Cloud-Based Venue, Event Management System Supply and Implementation Solution

Overview

Business Systems (ERP, CRM & POS)

Visalia, California, United StatesPosted 3 months agoDeadline: March 25th, 2026

Fit Score

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SUMMARY

Seeking a vendor for supply and implementation of a cloud-based event and venue management SaaS system in California.

KEY REQUIREMENTS

Solution must be web-based SaaS
Solution must support Entra (formerly Azure) SAML or OIDC for SSO
Ability to set access levels for users
Security and maintenance updates performed at regular intervals
System must not incorporate or require MS Silverlight, Java, or Flash on staff computers
System must be developed using contemporary web standards and be compatible with the latest Microsoft and Google browsers
System must maintain an audit log of all changes, including user, time, and relevant detail
Supports integration with Microsoft Office 365
Internal application for creating/editing text must have spell check
Ability to create and use hyperlinks from within documents to outside sources of information
Solution must be compatible with Windows 10 and Windows 11
Support for a migration path from Fastbook to the new solution
System must undergo regular security audits
Solution must support Stripe for payment processing
Solution must support a vanity domain for client-facing access (e.g., Events.visalia.gov)
Solution must support a custom email domain for notifications and client email correspondence (e.g., [email protected])
Solution must log off a user after a predefined period of inactivity (system-wide, user group, or user parameter)
Multiple users must be able to access the same customer at the same time
Solution must provide a trace system with daily to-do items
Ability to track individual sales goals, leads generated, sales opportunities, inquiries, and client information
Ability to generate reports aiding in equipment inventory, account balances, financial statements, and related accounting functions
Ability to create reports customizable to the VCC
Ability to create detailed dashboards for management and sales activity
Solution must report lost business and space availability
Solution must generate event orders and room set up documents detailing events and function space
Ability to easily book a group or series of events and copy repeat bookings
Ability to delegate tasks and responsibilities for event fulfillment
Ability to drag and drop events to change dates
Ability to efficiently pull multiple available dates for different rooms in a report
Clear notation on main screen of booking calendar for hold status, booking type, event type, and event status
Ability to generate and customize invoices within the system with a payment schedule
Ability to provide delegation for fulfillment of deposits and final payment
Ability to generate production reports/write-ups (e.g., department instructions, location schedule, operations report, house notes, staff assignments, equipment reports)
Ability to enter, retrieve, and maintain set up instructions for each division
Ability to send out electronic announcements, jot down notes, and lesson learned information regarding events
Ability to generate, update, and save facility drawings representing rooms
Ability to create and issue event write-ups for tasks, track completion, assign labor, and maintain schedules
Ability to view and maintain existing event write-ups
Ability to perform inventory tracking management and view all activity for a particular item
Ability to define forms and data files for operations
Ability to find what events are being held in which spaces
Ability to accurately show availability of exact and best space for a new event requested
Ability to update any previously made assignment for a given event
Ability to retrieve and maintain near real-time information of facility use based on client schedules
Ability to generate Event Bulletin reports to view overall scope of events for a given time period
Ability to generate Event schedule reports for an overall view of upcoming events and booking status information
Ability to generate Event attendance reports for a quick view of the number of people expected for selected events
Ability to generate Calendar of events reports for a dashboard view of booked rooms and event times on any given actual event day
System must automate document workflows, routing documents for signatures and electronic storage
System must calculate occupancy for each room and the entire facility within a specific date range
System must include a real-time equipment inventory management system with report generation
Ability to create, track, and maintain a client database
Ability to search any client event
Ability to enter call notes and set up follow-up reminders
Ability to search for event account history, including electronic correspondences
Rate calculation ability to obtain a rate amount for any location, equipment, or service
Ability to check budgets, active and remaining use days in a client's account
Ability to schedule an event, assign equipment, and services
Ability to log emails and phone calls into event notes
Ability to create and modify contracts
Workflow capability to upload and send contracts for approval to other members
Ability to send contracts to clients
Ability to print contracts and addendums
Ability to archive old contracts
Ability to create, modify, addendums, and contracts
Sales Report generation to analyze performance of sales and marketing departments
Open event follow-up generation for events within a booking status with no commitment level
Critical item checklist generation for outstanding items to be completed for selected event
Event checklist view for both completed and incomplete items within a date range
Feature that does not allow double booking if event is firm or provides alert
Ability to review all charges, payments, make adjustments, produce invoices or refunds, make deposits, and settle events
Ability to perform account lookup to determine current balance
Ability to perform accounts receivable functions to track invoices sent to clients and exhibitors
System must allow a view-only option for space availability for selected partners
System must include standard reports showing event booking progress for all items or requests
Ability to project potential event revenues
Ability to generate predefined sales reports, event reports, and canned reports of Sales and Marketing information
Ability to review event activity or investigate changes made to events
Ability to generate and track event-tracking charts and reports
Ability to generate reports such as event reports, invoice reports, deposit reports, credit reports, and invoice audit reports
Reports to identify and display events and/or calendar data in various formats
Static Report in a chart or spreadsheet of all booked locations
Reports of all available locations and a day-to-day breakdown of each booked location
Equipment and Services Report generation to identify needs/functions utilized within a specific date range
Document Change Reports generation for events with published schedules or department instruction changes in the last 24 hours
Event Summary Reports to count events within a date range by classification for actual and/or projected statistics
Client Summary Reports to show number of events and money generated within date ranges for all or selected events
Sales Summary Reports to show number of events sold within date range by classification
Location Summary Report to show number of events for a particular location within a date range
Occupancy Report to show total bookings for selected locations by month
Space utilization report to show total bookings for selected locations by month
Ability to show analysis of canceled events and names of events lost
Ability to generate reports showing revenue generated for the community for all events within a date range
Ability to schedule reports
Ability to insert tables, graphs, and images into reports

BUDGET

Verified

Up to $1,000,000

CONTRACT DURATION

60 months

TIMELINE

RFP Available to the public: February 18th, 2026

Informational Proposer Conference: March 3rd, 2026

Deadline for Submitting Questions: March 9th, 2026

RFP due: March 25th, 2026

Interviews/Presentations with short-listed firms: TBD

Award of Contract @ City Council Meeting: TBD

Contract Begins: TBD

QUESTION DEADLINE

March 9th, 2026

Issuing Agency

City of Visalia

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

An organization in California is seeking a qualified vendor to supply and implement a cloud-based, Software as a Service (SaaS) venue and event management system. The new solution will replace the current system and should provide a comprehensive suite of features, including commercial event booking, revenue management, event reporting, customer relationship management (CRM), inventory control, task and exhibitor management, payment scheduling, contracting, website calendar functionalities, and invoicing.

The proposed system must be web-based and accessible via mobile devices, offering capabilities such as real-time event management, viewing and creating event layout diagrams for booking spaces, and integrated client correspondence through email. Additional requirements include efficient vendor order management before and during events, customizable reporting, booking calendar features, online order forms, digital signature capture, secure credit card processing, and integration with Microsoft Outlook. The system should also facilitate software updates, ongoing maintenance, and offer robust event operations and sales management tools.

Questions regarding this opportunity must be submitted by March 9, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.