The Vendor is required to provide an online event management platform for the university campus organizations.
- The platform will facilitate event posting by campus organizations and provide users with a centralized location to search and view event-related details.
- Security & Compliance: Ensuring vendor compliance with agency IT security requirements and data protection policies.
- Integration Challenges: Potential issues with connecting to agency academic calendar and CRM platforms.
- User Adoption: Overcoming barriers from campus units unfamiliar with the new system through effective training and support.
- Scalability: Ensuring the platform can support a growing number of users and events over time.
- Provide a centralized platform for agency organizations to post and manage events.
- Enable users to search for and view event-related details easily.
- Offer seamless integration with existing agency systems such as agency SSO, website CMS (Drupal), academic calendars, and CRM platforms (Enroll and Slate).
- Enhance event discovery and user engagement to increase awareness and attendance.
- Improve accessibility and usability for all users, including those with disabilities.
- Ensure data security and compliance with agency IT policies.  - Event Posting & Management:
• The ability for multiple users in campus organizations to post and share events.
• Admin access for event creation, editing and deletion.
• Approval workflows to moderate event postings.
• Recurring event scheduling and automated notifications.
- User Experience:
• Event browsing with day, week, and month views.
• Filtering and sorting options (e.g., by category, organization, date, location, audience type).
• Advanced event keyword search functionality.
• Mobile-responsive design for seamless use on various devices.
• Accessibility features, including screen reader compatibility and high-contrast mode.
- Integration Requirements:
• Agency Single Sign-On (SSO) authentication for secure access.
• Integration with agency academic calendar to eliminate manual reposting.
• CRM integration with Enroll and Slate for streamlined event communication.
• Compatibility with Drupal CMS for seamless automated posting of select events on individual organizations websites.
• Social media integration for event promotion and sharing.
- Event Registration & Ticketing:
• Support for event registration and ticket purchases, including free and paid events.
• QR code-based event check-in system.
• Automated email confirmations and reminders for registered attendees.
• User tracking for event attendance and analytics.
- Reporting & Analytics:
• Dashboards for event analytics (views, interactions, registrations, attendance rates, etc.).
• Reports on trending events, user engagement, and participation trends.
• Exportable reports in multiple formats (CSV, PDF, Excel)
• Adoption Rate: Increase in the number of organizations actively using the event platform.
• User Engagement: Growth in online event registrations and participation.
• User Satisfaction: Favorable experience ratings from event hosts and attendees.
• Automation & Integration: Reduction in manual event reposting efforts and administrative workload.
• Accessibility Compliance: Meeting WCAG 2.1 accessibility standards.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: March 27, 2025