The Vendor is required to provide online registration services for the state emergency management conference.
- Provide all necessary labor, training, documentation, and materials needed to provide the instruction.
- Services will have operations necessary to provide an online, web-based registration system/service, and customer support to allow staff and internal and external customers to register for the state emergency management conference.
- The registration system/service will reside on the vendor’s server and be accessible through event websites.
- Provide a link within the confirmation email to allow registrants to cancel and/or modify their registration within pre-determined rules set forth by division and have the reporting history maintain all dates and times the registrant accesses the system per event. .
- Automatically send email confirmations of registration cancellation of events to all registrants.
- Allow for the uploading of MS word, excel, pdf documents, and photographs to registration pages and/or attach to confirmation emails.
- Safely process fees via payment card industry (PCI) - compliant toolset
- Connect to an existing division merchant account or acquire a new merchant account for seamless payment processing.
- Set up secure, automated payments and refunds within pre-determined rules set forth by division, with email confirmation to registrant.
- Allow multiple pricing options.
- Ability for division to enter registrations paid offline.
- Ability for division to manually enter credit card payments.
- Allow planners to add program items to an event, including sessions, activities, and pre- or post-event functions.
- Add custom program types, such as sessions by program track, as well as date/day and time.
- Provide agenda information online and make it available for download.
- Allow attendees to create personalized schedules or agendas (for their own use), by accessing the conference agenda and clicking on the sessions that they want to attend prior to coming to the conference.
- Provide custom branding (agency or conference logo) consistent throughout all forms of communication.
- Ability to register exhibitors for booth space and pay online.
- Ability for exhibitor booth selection, booth registrants, payment
- Abstract organization, speaker organization
- System administration capabilities:
- provide system training upon request for division staff, and allow access to online system and user documentation.
- Provide personal technical assistance as needed and between regular working hours, and provide guidance and assistance with the creating, troubleshooting and managing of events.
- Technical assistance should be provided, at minimum, via telephone.
- Response to technical assistance requests shall be provided within one (1) hour of request.
- Provide password access to the administrative site of the system for up to five (5) system administrators.
- Allow system administrators to develop, create, customize, and update event registration forms and pages.
- Allow system administrators to develop and send electronically training evaluations and/or satisfaction surveys to registrants who attended the event.
- Allow system administrators to archive, and access archived events, forms, and questions.
- Allow system administrators to send a single e-mail message, with an attachment (MS word, excel, pdf), to all registrants for a particular event, (for instance, with additional directions to a particular site).
- Allow system administrators and meeting planners to produce standard real time reports, such as sales reports, the number of registrants, the seating capacity, the break- out assignments by registrants, and a list showing registrant information for a specific event. .
- Allow for the creation of more complex, customized reports.
- These reports shall be easily converted into word, excel or a pdf file, and have the capability of being run real time
- Have the capability to generate name badges, with and without puff logos, QR codes and at least 2 lines of text, and training certificates either one at a time or in batches.
- Ability to identify and merge duplicate records.
- Ability to custom-assign registration statuses/groups (i.e. the ability to assign attendees to different groups for accounting purposes; the ability to group/filter them by status of invited, wait/hold, registered, invitations sent, declined, cancelled, no-show, attended, rejected, etc.)
- Automatically send email confirmation once registration/break-out reaches a certain capacity.
- Allow registrant data collected to include personal contact information, attendee type, functional needs, and up to fifty (50) customized questions to be asked for specific events.
- Division shall own all data collected and vendor will not use any data gathered for personal gain.
- Ability for division to process online credit card payments after the event.
- Ability for division to resend an invoice or receipt via email to the attendee or their representative.
- Ability for division to “batch” off-line and online payment entries.  
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 16, 2025