The Vendor is required to provide a cloud-based room diagramming software for us to make room setup diagrams for our clients renting meeting space.
- The solution:
1. Cloud-Based, Multi-User Collaboration
• The platform must be cloud-based and support real-time collaboration among multiple users, with role-based permissions for Sales, Event Operations, and external stakeholders.
2. To-Scale Diagramming with Event-Specific Objects
• The solution must provide accurate, to-scale diagramming with event-specific assets such as seating types, staging, AV footprints, aisles, booths, head tables, ADA clearances, and egress paths.
3. Built-In 3D Visualization (Strongly Preferred)
• The platform should include integrated 3D visualization that allows users to view layouts spatially, validate sightlines and flow, and support client understanding prior to event execution.
4. Ability to Publish Planner-Facing Diagrams
• The system must allow selected diagrams to be published externally for client and planner viewing, while maintaining internal operational control over final layouts.
5. Multi-Venue and Citywide Event Support
• The solution must support planning across multiple venues and event spaces, including convention centers, performance venues, ballrooms, and outdoor areas, with consistent standards and templates.
6. Reusable Templates & Standardized Room Setups
• The platform must allow creation and reuse of standardized room setup templates to ensure consistency and efficiency for recurring events and common configurations.
7. Version Control & Auditability
• The system must track changes to diagrams, support version history, and allow restoration of previous layouts.
8. Low Training Burden for Event Staff
• The solution must be intuitive and designed for event professionals, minimizing training time and reducing reliance on specialized technical skill sets.
9. Enterprise Security & Access Controls
• The platform must meet enterprise security standards, including role-based access, data protection, and secure cloud hosting.
10. Proven Adoption in Large-Scale Venues & CVBs
• The vendor must demonstrate proven use in large convention centers, performing arts venues, or destination organizations of comparable size and complexity.
11. Training, Support, and Ongoing Development
• The vendor must provide structured onboarding, training resources, and ongoing product development aligned with industry needs.
- Questions/Inquires Deadline: February 03, 2026
