Events Management System

The Vendor is required to provide events management system for include managing client information, invoicing, payment processing, client communication integration, resource management, internal program and booking calendars and document attachment.
- Provide software that meets the functional needs described below, allowing private events to book event rentals and programs.
- Client-facing web-based booking information will be available as part of this software.
- The features for software:
•    Partial integration with tessitura
o    CRM data gets automatically translated into tessitura record types
o    Patron alignment—ability to share basic client information and contact info between events program and tessitura while automatically minimizing patron duplications includes details like membership status, donor status, past or present board member, client and organization relationship, client interaction with other burke departments or programs.
o    Pulling reports that synthesize data gathered through the external CRM
•    Create and manage a booking agreement
•    Create and manage different types of events, rentals and programs
•    Export documents
•    Create an invoice
•    Create an event summary based on standard inputs, along with custom notes
•    Customizable, complex form builder for data gathering and target tracking
o    Event rental guest count and student rental guest number tracking
•    Discount system
•    A way to manage special requests
•    Resource management: assign and manage rooms,
o    Complex calendaring capacity: individual calendars for different resources (events, , physical spaces, etc.)
o    Centralized museum calendar
o    Multiple calendar permissions levels and calendar sharing for different audiences
o    Multiple calendar views
•    Payment processing:
o    Credit card processing must conform to university merchant services requirements.
o    In addition to processing charges, we need a way to easily refund and easily add on Extra charges without requiring a new transaction
o    Ability for clients to pay via alternative methods
•    System supports multiple simultaneous users
•    High-level client communication capacity (automated emails, email attachments, batch emails, etc.)
•    Auto-generated email alerts triggered by certain actions in the software that communicate to internal departments, as well as external clients
•    Ability to upload documents of multiple types to the record
•    A list of different rooms and pricing, anything we bill for as an add on. e.g. daytime cascade room, fees assigned by room and timing
- These basic functions, competitive software will also include the following features:
•    Additional resource management: tables, chairs, A/V equipment etc.
•    Staffing schedule management
•    A place to add a post-event summary or report
•    Photos and photo release forms attached to client information
•    A way to share information about clients, including approval to rent again at the burke
•    Built-in data retention schedules
•    Calendar integration with outlook.

- Questions/Inquires Deadline: July 31, 2025