procurement software that complements your ERP or S2P. The event service and the software have distinct roles in your procurement process.
A brief creates neither a purchase request nor an order. BME must receive the official purchase order to confirm the relevant services.
BME event references
Projects entrusted to us. In our clients’ words.
Explore venues and services entrusted to BME for corporate events. Each reference describes an individual project.
Boralex
A residential retreat in an unusual setting
La Tour d’Oncin · Plaine de l’Ain
Services entrusted to BME
- Venue
- Accommodation
- Catering
- Meeting rooms
« An unusual venue, in line with our values, found and contracted within a few days. »
Lesieur
Matching spaces and access times to the programme
COMET Bercy et The Guest House · Paris
Services entrusted to BME
- Meeting spaces
- Catering
- Access times
« BME negotiated the access times we were missing. »
SPHEREA Test et Services
A venue and an activity for a corporate retreat
L’Orangerie des Demoiselles
Services entrusted to BME
- Venue hire
- Activity
- Deposit follow-up
« BME handled the deposits and the venue’s complex invoicing on our behalf. »
Guidance for your project
Prepare your decisions with practical guides.
Compare options using concrete criteria and downloadable checklists.
Questions to consider
Prepare around your choices.
Which indicators should we choose for event reporting?
Start with budgets and variances by event, service and actual supplier, deadlines and missing documents. Add relevant entities, sites, cost centres and currencies. Cost per participant or satisfaction indicators require available data and a defined method.
How can we make a report reliable before sharing it?
Specify the scope, sources, collection date, currencies and represented states. Identify missing data and information still to confirm. Keep a selected budget, a delivered service and a confirmed payment distinct.
Does a signed quote count as paid expenditure?
No. Selection, Sourcing Force confirmation, documented actuals and payment are separate. Service commitment requires BME to receive the official purchase order for its purchase request; payment depends on information from the relevant process.
Can budgets in different currencies be added together?
A documented conversion policy is required before consolidation. In this fictional example, EUR and USD remain separate; no multicurrency total is calculated.
Is reporting updated in real time?
Frequency depends on the Sourcing Force process and actual data feeds. This static example has no connection and demonstrates no automatic updates.
Can I track selected services or existing suppliers?
Yes. Describe relevant services, choices already made and desired indicators. Sources, responsibilities, conditions and tracking arrangements remain to be defined for that scope.
Does preparing my brief send figures or documents to a team?
Prepare your brief in the shared popup, then request a quote through HubSpot after reviewing it. The AI asks up to three useful questions, or none if your project is clear. A copy of your brief is emailed to you. The brief is neither a quote, a booking, a purchase request nor an order.
Your team’s next shared occasion
Start from where you are.
Your objectives, existing choices and questions still open.
Define my indicators