Events and Venue Management System

The Vendor is required to provide needs an events and venue management system that is already integrated with area.
- Team manages approximately 200 events a year. In addition, the team manages multiple spaces within the museum, both for museum internal use and for external rental clients.
- Currently the team is not connected to the CRM that manages memberships and admissions and we are looking to be as integrated as possible.
- Provide software that meets the functional needs described below:
•    Provide high-level integration with area.
•    Manage event information to include invoicing, pricing and discount management, payment recording, client communication, resource management, and booking agreements.
•    Calendar function that can book quarterly University classes, onetime events, and internal recurring meetings.
•    The vendor will import existing data and train museum users before launching the new CRM for event and program booking, as well as post-launch technical support.
- Software Include:
•    CRM data gets automatically translated into Tessitura record types
•    Patron alignment—Ability to share basic client information and contact info between Events program and Tessitura while automatically minimizing patron duplications. Includes details like membership status, donor status, past or present board member, client/organization relationship, client interaction with other museum departments or programs.
•    Pulling reports through tessitura that synthesize data gathered through the external CRM
•    Create and manage a booking agreement
•    Create and manage different types of events, rentals and/or programs
•    Export documents
•    Create an invoice
•    Create an event summary based on standard inputs, along with custom notes
•    Customizable, complex form builder for data gathering/target tracking
•    Event rental guest count tracking
•    Differential Pricing and Discount system
•    A way to manage special requests
•    Resource management: assign and manage rooms
•    Complex calendaring capacity including individual calendars for different resources
•    Multiple calendar permissions levels and/or calendar sharing for different audiences
•    Multiple calendar views (e.g. daily, weekly, Gantt)
•    A way to record payment
•    System supports multiple simultaneous users
•    High-level client communication capacity (automated emails, email attachments, batch emails, etc.)
•    Auto-generated email alerts triggered by certain actions in the software that communicate to internal departments, as well as external clients
•    Ability to upload documents of multiple types to the record.

- Pre-Bid Conference Date: January 23, 2026
- Questions/Inquires Deadline: January 13, 2026