Event Management Platform

The Vendor is required to provide to implement a secure, scalable, and user-friendly solution to manage events, registrations, participants, and volunteers across multiple divisions.
- The system must support online registration, waiver management, scheduling, communication, reporting, and desired integration with state systems such as agencies.
- Provide a hosted solution that includes the following capabilities:
•    Online registration for participants (mandatory) and volunteers (optional)
•    Waiver and release form management with electronic signature
•    Event creation and scheduling with public/private visibility
•    Role-based access control and department integration
•    Communication tools (email, SMS) for confirmations, reminders, and updates
•    Reporting and analytics dashboards
•    Mobile-friendly and accessible user interface
•    Integration with committee payment portal (if and when possible)
•    Branding customization per agency division
- Allow users to create events on the portal, with an option to set a participation limit, such as only the first 10 users to sign up can join.
- Reporting and Analytics
•    Integrate a reporting platform to visualize and analyze operational data.
•    Generate reports across all modules for performance tracking and strategic planning
- The system must auto generate calendar reminders to participants for events via e-mail and/or text.
- Allows sending mass or subset email and text notifications to participants or attendees, categorized by location or event manager, ensuring effective and targeted communication.
- Ensure the application is accessible from phones, and tablets and allows mobile functionality for staff to perform tasks and access system data remotely.
- Application that enables each division to customize their volunteer events with their own brand and logo.
- Application that allows users to enter and manage schedules for volunteer projects and shifts, ensuring efficient planning and coordination of volunteer activities.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 22, 2025