Booking and Event Management Software

The Vendor is required to provide a booking and event management software solution for the agency.
- Objective:
• Cost Transparency: Provide detailed comments regarding costs, alternatives, and any other pertinent information.
• Unspecified Quantities: Acknowledge that specific quantities may be unavailable. Projects will be based upon the approved budget and subject to City Council approval.
• Ability to Meet Short Deadlines: Respond and deliver services promptly, particularly for urgent requests.
• Labor, Supplies, and Materials: Provide all necessary labor, materials, and supplies to perform the required services.
• Order Fulfillment: Adhere to monthly billing templates reviewed by the City.
• Effective Communication: Maintain clear and consistent communication throughout the project lifecycle.
• Confidentiality: Safeguard and handle any confidential files or data appropriately.
- Software-Specific Requirements:
• Cloud-based or web-accessible with secure data storage and automatic backups.
• Multi-user platform with tiered permissions (administrators, event staff, finance, limited access).
• Public-facing booking or inquiry portal.
• Mobile and desktop compatibility.
• Configurable templates, workflows, and customizable fields.
• Integration with the City financial systems.
- Event Booking and Management
• Interactive booking calendar with daily, weekly, and monthly views
• Drag-and-drop scheduling capability
• Place holds, confirm, cancel, and reschedule events
• Support multiple venues, rooms, and facilities
• Customizable fields for event type, status, and client details
• Attach contracts, permits, insurance certificates, and other documents
• Internal notes, reminders, and communication logs
- Financial Management
• Create invoices, adjustments, credits, and refunds
• Support multiple general ledger (GL) accounts and journal entries
• Revenue separation by category (Facility Rental, Equipment, Catering, Mixed Beverage)
• Assign account codes, restoration fees, taxes, and deposits
• Daily deposit reports
• Integration with credit card and electronic payment processing systems, including compatibility with the City’s current payment gateway provider
• Ability to securely process credit card payments, refunds, and adjustments in compliance with applicable PCI standards
• Support for coordination with the City’s existing merchant services and financial systems (e.g., ERP/OpenGov)
- Equipment, Catering, and Price Lists
• Built-in price list management for room rentals, catering, and equipment
• Update pricing with automatic tax/fee calculations
• Link items to events for itemized billing
• Track inventory levels and rentals
- Reporting and Analytics
• Detailed financial and operational reports
• Daily deposit summaries, monthly revenue, outstanding balances, aging reports, event volume, cancellations, utilization reports
• Exportable to Excel, PDF, CSV
• Audit trail of all user activities
- Integration and Data Management
• Integration with City financial systems
• Multi-user platform with tiered permissions
• Cloud-based or web-accessible
• Secure data storage with automated backups
- User Experience
• Intuitive, user-friendly interface
• Dashboard with key metrics, upcoming events, and notifications
• Drag-and-drop booking
• Internal notes, reminders, and communication logs.