Event Management Software

The vendor is required to provide for a robust event management software solution encompassing all data and activities related to conference and event services (CES).
- Goals:
• Increase CES revenue
• Staff productivity and operational efficiencies
• Enhanced experience for clients and attendees
• Data management, reporting and analytics
• Data and data security
- Feature requirements:
1. Customer relationship management:
• The strategies, processes, and functionality used to build and maintain strong relationships with clients.
• It encompasses the management of interactions and information related to clients, from initial inquiries and bookings to post-event follow-ups and future engagements.
o Lead and client management
o Sales pipeline
o Centralized communication and interaction tracking
2. Event management planning
• The systematic approach of organizing, prioritizing, and tracking the various tasks and responsibilities required to successfully execute an event.
• It involves assigning duties, setting deadlines, monitoring progress, and ensuring that all components of The event are completed efficiently and on time.
o Staffing resource management
o Task management, workflows, and automation
o Dynamic event templates, forms and questionnaires
3. Venue management
• The coordination and oversight of activities related to hosting events at a specific location.
• This includes managing bookings of campus facilities, overseeing resource allocation (e.g., room layout, a/v equipment), ensuring all technical and logistical needs are met, and collaborating with CES business partners to ensure smooth execution.
o Event space reservations
o Online portal for space booking
o Room configuration, layouts, & diagramming
o Resource and package management, including inventory levels
o Onsite operations
4. Catering sales and planning
• The meticulous coordination and specification of all food and beverage services for an event.
• This includes assisting the client in selecting menus, coordinating with state dining to accommodate dietary preferences, and arranging service styles.
o Resource and package management
o Menu detailing, including nutrition & allergen information
o Flexible pricing structures
o Online portal for catering
5. Conference stewardship
• Conference stewardship involves carefully assisting clients in planning and coordinating academic-year and summer conferences on campus.
• This may include managing attendee registration, organizing requested activities and spaces, and overseeing the overall flow of the event to achieve the client's goals.
o Abstract management
o Online event registration management
o Overnight room bookings & assignments
6. Billing and finance
• The financial transactions and processes related to event bookings, including invoicing, payment processing, budgeting, and financial reporting.
• It ensures accurate and timely handling of all monetary aspects to maximize the efficient use of university conference and event spaces and ensures every financial aspect of event planning and execution is designed to increase profitability.
o Internal and external client billing
o Client payments
o Payment reconciliation
o Revenue allocation
- System requirements
• Data security
o Robust security features to protect sensitive data and financial transactions, ensuring compliance with privacy regulations.
o UM PCI compliance
• Payment processing compatibility
o The supplier's solution must be compatible with WorldPay, um's merchant accounts, either directly or through an indirect integration.
o This is crucial for seamless payment processing.
• UM systems integration
o UM SSO via SAML/LDAP/etc.
o public-facing websites (conferences.umich.edu & catering.umich.edu) via json feed, rest api, and/or embeddable code
o campus systems and CES vendors via rest and/or sftp protocols.
a. if functionality is not built into the system, other event-related university systems
• Cvent social tables
• 7-point solutions ops
• Qualtrics survey platform
• airSlate SignNow
a. University enterprise systems
• PeopleSoft financials (m-pathway financials)
• Um data warehouse
• Four winds interactive content manager
• Visix electronic paper signs
a. University adjacent systems
• Newly selected menu management system
• Anthology engage (often referred to as maize pages at um)
• No and low-code configuration after initial setup (ex., point & click)
• Cloud-based solution (preferred)
o Automatic version updates
• User-friendly interface
o Ability for clients to easily request space and provide event details that are pulled into the system
o Mobile friendly for user accessibility
• Meets accessibility requirements
• Ability for future growth.
- Questions/Inquires Deadline: May 02, 2025