Events and Meeting Room Management Systems

The Vendor is required to provide a streamlined, efficient solution—either a single software system or a suite of interconnected tools—that enhances usability for both the public and staff, reduces redundancy, and improves workflow.
- Staff usability should be enhanced through intuitive, user-friendly interfaces that are customizable by role permissions.
- For the Public
•    Provide a seamless, attractive, intuitive online interface that allows patrons or organizations to:
o    Easily discover and reserve a spot in a library-hosted event,
o    Submit a booking request for available meeting or study spaces, and/or
o    Allow those seeking to use library spaces for events to book space, including the reservation of library-offered equipment and other services.
•    Allow effortless integration with the library’s web site.
- For Staff
•    Provide an attractive, intuitive online interface that allows staff to:
o    Manage reservations and bookings, and
o    Book space for internal purposes.
•    Provide a robust a statistical gathering and reporting mechanism.
•    Provide features for financial transactions including invoicing, payment processing, task tracking and document storage.
- Events requiring registration and/ or the issuing of tickets are hosted by eventbrite as well as being discoverable on the library’s website.
- The library currently utilizes an on-prem version of EventPro event management software to manage room booking functions and to track library events.
- Budget: $120,000

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: September 26, 2025