Meeting Management Software

RFI issued on March 11th, 2026.

Deadline for respondent questions is April 1st, 2026 by 4:30 p.m. local time.

Submission deadline is April 14th, 2026 before 2:00:00 p.m. local time.

This Request for Information (RFI) seeks vendors to provide comprehensive meeting management software. The selected solution should be scalable and support various hosting models, including cloud, on-premises, and hybrid deployments, while incorporating robust security features. The solution can either utilize M365 Compliance capabilities or operate independently of the M365 platform.

Key features must include advanced meeting scheduling, recurrent meeting templates, calendar integration, and automated invitations and reminders. Document and resource management capabilities are required, offering upload and storage of meeting materials, linkages to agenda items, version tracking, and the capacity to assign permissions with approval workflows. During meetings, the software should facilitate roll call, quorum verification, minute-taking, and the creation of action items.

Additional requirements include the ability to record and archive meetings with audio and video support, closed captioning options, and seamless integration with current video systems. Participant management is essential, allowing for the assignment of roles and permissions throughout the meeting lifecycle.