Special Events Management Software

A Florida agency is seeking a Software as a Service (SaaS) solution for special events management. The desired software should be an enterprise-grade, commercial off-the-shelf system that delivers extensive functionality with minimal need for development or customization. The platform must be highly configurable and easily extendable to other departments within the agency to establish a unified approach to managing special events.

Key requirements include a web-based interface that minimizes reliance on additional browser plug-ins or software installations, along with a dedicated mobile application for iOS devices and mobile access for Android as well. The solution should offer features such as a master calendar with advanced filtering and sorting, event lifecycle tracking (including load-in, event, and load-out phases), dashboards for individual users or groups, interactive event mapping, and support for booking multiple spaces under a single event. Additional capabilities should include real-time invoice adjustments for staffing costs, event duplication between years, workflow automation with checklists or task lists, administrative controls, and real-time application status updates during the permitting process.

The provider is also expected to supply project management professional services for system implementation, as well as an appropriate testing environment for both the deployment phase and ongoing maintenance.