Event Management Software

The vendor is required to provide event software management system or application and assess the ability of the event software management companies to meet state security requirements of a future solicitation and contract.
1. Event registration and marketing:
•    Collect real-time event registrations through branded online experiences.
•    Send reminders.
•    Create event agendas.
•    Develop registration websites.
•    Implement marketing initiatives.
•    Provide payment processing.
•    Integrate with CRM systems.
•    Multiple registration types with differentiated pricing
•    Support for promotional codes, bundled packages, and combination options.
•    Statement of non-refundable, non-transferable policy settings.
•    Scheduled and segmented email campaigns.
•    Registration reminders and personalized confirmations.
•    Embedded QR codes or mobile app download links in communication.
2. Public-facing website management:
•    Ability to build and maintain a branded public-facing event website that supports
•    Homepage with rotating banners and dynamic content.
•    Themed landing pages: about, agenda, hotel, sponsors, exhibitors, speakers, contact us.
•    Countdown clock widget capability.
•    Embedded or linked registration functionality.
•    Graphic and media embedding (pdf sponsorship forms, images, speaker headshots, etc.).
•    Linkage to external booking and reservation systems (e.g., hotel blocks).
3. Mobile apps and onsite solutions:
•    Enhance accessibility with a mobile event app.
•    Provide a seamless check-in and badging experience. 
•    Check-in via QR or NFC and
•    Onsite badge printing.
•    Include appointment tools (e.g., attendee-to-attendee scheduling, or exhibitor meetings)
•    Speaker, sponsor, and exhibitor directories.
•    In-app messaging and notifications.
4. Speaker and content management:
•    Gather content effortlessly and solicit submissions.
•    Collaborate with speakers and sync easily into the event agenda.
•    Provide customized submission forms.
•    Maintain a review portal for submission scoring.
•    Automate acceptance and rejection processes.
•    Maintain a centralized file and resource upload area for confirmed speakers.
•    Speaker profile management.
•    Agenda builder with filters (by date, track, session type).
•    Speaker-to-session linking and public agenda publishing.
5. Exhibitor and sponsor management:
•    Ensure exhibitors receive value by helping them streamline and automate tasks and communications.
•    Create an exhibitor portal.
•    Offer task management and reporting features.
•    Maintain an event calendar and scheduling tools.
•    Facilitate staff registration.
•    Capture and access leads.
•    Online sponsor and exhibitor sign-up capability.
•    Tiered sponsorship structure integration with custom benefits.
•    Graphic upload (logos) and promotional material hosting.
•    Real-time exhibitor space availability tracking (e.g., 15 spots only).
6. Analytics and reporting:
•    Real-time dashboards showing registration numbers by type.
•    Session attendance tracking.
•    Sponsor and exhibitor engagement metrics.
•    Exportable reports for all data points.

- Questions/Inquires Deadline: August 18, 2025