Event Management Software Solutions and Services

The Vendor is required to provide for a comprehensive event management software solution as part of its efforts to streamline and automate business processes.
- Solution must be scalable, user-friendly, and capable of managing a variety of event types, sizes, and from various locations. 
- Objectives
•    Enhance Operational Efficiency: To reduce manual processes and administrative burden by automating key event management tasks and workflows.
•    Facilitate Scalability: Implement solutions that can accommodate the department's evolving needs and support future growth initiatives.
•    Data-Driven Performance Tracking: To improve event performance tracking through real-time analytics, customizable reports, and data-driven insights.
- Event Management Software Solution that facilitates a streamlined and centralized process for requesting event space reservations and support services, while maintaining oversight through built-in approval workflows and coordination with the internal event management team.
- Analytics and Reporting
•    The supplier’s solution must have robust reporting and metric tracking to allow Event Coordinators to gain valuable insights from previous events for data driven decision making.
•    KPI’s
o    Attendance Metrics
o    Revenue Generated
o    Expense Breakdowns
o    Other
- Survey Response // Feedback loop
•    End of Event Surveys
o    Satisfaction surveys
o    Customized survey templates with various question types: multiple choice, rating scales, open-ended questions
o    Email delivery options
o    Option to send within EM platform
o    Ability to send reminders and follow-up communications to encourage response rates
•    Robust reporting including: Survey response summaries, trend analysis, sentiment analysis
•    Analyze strengths and areas of improvement
•    Event success metrics
- Comprehensive Reporting
•    Customizable reports for:
o    Budget Analysis
o    Attendee Demographics
- Information and Data Management
•    The supplier’s solution must provide detailed room booking features with extensive customization for room profile building and management. 
•    The solution must also provide: inventory management, event logistics, customer surveys, expense tracking, and contract management.
- Employee/End User Role
•    Booking Rooms
o    Comprehensive room profiles/descriptions
o    Search by campus, location, capacity, amenities (e.g., small meeting rooms, virtual call capability, and AV equipment)
o    Filtering and storing options
o    Display pictures of rooms
o    Booking AV equipment
o    Booking catering (option to request but not necessarily with menus)
•    Event Management
o    View and manage invitations
o    Manage room reservations
o    Synchronize event schedules, room reservations, and attendee information with
•    Google Suite/Microsoft Outlook
o    Respond to invitations and confirm attendance directly in email/calendar apps (eliminating manual RSVP)
•    Reserved Rooms
o    End users only see that the room is booked
o    Event Coordinators see detailed information
•    Booking Interface
o    Reserve room at a specific date and time in “just a few clicks”
o    Calendar-based selection
o    Reservation confirmations and optional email/notification alerts
- Events Coordinator Role
•    Booking Rooms
o    Ticketing capability for events
o    Receive/manage event requests from internal and external users
o    Confirm/deny requests; sort requests by campus or distribute to regional coordinators
o    Automated invitations and RSVP management
•    Existing Reservations
o    View details: event name, organizer, date/time, room location
•    Inventory Management
o    Track availability, usage, and replenishment of event resources (tables, chairs, AV equipment)
o    Auto-update inventory levels and monitor usage
o    Forecast needs based on upcoming events
o    Track mobile/setup event equipment
o    Display stock levels visually on event calendars/floor plans
o    Real-time usage to prevent overbooking
o    Barcode/RFID support for equipment check-in/out
•    Room Layout Builder
o    Create layouts including chairs, tables, AV, plants, and amenities
o    Customize setups by event
o    Save venue templates (auditoriums, boardrooms, outdoor venues, etc.)
•    Event Logistics
o    Manage venue info, guest lists, resources, and notifications
•    Event Attendance Features
o    Monitor participation with electronic check-ins (QR code, RFID)
o    Real-time attendance reporting
o    Attendance reports for no-shows and trends
•    Expense Tracking
o    Travel (e.g., technicians, speakers)
o    Equipment rentals
o    Catering
o    Miscellaneous costs
•    Event Dashboard
o    Overview of upcoming events and requests
o    Configurable data widgets for actionable insights
•    Platform Users/Departments
o    Multi-department access with privacy for organizational units
o    Customizable user roles and permissions
- Integration/Interoperability
•    Payment/Transaction Management: Accept payments in-platform; integrate with finance systems
•    Ticketing System Integrations: Integrate with facilities/IT ticketing systems
o    FMX (facilities tickets), Team Dynamix (IT tickets)
•    Email/Calendar Integration: Bidirectional sync with Google Suite/Outlook, including automated invitations and updates
•    Core Internal System Integrations: Workday (SIS), Canvas (LMS), Element 451 and Simplicity (CRM)
- Budget: $100,000

- Contract Period/Term: 1 year