Conference Registration Platform

The Vendor is required to provide a conference registration platform to support the planning process, attendee management, hotel lodging logistics, and agenda/session registration.
- The platform must support event websites and a mobile app to feature speakers and session specific documents. In addition, the platform must include features for pre, and post event reporting and conference/session specific survey collection
- Platform Functional Features:
•    Registrations. The platform shall accommodate between 1,000 and 3,000 registrations per calendar year between two (2) to ten (10) conferences. The registration website shall provide customizable pages, track attendee data, attendee questions, attendee contract information fields, registration questions, session/activity selection, guest and group options, hotel selection, and payment information.
•    Mobile App & Conference Website. The platform shall include websites for event advertising, planning, and scheduling, registering attendees, distributing handout materials, and communicating to registrant attendees. Two (2) mobile apps will allow for registrations of up to 800 attendees each. Three (3) mobile apps will allow for registrations of up to 800 attendees each.
•    Modules. The platform shall [input features of modules, including hotel and travel].
•    Abstract Management. The platform shall include an Abstract Management system for event planning including reviews of event session proposals, facilitator applications, and event schedule planning.
•    Single Sign On. The platform shall provide Department users access via Single Sign On capability using a preferred and approved technology (e.g., OpenID Connect (OIDC) and OAuth 2.0). The Single Sign On must include:
•    Integration with Microsoft Entra ID.
•    Supported protocols and standards for authentication and authorization.
•    Reporting & Analytics. Real-time dashboards, registration statistics, financial reports, and data export.
•    Multi-Factor Authentication. Integration with identity providers.
- Provided Services
•    Pre-event, for each conference/event: Platform setup, form design.
•    During event: Onsite check-in support (e.g., using QR codes), live registration support, and access to session specific documents.
•    Post-event: Final reports, data archiving, and survey reporting.
•    Testing of the platform and data migration (if necessary).
•    Training of Department staff before and during the term of the agreement.
•    Technical support during the term of the agreement as defined within the platform terms of use and/or Service Level Agreement (SLA).
•    Provide content (sessions, pricing, etc.), marketing, final approvals, and stakeholder coordination.