Handover to your event

When sourcing is done, the winning venue and hotels need to appear in your event. Handover copies them from the bid board into an event, with their room types, nightly rooms, rates and contract terms, so you do not type anything twice. Everything comes from the accepted bids.

Choose what to hand over#

1. 1
   Open the bid board of your sourcing workspace. See Venue sourcing or Room block sourcing.
2. 2
   Look at the chip at the top left of each card.

   • Hand over means the bid is accepted and the property is ready. Tick it, and the chip changes to Selected.
   • Hand over again shows on a property that already went to an event. Tick it only if you want to send it to an event again.
   • Accept the bid to hand over means the bid is waiting for your decision. Accept it in View bid details first.
   • In negotiation means a counter-offer is still open.
   • Not ready to hand over covers every other case. Hover over the chip to see the reason, for example that the hotel has not sent a bid, is still preparing it, declined or withdrew.
3. 3
   Press Hand over to an event, or Hand over followed by the number selected once you have ticked some cards. The button only shows when at least one property on the board is ready.

If the button is missing and you see Handover status could not load. Refresh to try again., refresh the page.

Pick the event#

1. 1
   On the Properties tab, check the list of ready properties. Properties that already went to an event show Handed over to and the event name. Untick any you do not want.
2. 2
   Press Next, choose the event.
3. 3
   On the Event tab, choose where the properties go.

   • Choose one of your organisation's events. Only event workspaces you can edit are listed, and plans are not. The event linked to this sourcing workspace is marked Linked event and comes first.
   • Or choose Create new event (prefilled from this sourcing workspace).
4. 4
   Press Next.

Fill in a new event#

This tab only shows when you chose to create a new event. HAPR prefills it from the sourcing workspace.

1. 1
   Check the Event name. Press the arrows icon next to Event ID to generate a unique ID from the name, or type your own. An ID uses capitals and digits only, up to 12 characters.
2. 2
   Choose the Type of event.
3. 3
   Add an Event description if you want one. It is optional, and not every organisation sees this field.
4. 4
   Choose how attendees arrive, if you know. It is optional. When air or train travel is included, search for the arrival airports or stations and choose them from the list. You can also type a three-letter code and add it as a train station or other code.
5. 5
   Add Project codes, separated by commas. They are optional, unless your organisation requires them. In that case the field says (required) and you cannot continue without one.
6. 6
   Check the Event dates and the Venue. Search for a venue to replace the prefilled one.
7. 7
   Press Next, review.

Registration forms are not part of handover. Set them up in the event afterwards. See Registration form setup.

If the sourcing workspace has more than three contacts, or some addresses cannot receive email, the extra ones are not added to the new event as support contacts. A note under the form lists them.

Review and confirm#

The Review tab shows exactly what will be written. Nothing is saved until you confirm.

1. 1
   Read the Venue panel. It lists each detail that will change, from the old value to the new one. If the event already has a venue, a note says it will be replaced, and that the event website and future emails will show the new venue.
2. 2
   If your venue bid included event dates, tick Also update the event dates to copy them to the event. The line shows the current and new dates.
3. 3
   For each hotel, check the room types and the rooms per night. Each night shows the rate in the hotel's currency. You can lower the number of rooms for any night. It cannot go above the number requested in the sourcing workspace.
4. 4
   If a hotel needs a decision, choose one of the options on its panel.

   • Add as a new hotel is the usual choice for a hotel the event does not have yet.
   • Merge into the existing hotel adds the rooms to a hotel of the same name already in the event. It is only offered when both are priced in the same currency.
   • Add under a different name keeps both hotels. Type the Name shown to attendees and on the rooming list.
   • Update the rooms and rates handed over before replaces the rooms and rates of a hotel you handed over earlier.
   • Skip this hotel leaves it out.
5. 5
   If you changed any choice or number, press Update the review to refresh it.
6. 6
   Press Confirm handover. The button stays off while the review is out of date or shows a problem.

Under each hotel, the review lists the room types or nights that are Not added, such as a room type not available at that hotel, or a night with no rate quoted. It also shows the contract terms that will be carried over, and for an update, the terms that change.

A property that is a venue with no room block only writes the venue details. The review says so.

Hand over again to the same event#

If a property already went to another event, the review shows Already handed over. Tick Hand over again to this event as well to continue.

What is copied#

• The venue details. With one venue this is its name, address, city, country and map location. With several venues, the names and cities are joined and no map location is kept. Hotels alone never change the event's venue.
• The room types, the rooms per night and the rates for each hotel.
• The contract terms from the accepted bid, such as attrition, cut-off date, rooming list due date, complimentary rooms, deposit, cancellation terms, food and drink minimum, tax, service charge, and whether rates include tax and breakfast. Terms the hotel did not answer stay empty.
• The hotel's contact for sharing the rooming list. Nothing is sent to them yet.
• The event dates, only if you tick Also update the event dates.

After the handover#

1. 1
   A message confirms Handed over to the event name, and the dialog shows how many room types were added or updated and how many nights were written.
2. 2
   Press Open the room block to go to Room block management. When only a venue was handed over, the button is Open the event instead.
3. 3
   Check the contract terms there, and add or correct any term the hotel did not answer.

Handover writes everything at once, or nothing. A new event is only kept if everything was written.

Undo a handover#

1. 1
   Open the handover dialog and stay on the Properties tab.
2. 2
   Press Undo next to a property that has been handed over.
3. 3
   Press Undo handover to confirm, or Keep it to cancel.

Undo removes that hotel's room types, nights, rates and contract terms from the event's room block. The venue details already on the event stay as they are. You can only undo while nobody is assigned to those rooms. If people are assigned, move or unassign them first. The message links to the rooming list.

Good to know#

• Only events you can edit are listed as places to hand over to.
• Creating a new event counts against your plan's event allowance. If you have none left, a message says so and the handover does not run.
• Terms you edited on the event are not overwritten when you update a hotel. The review shows them as staying as they are.
• Airports and arrival modes you leave blank stay empty in a new event.

If something looks wrong#

• The handover could not be completed. Nothing was changed. Try again. If it keeps failing, contact support.
• The connection dropped. Nothing was changed; try again. Check your connection, press Back, then confirm again.
• One of the selected properties is no longer awarded. Refresh the board and try again. The bid changed since you opened the dialog.
• The event's room block changed since this review was built (a hotel was added or removed there). Go back to the Event step and continue to rebuild the review. Go back to the Event tab and press Next.
• That hotel is priced in another currency. Rename the new hotel instead of merging. Choose Add under a different name.
• A requested night has no rate in the accepted bid. Open the bid details to check the hotel's rates.
• Attendees are already assigned to a night or room type this would remove. Move those attendees first, then try again.
• A hotel cannot hold more rooms than were requested in the RFP. Lower the rooms on that night.
• That event has no event ID, so its room block has nowhere to go. Choose another event.
• A hotel quoted no currency, so its rates cannot be carried over. Choose Skip this hotel, or check the bid.
• Your plan has no events left. Your plan's event allowance is used up. See Quotas and credits.
• Only your own organisation can create an event from this workspace. Hand over to an existing event.