Event Management Software

The issuing agency is seeking a vendor to provide a complete and functional event management software system that supports the full lifecycle of event and client management. This system must handle sales, booking, contract administration, event execution, financial tracking, and reporting. The selected vendor must install all hardware, software, network components, and necessary cabling, while also performing all data conversion from the existing computerized system and migrating data from other venue management software applications. The agency requires the system to be accessed via hyperlink or application icon, and the vendor must specify whether the solution is hosted or Software as a Service (SaaS). The software must integrate seamlessly with Workday for financial tracking, DocuSign for client contracts, and BluePay for payment processing, as well as Microsoft Word and Excel. Security requirements include user accounts and authentication, access control to prevent non-administrators from performing administrative tasks, and a mandatory breach notification within forty-eight hours of discovery. The requested scope of work includes providing accurate, real-time reporting, dashboards, and the ability to create and modify contracts based on booked locations and event-specific rate schedules. The software must maintain a database of master locations, allow booking of new events and re-booking of existing events, record event-related statistics, and manage a master calendar of assignments for event services staff. It must also generate two-week schedules of event-related activity for specific locations, store narratives of event history, and maintain multiple equipment rate schedules. For venue management, the system must allow the creation, upload, and management of floor plans with a drag-and-drop interface to place items on room diagrams. Users must be able to define zones, sections, booths, and subspaces within a venue, maintain an equipment master for exhibitor services, and view existing work orders. Financially, the system must define and list accounting funds, years, and charts of accounts for unique financial data while sharing common locations and calendars. Bidders must provide a high-level project plan for implementation, details on the testing and implementation process for new releases, a history of application modifications, and a high-level development roadmap for the next twenty-four months. Eligibility is restricted to onshore USA organizations, and the performance of the work will be offsite. The agency is looking for budget proposals, and bidders can submit their responses digitally via email or online. All questions regarding this opportunity must be submitted no later than June 4, 2026.