At meeting venue Youmeet in Utrecht, everything revolves around one thing: keeping the energy flowing throughout the day. This is not a place for endless meetings in the same room. Instead, guests move through a flow where ideas are created, developed and turned into decisions. With five different spaces, Youmeet guides guests through the entire creative process.
“The best part is when guests walk out full of energy after an intensive day,” says Jasper, who is responsible for the overall operation at Youmeet. “When they truly feel like they’ve achieved something.”
That energy is not only created by the environment itself. The process behind the scenes plays an equally important role. Before switching to MICE, Youmeet relied on disconnected tools. Jasper explains: “We worked with an Outlook calendar and Excel sheets. Proposals and invoicing were handled through Exact, but everything around it felt patched together. There was no central hub.”
Because Youmeet works with specific room concepts and detailed event setups, they were looking for a system that truly understands the meetings and events industry. Moving to MICE therefore felt like a logical next step. Event manager Eva explains: “At first, we had to figure out the right setup for our way of working, but thanks to the great support and the user-friendly software, we were up and running very quickly.”
"Our workload has gone down, while the quality keeps improving. We can handle more requests without compromising on quality.
More time for marketing and an even better guest experience
The impact of the switch was immediately noticeable. Tasks that previously took hours are now completed in a fraction of the time. But faster processes do not mean a less personal experience. Quite the opposite.
Eva explains: “We now have proposal templates ready for every room. Because proposals go out so quickly, we actually have more time to call clients personally. That personal contact is important to us, because it allows us to help guests decide whether the selected room truly fits what they want to achieve that day.”
Jasper agrees: “We’ve noticed that the workload has gone down, while the quality keeps improving. Everything is organised in one clear overview, and that directly impacts the business. We can now handle more requests without compromising on quality.”
The time saved with MICE allows Youmeet to fully focus on the guest experience. “It’s a win-win,” Jasper says. “We spend less time on proposals and administration, which gives us more time for preparation, the guest experience and our marketing efforts. And ultimately, you notice that on the event day itself.”
