Event and Room Booking Solution

The State of Maine is seeking proposals for a unified room scheduling and event management software solution to support the booking and administration of classrooms, conference rooms, and event venues. The solution must offer robust user management, catering to faculty, staff, students, and external clients with distinct experiences and policy controls. It should support both role- and room-based policies, including custom booking rules, exception handling, blackout dates, and conflict prevention.

Key requirements include providing both internal self-service and external booking channels with clear intake forms, eligibility checks, and status communications. The system must offer configurable approval workflows with notifications, reminders, and escalation procedures for both internal and external event requests. Coordination with operations teams is critical, requiring automated service workflows for tasks such as technology, A/V, setups, and facilities management.

The ideal solution will also support comprehensive resource management, event notes, prevention of conflicts on limited-quantity resources, and recurring or semester-based reservations. Features for room-adjacent display devices, handling of check-ins, no-shows, and walk-up requests are expected. A client-facing dashboard or portal should allow users to view availability, track requests, manage documents, and access invoices. Additionally, the software should facilitate billing for external events, including estimates, deposits, final invoicing, and audit trails, as well as light client and organization management with the ability to store contracts and profile history.

All questions regarding this opportunity must be submitted by February 10, 2026. The initial contract period will be for one year.