Glossary Of Terms

GRATIS - Glossary of terms

RFP - Request For Price/Proposal. This is also referred to as an Enquiry

Enquiry - A request (usually electronic) sent to the venues for pricing for an event/meeting/accommodation/supplier

Accommodation - Rooms available for delegates to sleep in. 

Event Booking - Once venues have responded to the Enquiry/RFP the agent converts the Enquiry into an Event booking which allows the agent to then create the Client and Venue proposal documents. Some agents do not send enquiries, they simply create an event booking and call or email the venues for the pricing

Accom Booking - A booking for accommodation only (bedrooms), no meeting rooms

Supplier Booking - A booking for a supplier only such as a band, a caterer, taxi service a magician etc

Agency/Agent -  A person or company who works on behalf of a client to find and negotiate rates with venues in return for a commission payment from the venue (and occasionally from the client as well - management fee)

Confirm Online -  A configurable option in GRATIS. When switched on this gives the client the ability to confirm, decline and cancel bookings through the client portal. If this is not switched on clients have to either call or email the agent to confirm, decline or cancel

Room Allocation Manager (RAM) 

Delegate - An attendee of the event

Supplier - A company that provides services for the event such as entertainment, taxi services, coach hire, equipment not provided by the venue etc

Main Room - The main room where the meeting/event will take place

Syndicate/break out room - A secondary room where delegates can move to for smaller sessions during the meeting/event 

Preferred Venues - A list of venues that the GRATIS agent gives preference to when creating enquiries. The agent will often have a special deal with the preferred venue.

Preferred Venue Groups - Same as the above but for a whole venue group

Programme - A plan of how the event will run or a breakdown of the various sessions running at the event. 

Option - A venue or a supplier.

Enquiry/Booking Option statuses:

• New  -  Added to an enquiry but not yet sent to the venue

• Requested -  Sent to the venue/supplier but no response yet

• Provisional - Venue/supplier has responded with a price

• Confirmed - Client has selected the specific venue/supplier for the booking and the agent has confirmed with the venue/supplier

• Lost - The Client had decided the booking is no longer required

• Cancelled - The booking had initially been confirmed but has now cancelled

Holding Statuses (These are statuses that the venue assigns to the enquiry):

• 1st option -  The venue has reserved the space for the clients provisional booking and will not offer it to any other parties until the client has confirmed or the deadline is reached

• Joint 1st option - Where two or more clients are holding the same space with no order of precedence, whoever contacts first is given the space

• 2nd option - Another client is holding rooms on a first option but should they not book them or they pass the deadline then the second option client is given preference and becomes the first option

• 3rd option -  Another two clients are holding rooms on a first and second option but should they not book them or they pass the deadline then the third option client is given preference and becomes the first option

• Not held - The venue is not holding the space but has offered a quote and will make it available to the first client to confirm

• See notes - ?

Day Delegate Rate (DDR)  -  A rate that generally includes room hire, furniture, tea/coffee breaks and lunch. Other items that may be included are PA/AV, various standards of catering, stationery and wifi

Residential Delegate Rate-  

Review Date - 

Invoice - A breakdown of charges for the event with payment instructions

MEP - Myeventsportal. A client facing website where users can search for venues and raise enquiries. Each agent has its own specific portal. The client can also run reports on bookings and see any historical and future bookings 

Client portal - Another name for MEP

White Label site - Another name for MEP 

Client Proposal - A document that details the venues shortlisted for the meeting/event and the costs for the event. This is sent to the client to choose a venue for the event.

Client Confirmation - Once the client has confirmed a venue this document is sent to the client

Venue Proposal - A document that details what the client has requested and what prices and commission the venue has offered.

Venue Confirmation - Once the client has confirmed a venue this document is sent to the venue detailing what has been agreed with the client.

Supplier Proposal - A document that details the suppliers selected for the meeting/event and the costs for the event. This is sent to the client to choose a supplier for the event.

Supplier Confirmation - Once the client has confirmed a supplier this document is sent to the supplier detailing what has been agreed with the client.

Lead Time - The time between submitting an RFP and when the event is due to take place 

Client - A company or organisation 

Contacts - People who work for a company or organisation

Parent Company -  

Payment Terms - Issued by the venue to outline when payments need to be made by the client with respect to the event 

Billing Method

Booking Guarantee

Bill back - 

EnCloud -  A back end system that allows agent to agent enquires for EnCloud enabled venues.

An example being:

ArrangeMy raises an enquiry that has five venues on it and two of them are venues in the Lime Venue Portfolio. When the enquiry is sent via GRATIS the two Lime venues are not sent directly to the venues but instead, a new enquiry is created in the LIme Venues Portfolio GRATIS instance. Lime Venues Portfolio complete the enquiry on behalf of the venue and the response lands in ArrangeMy’s GRATIS instance.

Central contacts(CRO) - This is a contact (email) where all enquiries will be sent for a specific group i.e Lime venues or Best Western. The central contact reads and responds to the RFP on behalf of the venue.

Enquiry Charges Category - C - Conference, R - Room, O - Other, T - Transaction Fee.