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. The required system must handle sales, booking, contract administration, event execution, financial tracking, and reporting. The selected vendor must install all hardware, software, network components, and 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 software to be accessible via a hyperlink or application icon, and the vendor must specify whether the system is hosted or Software as a Service (SaaS). The platform must integrate seamlessly with Workday for financial tracking, DocuSign for client contracts, and BluePay for payment processing, alongside integrations with Microsoft Word and Excel. Security requirements include user accounts and authentication, access controls to prevent non-administrators from performing administrative tasks, and a mandate to provide breach notifications within forty-eight hours of discovery. The scope of work covers extensive functional capabilities, including real-time reporting, interactive 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, record event-related statistics, assign events to staff, maintain a master calendar, and generate two-week schedules of event-related activities. Additionally, the system must store narratives of event history, manage multiple equipment rate schedules, support floor plan uploads with drag-and-drop diagramming, and manage equipment masters for exhibitors. The system must also allow users to view and maintain existing work orders, as well as define and list accounting funds, years, and charts of accounts for unique financial data while sharing common locations and calendars. Bidders must submit 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 organizations based in the United States of America. The performance of the work will take place offsite, and bidders may submit their responses digitally via email or online. The agency is looking for proposals to determine the budget, and bidders must submit all questions no later than June 4, 2026.