How to Brief a DMC for a Group Quote in Spain & Portugal

A clear request gets a better proposal. When you brief a DMC well, you receive accurate costs and an itinerary that fits your client.

This guide shows what to send for a group quote in Spain or Portugal. It is written for tour operators, travel agencies and MICE agencies.

We wrote it from the DMC side, because Iberinbound is an incoming DMC based in Barcelona. Our team also brings 25+ years of combined experience running group programmes across Spain and Portugal.

Why does it matter how you brief a DMC?

A DMC prices real hotels, coaches, guides and venues for your dates. So every missing detail forces a guess, and guesses lead to wrong prices.

A full brief also saves time. The DMC can send one accurate proposal instead of asking you five rounds of questions.

What should you include when you brief a DMC for a group quote?

Send as many of these details as you can. If you do not know one yet, say so and give a range.

1. Group size and profile. Give the number of guests and, for example, the age range and any mobility needs.
2. Travel dates. Say whether the dates are fixed or flexible, because some days cost less than others.
3. Destinations and route. Name the cities you want, such as Barcelona, Madrid, Lisbon or Porto.
4. Hotel level. State the category, the room types and any location needs.
5. Budget. Give a budget per person or a total, and the currency. This helps the DMC choose the right services.
6. Transport. Say if you need airport transfers, a coach for the whole route, or both.
7. Meals. List which meals you want included and any dietary needs and restrictions.
8. Guides and languages. Tell us which languages your group speaks.
9. Interests and activities. Mention themes such as history, food, wine, wellness or team building.
10. Your deadline. Share when you need the proposal and when your client will decide.

How do you brief a DMC in practice? A short example

Here is an example of a clear brief. It is only an illustration, so change the details to match your group.

• Group: 24 students + 2 teachers or leaders, no mobility needs
• Dates: 20-25 April, 2028 (flexible date)
• Route: Barcelona and nearby town
• Hotels: clean hostel or student accommodation, central, multilple rooms for student and single rooms for teachers, half board included
• Budget: 1,500 € per person, flexible.
• Extras: we want to visit Sagrada Familia and Park Guell, also possible visit to Montserrat and Girona.
• Deadline: proposal needed in one week.

With a brief like this, a DMC can start costing the same day. For longer routes, see our classic roundtrips. For events, see MICE destination management.

What should you expect after you brief a DMC?

You should receive a proposal with the itinerary, the services included and the costs. Check what it includes and excludes, and ask about payment and cancellation terms.

If you are still choosing a partner, read our guide on how to choose an incoming DMC in Spain. Our article on the role of a destination management company also explains what a DMC does.

We work only with the travel trade, so our partners are tour operators, travel agencies and MICE agencies. Your clients stay yours, because we never sell to the public or approach your customers.

Ready to send your brief? Request your B2B group travel proposal and include the details above.

If you have another question about briefing a DMC, visit our full FAQ page or contact our team. We will reply within 24 hours.

Data: Iberinbound website content, 2026.