Virginia Community College Event Management Software RFP
The VCCS is searching for a COTS event management platform that will streamline and enhance the event planning process, provide tools for agenda building, attendee management and engagement, sponsor/exhibitor coordination, and enable a seamless financial transaction process.
This procurement is being conducted on behalf of the Virginia Community College System (VCCS). The VCCS consists of 23 colleges with 40 campuses located across the state, as well as two central agencies: the System Office and Shared Services Center. Each of these VCCS entities may use any awarded contract at their option. However, they are under no obligation to do so, and there is no guarantee that any awarded contractor shall receive a request for product or services from any of the 23 colleges, the System Office or the Shared Services Center.
Scope of Work
The Successful Offeror shall furnish all services including, but not limited to, providing the necessary labor, materials, supervision, equipment, services, incidentals, and related items necessary to provide an event management platform that will streamline and enhance the event planning process, provide tools for agenda building, attendee management and engagement, sponsor/exhibitor coordination, and enable a seamless financial transaction process.
The Successful Offeror shall meet the required qualifications that follow but not limited too:
- Customizable Registration Forms
- Call for Proposals with Reviewer Options
- Agenda Scheduler
- Payment Processing
- Financial Reporting
- Mobile App
- Customer Service and Support
- Sponsor/Exhibitor Management and Registration
- Customizable Communication Tools
The selected platform will be utilized for multiple VCCS hosted events (minimum of 5 events annually) ranging in size for 50-900 attendees, including sponsors and exhibitors. These events require comprehensive event management capabilities to effectively manage the multi-faceted components of the event life cycle, from planning through execution.
Submission Information
Lastly, the deadline to submit proposals is due at 5:00pm on Tuesday February 25, 2024.
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