Event Management System

The Vendor is required to provide an Event Management Software solution that enables faculty, staff, students, and external clients to easily submit and manage reservation requests.
- The system should also support seamless internal communication by allowing synchronized updates and notifications, while remaining easy to administer and manage by authorized personnel.
- Software Requirements
•    Software is fully web-based, built for higher education, and functions as a cloud based integration platform with minimal third-party dependencies.
•    It enables users to schedule room access before events, view and duplicate past reservations, and manage event history by account.
•    A built-in attachment library supports emailing with confirmations, and users can log correspondence and comments for each account.
•    Event approval workflows are streamlined with automatic notifications, multiapprover routing, real-time tracking, and reminders to prevent delays.
•    Reports are always current and accessible from any device through direct links, ensuring convenient access for all users.
- User Experience Requirements
•    System allows publishing a public calendar of events with the ability to hide private events, while visible events can include images, links, and descriptions for the general public.
•    Outside Users can submit event requests requiring approval and browse the facility schedule in list, calendar, or optional grid view formats.
•    Outside Users can explore facility details, including room images, setup capacities, and other attributes, enhancing transparency and planning.
•    Events can include notes, instructions, and embedded media such as pictures, room layouts, and floor plans for clearer communication.
- Mobile App Requirements
•    Mobile apps must support both Apple iOS and Android platforms and comply with accessibility standards and laws.
•    Users can quickly find new or changed bookings through an activity log and manage daily setups and services directly from their mobile devices.
•    The apps allow monitoring service completion, accessing room setup diagrams, logging pictures and notes of setups, and assigning work or tasks to operations personnel, including shift and building manager logs.
•    Real-time messaging with automatic notifications is supported, with all communications automatically logged and centralized for staff access.
•    The apps should support university branding to maintain consistent institutional identity.

- Contract Period/Term: 2 years
- Questions/Inquires Deadline: August 22, 2025