Event Management Products and Professional Services

The Vendor is required to provide solution must support pre-event configuration and planning activities, real-time, on-site event operations, and post-event reporting and analysis.
- Core event management software
1. Registration and attendee management
• Ability to customize branding to align with children’s trust (CT) identity and individual event needs
• Multi language platform (English, Spanish, Portuguese, etc.) to accommodate diverse audiences
• Multiple registration types with differentiated pricing (i.e., general attendee, speaker, sponsor, staff, etc.)
• Discounting capabilities, including promotional codes, group discounts and bundled registrations
• Support for sponsorship packages where registrations are included as part of sponsorship level (i.e., silver sponsors receive a defined number of registrations)
• Waitlist management with automatic promotion when capacity is available
2. Customizable event registration website(s)
• The platform should provide customizable event-specific registration websites (with custom URL possible) and generate registration links that can be embedded directly into CT’s existing websites
3. Agenda, session and speaker management
• Multi-track and concurrent sessions
• Session capacity limits with wait listing and automatic seat management
• Speaker and presenter portals to manage bios, session materials and related content
4. Payments and communications
• Registration confirmations
• Event reminders and updates
• Email and SMS notifications
5. On site and digital access
• QR code-based check in
• Mobile application access and download options
- Mobile application capabilities
• In-app messaging
• Real time updates and push notifications
• QR or NFC based check-in
• Access to session materials and downloadable content
• Discussion forums and engagement features
• Gamification (ex: networking features, participation incentives, attendee interaction tools, etc.)
- Virtual and hybrid support
• Live-streaming capabilities
• Robust zoom integration or native zoom functionality.
• Zoom related capabilities should include:
• Support for zoom meetings and webinars
• Ability for attendees to launch and join zoom sessions directly from the event platform or mobile application
• Capture of zoom engagement metrics with the solution’s reporting tools
• Support for breakout rooms and standard zoom features (i.e., polling)
• Recording sessions and storage for a minimum of 6 months
- Onsite solutions
• Onsite check-in kiosks
• Badge printing
• QR code, based attendee tracking
• Availability of professional services staff to support on site event execution
- Technical features and integrations
• Customer and constituent relationship management systems
• Learning management systems (LMS, like absorb)
• Content management and website platforms (i.e., WordPress)
• Zoom integration
• Single sign on
• Native email or supports integration with email tools (i.e., mail chimp)
- Analytics and reporting
• Real time dashboards
• ROI reporting (engagement of attendees, sponsor value, conversion)
• Ability to build custom reports
- Scalability and performance
• Maximum supported concurrent attendees,
• Defined system uptime service levels, including support of off hour events (weekends, evenings, etc.)
• The ability to sustain peak user activity during live events without degradation of performance
- Support and services
• Hands-on training and onboarding for CT staff
• Dedicated account management.