RFI for Meeting Management Software

An organization in Alberta, Canada is seeking information from vendors about meeting management software solutions. The primary objectives include understanding the features and capabilities available on the market to support agenda creation, vote tracking, electronic signatures, and efficient meeting operations. Key features of interest include AI-assisted agenda creation and content recommendations, the ability to electronically track attendance and votes for in-person, remote, and hybrid meetings, and integration with popular video platforms such as YouTube and Microsoft Teams.

Vendors responding should provide details about their software's technical, operational, and security capabilities, including cost structures, licensing models, hosting options, and data residency considerations. Solutions should demonstrate authentication and identity integration (e.g., compatibility with Azure AD), robust API/connectivity options, and clear separation between public and confidential meeting materials. Automated real-time display of voting results, electronic status tracking of decisions and resolutions, and AI-assisted draft minutes generation are also important requirements.

Additionally, vendors must describe video storage locations and ensure that video playback does not require specialized software. Responses should cover all requirements and questions, with the submission deadline for questions set for March 6, 2026.