In the Limburg village of Roosteren stands the national monument, Kasteel Eyckholt. This historic location serves as the backdrop for various (corporate) events and features a fine dining restaurant. However, the true magic of the castle is most evident during weddings. Surrounded by beautiful gardens, Kasteel Eyckholt provides a fairytale setting for the most important day of any couple’s life.
For Ria Joosten, owner of Kasteel Eyckholt and the overarching Ria Joosten Catering & Events, wedding planning is all about personal connection. “A wedding is one of the most special days in a couple’s life,” says Ria. “We want to ensure that everything aligns perfectly with their wishes. That’s why, as soon as a couple submits an inquiry, we send them general information about the castle so they can decide whether our venue matches their vision.”
If the couple decides to get married at Kasteel Eyckholt, a personal meeting at the venue is scheduled. "We go over all the details: Do they want to get married in the garden or the chapel? Is there a plan B in case of bad weather? What’s the schedule for this important day? Everything is carefully documented so that the couple doesn’t have to worry about anything on their big day and everything goes as planned," Ria explains.
A clear planning with the help of MICE
To ensure that every wedding’s planning goes smoothly, Kasteel Eyckholt has been using MICE software since 2022. This has made their workflow significantly more efficient. “We used to create schedules in Word and Excel,” says Ria. “It was very time-consuming and prone to errors. Thanks to MICE, we can quickly send a personalized proposal, create schedules, and easily keep all the information for each event organized in the task lists.” Additionally, the system automatically follows up on communications. “Fourteen days before the wedding, we send a reminder and ask for dietary preferences and the final guest count,” Ria explains. “Because this happens automatically, we can focus more on the preparations.”
Thanks to the integration with Formitable, a table or room is automatically blocked when a proposal is sent. This prevents double bookings and ensures a smooth planning process.
Ria Joosten, owner of Kasteel Eyckholt
MICE also integrates seamlessly with the table reservation system, Formitable. “Thanks to the integration with Formitable, a table or room is automatically blocked as soon as I send a proposal,” says Ria. “This prevents double bookings and ensures a smooth planning process.”
The power of personal attention
Despite the use of automation, personal contact remains the foundation at Kasteel Eyckholt. A recent wedding showcases how the team pays attention to every detail: “The bride was about to walk down the aisle when she realized she had left her bouquet somewhere. One of our staff ran to retrieve it just in time, so the bride didn’t have to worry.”
This careful attention to detail is made possible in part by MICE. Thanks to the software, the team can efficiently manage all information and communication, helping them respond to unexpected situations. “When a couple tells us that they were able to fully enjoy their day without any stress, we know we’ve done our job well,” Ria says proudly.
The future of Kasteel Eyckholt: a new generation and automation
Ria Joosten is preparing Kasteel Eyckholt for the future and the next generation. Thanks to the implementation of MICE, the team has a solid foundation for smooth collaboration, regardless of their experience with digital systems. “The software is very user-friendly and supports the entire team,” says Ria. “The kitchen can always find the latest information in the task lists, and the party manager can get started quickly thanks to the clear schedules.”
Thanks to MICE, we can work more efficiently and at the same time give our guests the personal attention that makes their day so special.
Ria Joosten, owner of Kasteel Eyckholt
The new generation of staff also brings a fresh perspective on innovation and automation. While personal contact will always be central, Ria sees how automation can help them dedicate more time and attention to fulfilling their guests’ wishes. “Thanks to MICE, we can work more efficiently and at the same time give our guests the personal attention that makes their day so special,” she concludes.
