Event Management Products And Professional Services

Background

The Commonwealth of Massachusetts Executive Office of Education (EOE) is seeking proposals for Event Management Products and Professional Services to support the planning, execution, and management of events organized by the Children's Trust (CT). CT's mission is to prevent child abuse and neglect by addressing its root causes and strengthening family support systems. EOE collaborates with various educational departments to connect programs and policies across the public education system. The contract aims to provide a comprehensive solution that includes both software and professional services for managing events in various formats (in-person, virtual, hybrid).

Work Details

The selected vendor will provide a technology platform along with professional services that include: - Core Event Management Software with features such as customizable registration workflows, multi-language support, differentiated pricing, sponsorship package management, waitlist management, and customizable event registration websites. - Agenda and session management capabilities including multi-track sessions and speaker portals. - Secure payment processing and automated communications throughout the event lifecycle. - On-site solutions for in-person events including check-in kiosks, badge printing, and professional staff support. - A mobile application for attendee engagement with features like in-app messaging, real-time updates, QR code check-in, access to session materials, discussion forums, and gamification elements. - Virtual/hybrid event support including live-streaming capabilities and integration with Zoom. - Comprehensive analytics and reporting tools for real-time dashboards and ROI reporting. - Ongoing support including training for CT staff and dedicated account management.

Period of Performance

The estimated contract start date is July 1, 2026, with an initial term of 12 months that may be renewed or extended upon written agreement by both parties. The maximum term length is eight years.

Place of Performance

The services will be performed primarily in the Greater Boston Area for in-person events; however, virtual components will allow participation from various locations.

Bidder Requirements

Bidders must own the proposed software solution and provide on-site equipment for check-ins and badge printing. They should have a minimum of 2 years of experience supporting similar customers and demonstrate exceptional customer service through staffing models and client feedback. Bidders must submit a cover letter agreeing to the terms outlined in the RFR, provide an IT Accessibility Conformance Report (ACR), disclose any use of Generative AI in their solution, and comply with all applicable legal requirements regarding data protection.