Event Management Software

The vendor is required to provide that event management software the necessary labor, materials, supervision, equipment, services, incidentals, and related items necessary.
- An event management platform that will streamline and enhance the event planning process, provide tools for agenda building, attendee management and engagement, sponsor/exhibitor coordination, and enable a seamless financial transaction process.
- Events require comprehensive event management capabilities to effectively manage the multi-faceted components of the event life cycle, from planning through execution.
- The successful offeror shall meet the required qualifications that follow:
• Customizable registration forms
o Ability to design branded, customizable registration form
o Include customizable fields for attendee details, preferences, and payment information
o Have the ability for attendees to upload files, such as photos, audio, etc.
o Support conditional logic to display fields based on user responses (5) integration of attendee profiles with mobile app
• Call for proposals (CFP) with reviewer options
o Create and customize a call for proposals submission portal
o Allow for multiple submissions by the same submitter
o Assign submissions to multiple reviewers based on pre-set criteria
o Include a scoring system and reviewer comments functionality
o Provide real-time tracking of proposal submissions and review statuses.
o Communicate with submitters on the status of their submission
o Sync accepted sessions with the event agenda
• Agenda scheduler
o Tools to create, edit, and display a detailed event agenda
o Allow for attendee session selection with capacity management
o Integration of speaker profiles and session descriptions
o Ability to upload documents to sessions
o Exportable agenda formats for event marketing and app integration
• Payment processing
o Secure credit card payment processing with compliance
o Ability to process refunds, discounts, and promo codes
o Support for multiple payment types (e.g. credit card, invoicing)
• Financial reporting
o Real-time and exportable fiscal reporting on revenue, discounts, and refunds
o Customizable financial dashboard to track transaction trends
• Mobile app
o Mobile app for attendees, sponsors/exhibitors, and organizers features for live updates, agenda viewing, room locations, attendee networking, and push notifications
o Integration with registration and session scheduling
• Customer service and support
o Live customer support for troubleshooting technical issues
o Dedicated account manager or onboarding support
o Comprehensive knowledge base, tutorials, and training options
• Sponsor/exhibitor management and registration
o Create customized registration forms specifically for sponsors/exhibitors.
o Capture detailed sponsor/exhibitor information, including company details, branding
o Preferences, and sponsorship tier selection
o Support for tiered sponsorship packages and add-on options
o Provide a dedicated portal for sponsors/exhibitors to upload logos, marketing materials, and other required assets
o Enable sponsors to manage their deliverables and track deadlines.
o Tools for assigning booth spaces and tracking sponsor/exhibitor preferences
o Integration with floor plans for in-person and virtual events
o Generate reports on sponsor/exhibitor registrations, package selections, and financial contributions
o Provide post-event analytics on sponsor/exhibitor engagement metrics
o Built-in communication tools for sending reminders and updates to sponsors/exhibitors
o Integration with email and notification systems for streamlined interactions
• Customizable communication tools
o Ability to send personalized messages to specific attendee groups, sponsors, or exhibitors
o Based on predefined criteria (e.g., registration type, session enrollment, sponsorship tier)
o Option to schedule communications in advance for important reminders and updates
o Integrated email tools with customizable templates for event announcements, confirmations, reminders, and follow-ups
o Push notifications for mobile app users to deliver real-time updates, session changes, or critical alerts during the event.
o Include branding elements such as event logos, colors, and sponsor mention in communications
o Tailor messages to reflect event-specific tone and style
o Trigger automated emails for registration confirmations, payment receipts, session reminders, and post-event surveys
o Include automated acknowledgement message for proposal submissions or sponsor/exhibitor registrations
• Other
o Provide a detailed implementation plan, including timelines and milestones
o Training sessions for staff and ongoing support
o Specify if you have tools for virtual conferencing and digital/interactive presentations
- Contract Period/Term: 2 years
- Pre-Proposal Conference, Questions Date: February 12, 2025