Venue and Event Management System

The vendor required to provide venue and event management system solution will include, but not limited to web-based SaaS solution, implementation, training, written user guides, on-going support, conversion of data from current environment.
- Application software systems
1. Basic operation and requirements
•    General management of venue sales and event operations for booking all events, revenue management, event reporting, dashboard statistics, customer relations management, client management, task management, exhibitor management, payment schedule, contracting, website calendar, invoicing and real-time equipment inventory control management
•    Provide outstanding trace system with daily to do items list with ability to track individual goals, leads generated, manage sales opportunities and inquiries, client information.
•    Generate reports which aid in equipment inventory, account balances, financial settlement and related accounting functions.
•    Generate event orders and room set up documents, detailing events and function space with ease. 
•    Easily book a group or series of events as well as copy repeat bookings.
•    Ability to drag and drop event to change date, quick and efficient way to pull multiple available dates for different rooms in a report.
•    The capabilities to create event cost estimates, track estimated revenue and economic impact, generate customizable invoices as well as payment schedules, track payments, report on revenue, expenses and additional items, manage taxes and discount with the ability to create invoices within the system.
•    Transitional plan detailing system implementation, recommended options for data migration, timeline of training and expectations of ongoing support.
2. Highly desirable components
•    The software to include but not limited to web-based SaaS solution with the ability to manage events from mobile devices.
•    Ability to email and correspond with clients within the solution. 
•    Ability to have an event diagram component for all available booking spaces. 
•    Ability to provide an efficient way for vendors to order additional equipment and services prior to and during their event. 
•    Ease of pulling and sending documents inside the system and have an online signature feature for internal and external use. 
•    Provide customer with safe and secure credit card transactions with the ability to save credit card information while still protecting the client’s information using payment card industry standards.
- Implementation and data migration
•    Evaluate and document current environment and business processes
•    Configuration of the new system
o    User accounts and permissions and integrated to city’s microsoft Entra identity provider (IDP) environment for single-sign-on (SSO).
o    Workflows
o    Reports and document templates
o    Creation of system interfaces (see appendix b)
•    Evaluate and map current data to new system – currently stored in fast-book
•    Conversion and migration of legacy data for the last three years.
- Project management
•    Responsible for collaborating with designated city staff in applying project management methodologies in the areas of project planning and implementation, including resource management, project monitoring, configuration management, quality assurance, test planning and execution, training plan, post-implementation support, and documentation.
•    Present a comprehensive project plan showing time and resources required to accomplish tasks including city resources. 
•    The plan should include three major phases: planning, implementation and post-implementation.
•    Provide a project manager who, along with the city’s designated project manager, will be responsible for coordinating the following:
o    Project plan development and implementation, project status reporting and any subcontractor work 
o    Requested system changes and modifications to the project plan
o    All technical, educational, documentation and support services
- Change management
•    City personnel to identify process changes, as well as develop training tools and materials to facilitate the transition to the new systems using new and current business processes. 
•    City will review and approve flowcharts for all processes prior to implementation.
- Documentation
•    User documentation, including “cheat-sheets” and quick reference guides
•    Configuration documentation
•    Interface documentation
•    System administration documentation
•    Application software tutorial
•    Help desk support call escalation process.