Glossary
The words used in HAPR and in event and travel sourcing, explained simply.
For everyone 7 min read Updated
Each word below is explained the way HAPR uses it. Where a guide page covers the idea in full, the word links to it. Words in bold inside a meaning are names you see on screen.
Planning and sourcing
| Word | Meaning |
|---|---|
| RFP | Request for proposal. A request you send to venues or hotels asking for their offer. |
| Sourcing workspace | One RFP project in HAPR, with its requirements, suppliers, offers and decision. |
| Explore | The search where you find venues and hotels and add them to a shortlist. |
| Shortlist | The venues or hotels you picked in Explore, ready to invite. |
| Bid or proposal | A supplier's answer to your RFP, with their rates and terms. |
| Bid board | The screen where the offers arrive and you compare them. |
| Round | One cycle of offers. When you negotiate, a new round opens and the supplier is asked for revised rates. Reminders and later rounds are free. |
| Hold | Dates a venue keeps for you for a time. You Confirm hold or Release it. |
| Handover | Moving the venue and hotels you won into an event in the hub. |
| Room block | A set of hotel rooms held for your group over set nights. |
| Room night | One room for one night. Two people sharing for three nights is three room nights, not six. |
Hotel rate programmes
| Word | Meaning |
|---|---|
| Transient programme | Yearly negotiated hotel rates for a company's business travellers. It is also called a hotel rate programme. |
| ABR (average book rate) | What the programme pays per night at a hotel, on average, before the new rates. You enter it on the solicitation list. |
| BAR (best available rate) | The hotel's public rate on the day. |
| Static, LRA and NLRA rates | Kinds of negotiated rate. A static rate is fixed. Last room availability (LRA) means the rate is offered while any room is left. NLRA (not last room availability) means it can be closed when the hotel is busy. |
| Dynamic rate | An agreed discount off the hotel's best available rate. |
| Blackout dates | Dates when the normal offered rate may not apply. The hotel says what applies instead, such as a dynamic rate, the best available rate, a fixed blackout rate or no availability. |
| Fit score | Points a hotel earns on the questions you weighted, shown as points earned out of points available. |
| Must have | A pass or fail question. It scores no points and gates an award instead. |
Contracts
| Word | Meaning |
|---|---|
| Attrition | How many contracted rooms you can release without paying for them, as a percentage of the block. |
| Attrition risk | A room type with less than 75% of its block picked up. It is a warning, not a charge. |
| Cut-off date | The date unused rooms in the block go back to the hotel. |
| Rooming list | The list of who stays in which room on which nights, sent to the hotel. The contract sets when it is due. |
| Complimentary rooms | Free rooms earned, such as one free room for every 40 paid. |
| Deposit | Money paid in advance to confirm the booking. |
| F&B minimum | The least you agree to spend on food and drink. |
| Adjusted contract | The contracted room count after any change agreed with the hotel. Over or under is measured against it. |
| Pickup | The share of a contracted room block that your attendees have taken up. The screen shows it as % picked up. |
Statuses
| Word | Meaning |
|---|---|
| Pending Invite | An attendee who has not yet been sent the registration link. |
| Invitation sent | The link and access code have gone out. |
| Started | The attendee has opened the form and begun. |
| Submitted | The attendee has submitted the form. On the event overview this is counted as registered. |
| Update requested | You have reopened the attendee's form so they can change their answers. See Attendee manager. |
| Updating | The attendee is changing their answers after you reopened the form. |
| Cancelled | The attendee is off the event. They stay in the list with their history and their place is freed. |
| Not started, In progress | A supplier has not yet opened your RFP, or has begun an answer but not sent it. |
| Submitted (supplier) | The supplier has sent their answer to your RFP. |
| Accepted | You accepted the supplier's offer. |
| Declined to participate | The supplier said no to taking part. |
| Withdrawn, Expired | The supplier pulled back, or the time to answer ran out. |
| Offer declined | You turned down the supplier's offer. |
| Negotiation requested, Negotiation received | You asked for revised rates, and the supplier has sent them. The supplier sees these as Revised rates requested and Revised rates submitted. |
Events and attendees
| Word | Meaning |
|---|---|
| Event hub | Your home in HAPR, with every workspace you can open. |
| Attendee | A person at your event. They have a record in the event but no HAPR account. They reach their form and the attendee app with a code. |
| Attendee ID | The ID HAPR gives each attendee. It is the surest way to match a travel booking to a person. |
| POC | Point of contact. A person who registers a team of attendees. |
| T&A | The number of places a team is allowed, with travel and accommodation. Imports call it T&A (team size). |
| Slot | A place declared for a team, used to measure registration and booking progress. A cancelled attendee frees their slot. |
| Booked | An attendee with at least one matched booking reference. It is not the same as having spend on the event. |
| Needs a room | An attendee who needs a hotel but does not yet have both a hotel and a room type. |
| Voucher | A hotel confirmation a guest can show at check-in. See Rooming list. |
| Access code | An attendee's personal code for opening their registration form. It works for 48 hours, then the attendee can ask for a new one on the landing page. It is not a password. |
| Gate | The question asked before the registration form starts. The answer decides whether the identity document, travel and visa sections appear. |
| Form variant | One of several named registration forms for the same flow, such as two individual forms. |
| Share | Giving one person access to one workspace. A share only ever adds access. |
| Own copy | The moment a workspace saves its own version of a default, such as its email templates. From then on, changes to the organisation default no longer reach it. |
| Landing page | The page a role opens first after sign-in. It is needed when the role has no event hub. |
Travel
| Word | Meaning |
|---|---|
| TMC | Travel management company, the agency that books travel. The TMC status column shows the agency's status for a booking and is read only. |
| PNR | Passenger name record. The booking reference of a flight. One reference can cover several travellers. |
| Event window | The event dates widened by 30 days at each end. Travel inside it counts for the event. |
| Attributed to attendees | The part of air spend matched to someone on your attendee list. Spend on tickets that match nobody is the Unmapped ticket amount. |
| Cost centre or project code | The code an event or trip is charged to. The attendee manager has one Cost centre / Project code field for both. |
Plans, billing and support
| Word | Meaning |
|---|---|
| Allowance or quota | How much of a paid feature your plan includes each allowance year. |
| Allowance year | The year your allowances run for, starting on your plan's anniversary. Your Billing page shows when it started and when it ends. |
| Credit | A unit that pays for use beyond your allowance and for unlocking held attendees. HAPR credits are bought. Some plans also include plan credits. |
| Seat | One user in your organisation, counted against your plan. |
| Locked attendee | An attendee not covered by your plan or credits. Their names and details are hidden until you unlock them with credits or upgrade your plan. |
| Enhancement request | A request for a change or improvement to HAPR. HAPR quotes the hours, and you approve or reject the quote. |
| Issue report | A report of something that is wrong, with a severity. It moves from New to Investigating, then Resolved or Won't fix. |