Venue and Event Management Software

Request for Proposals
for
Venue and Event Management Software
City of Sevierville
120 Gary Wade Boulevard
P. O. Box 5500
Sevierville, TN 37864-5500
(865) 453-5504
Fax: (865) 453-5518
For Specific Information on Project:
Brian Wagner
(865) 453-5504
bwagner@seviervilletn.org
May 2026

INFORMATION FOR PROPOSING COMPANIES
RECEIPT AND OPENING OF PROPOSALS
The City of Sevierville, Tennessee (herein called the "Owner") invites Proposals from qualified firms
(herein called "Design firms") for Venue and Event Management Software. The following pages
summarize the scope of work and requirements for the submittal. The Owner will RECEIVE PROPOSALS
UNTIL 3:00 PM, JUNE 1, 2026 at Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville, Tennessee,
37862 (Mailing address: P. O. Box 5500, Sevierville, Tennessee, 37864). The envelopes containing the
submittals must be sealed, addressed to Tracy Baker, Assistant City Administrator, and must bear the
following information:
Name of Proposing Company
Company's Address
Date and Time of Proposal Opening
Proposal Enclosed: Event Management Software
ENCLOSE THE ORIGINAL PROPOSAL AND TWO COPIES
The Owner may consider informal any proposal not prepared and submitted in accordance with the
provisions hereof and may waive any informality or reject any and all proposals. Any proposal received
after the time and date specified may not be considered.
QUALIFICATIONS OF PROPOSALS
The Owner may make such investigations as he/she deems necessary to determine the ability of
the Proposer to supply the necessary services, and the Proposer shall furnish to the Owner all such
information and data for the purpose as the Owner may request. The Owner reserves the right to reject
any proposal if the evidence submitted by, or investigation of, such Proposers fail to satisfy the Owner
that such Proposer is properly qualified to carry out the obligation of the contract by supplying the service
contemplated therein. Conditional proposals will not be accepted.
OBLIGATION OF PROPOSER
At the time of the opening of proposals, each Proposer will be presumed to have read and to be
thoroughly familiar with the specifications. The failure or omission of any Proposer to examine all the
forms, instruments, and documents shall in no way relieve the Proposer from any obligation in respect
to his/her proposal.
Each Proposer is requested to fill out and return the attached Title VI Information sheet, Business
Tax Affidavit, vendor information sheet, and W-9 form as a part of the proposal package.
QUANTITIES AND LENGTH OF CONTRACT
This contract is for Event Management Software. Only one award will be made for this product.
Prices contained herein are to be firm for the term of the contract, unless otherwise indicated. The Owner
reserves the right to re-bid anytime during the contract.
PROPOSAL CONTENT REQUIREMENTS
Proposals must contain the following:
* Letter of intent explaining proposer's qualifications and background of service
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* List of other facilities with whom the Proposer has supplied a similar product in the last five years
* Responses to all requirements in the specifications
* Completed bid documents included in the bid package
* List of qualified references
* Implementation timeline
* Pricing
PRODUCT DEMONSTRATION
Prior to awarding this project, the Owner may choose to schedule follow-up product
demonstrations with all or some of the Proposers. The Owner is not responsible for any costs incurred
by the Proposer during the proposal process.
AWARD CRITERIA
The following criteria will be used to evaluate and to select the Parks and Recreation Software:
* Adherence to proposal specifications and completion of bid documents;
* Complete response to all questions proposed in the specifications;
* Proposed fees; and
* Proposer Experience and Qualifications, References and Past Performance
Project Timeline (estimated)
* RFP Release: May 18, 2026
* RFP Opening: June 1, 2026
* Award date: July 6, 2026
* Implementation: August 30, 2026
TITLE VI, VENDOR INFORMATION, AND W-9
Each Firm must fill out and return the attached Title VI Information sheet, Vendor Information sheet,
and W-9 form as a part of the proposal package.
INSURANCE COVERAGE REQUIREMENTS
These coverage requirements apply to the Design Firm and any subcontractors who may perform
services under the contract.
Commercial General Liability Insurance - $1,000,000 limit per occurrence for property damage and
bodily injury. Coverage should be occurrence form.
Business Automobile Liability Insurance - $1,000,000 limit per accident for property damage and
personal injury.
Workers' Compensation and Employers' Liability Insurance - Workers' Compensation statutory limits
as required by Tennessee law. This policy should include Employers' Liability coverage for $1,000,000
per accident.
Professional Liability Insurance - $1,000,000.
CONDITIONS FOR ALL COVERAGES
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Additional Insured: The City of Sevierville, its Board of Mayor and Aldermen, and all officers,
employees, agents, representatives, boards, commissions, committees' and volunteers will be
covered as Additional Insured respecting: liability arising out of activities performed by or on behalf
of the Design Firm; products and completed operations of the Design Firm; premises owned, leased
or used by the Design Firm, or premises on which Design Firm is performing services on behalf of
City. The coverage will contain no special limitations on the scope of protection afforded to the
Owner. This clause does not apply to Workers' Compensation Insurance.
Notice of Cancellation or Non-renewal: Each insurance policy required by this clause will be endorsed
to state that coverage will not be suspended, voided, cancelled, reduced in coverage, or in limits
except after thirty (30) days prior written notice has been given to the City's Risk Manager.
Acceptability of Insurers: Insurance will be placed with financially sound Tennessee admitted insurers
(Best's rating of A or better) or other insurers approved by the City's Risk Manager: Rebecca Nowack,
phone 453-5504.
Certificates of Insurance: Design Firms will furnish the City with certificates of insurance with original
endorsements affecting coverage required by this clause. The certificates and endorsements for
each policy are to be signed by a person authorized by that insurer to bind coverage on its behalf.
The certificates and endorsements are to be received and approved by the City's Risk Manager
before work commences. The certificates of insurance should be directed to Rebecca Nowack, the
City's Risk Manager and must also be accompanied by a copy of the Notice of Bid Award Letter.
Defense, Indemnification and Hold Harmless Agreement: Firms hereby agree to indemnify, defend
and hold harmless the City from any and all loss, damage, cost, expense, liability, claims, demands,
suits, fines, penalties, attorney's fees, and judgments, whether civil or criminal, arising directly or
indirectly from or in any manner related to the work, project, event or other purposes, regardless of
the active or passive nature of any negligence by the City. Design Firms will not be responsible if
liability arises from the sole negligence of the City. Design Firms will pay the City for any costs
incurred in enforcing Design Firms' obligations to indemnify.
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VENUE AND EVENT MANAGEMENT SOFTWARE SPECIFICATIONS
The Sevierville Convention Center hosts a variety of conferences, conventions, banquets, trade shows,
meetings, and special events throughout the year. SCC seeks to modernize and centralize event
operations using a comprehensive venue management platform.
Current operational challenges include:
* Managing bookings across multiple calendars and systems
* Limited visibility into customer history and event details
* Manual proposal and quote generation
* Reliance on spreadsheets and disconnected documents
* Difficulty tracking inventory and event resources
* Limited operational change tracking and task accountability
* Manual invoice generation and reconciliation
* Time consuming reporting and analytics processes
The selected platform should address these operational challenges while supporting future growth and
integration needs.
The primary objectives of this project include:
* Implement a centralized venue and event management platform
* Improve operational efficiency and staff productivity
* Enhance customer relationship management capabilities
* Streamline proposal, contract, and invoicing workflows
* Improve visibility into event operations and staff assignments
* Reduce reliance on manual spreadsheets and disconnected systems
* Enable advanced analytics and reporting
* Provide integration capabilities with existing and future systems
* Support mobile and remote access capabilities
* Improve audit tracking and financial accountability
SCOPE OF WORK
The selected vendor shall provide all software, implementation services, configuration, training,
migration assistance, support services, and related deliverables necessary to implement a fully
operational Venue and Event Management Software Solution. The scope shall include, but not be limited
to, the following:
Software Licensing
Provide subscription licensing for a cloud hosted software platform including all required modules, user
licensing, and administrative access. The proposal should clearly identify:
* Base subscription costs
* Included user counts
* Unlimited user licensing options
* Event volume limitations
* Optional modules and add-ons
* Multi-year pricing options
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Implementation Services
Vendor shall provide implementation services including:
* Project kickoff
* Discovery and requirements gathering
* System configuration
* Workflow setup
* Data migration assistance
* Testing support
* User acceptance testing support
* Training
* Go live support
* Post implementation support
* Vendor should provide a detailed implementation timeline and staffing plan.
Training
Vendor shall provide comprehensive training for administrative, operational, financial, and end-user
staff. Training should include:
* Administrator training
* End-user training
* Documentation and user guides
* Online support resources
* Recorded training resources
* Sandbox or training environments
Ongoing Support
Vendor shall provide ongoing technical support and account management services. Please describe:
* Support hours
* Support response times
* Escalation procedures
* Dedicated account management
* Online knowledge base access
* Product update schedule
* Customer success resources
FUNCTIONAL REQUIREMENTS
The software system should include the following functions, at a minimum:
Sales & CRM
* Centralized customer relationship management
* Contact and account management
* Customer interaction history
* Notes and task management
* Inquiry tracking
* Email templates and notifications
* Opportunity tracking
* Mobile access capabilities
* Workflow automation
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* Proposal and contract generation
* Electronic signature integration
Booking & Scheduling
* Centralized booking calendar
* Availability and hold management
* Event scheduling
* Series scheduling
* Conflict detection
* Resource scheduling
* iCal integration
* Outlook calendar integration
* Real time booking visibility
Event Management
* Event detailing capabilities
* Function scheduling
* Event orders
* Operations management
* Change tracking
* Staff assignments
* Event task management
* Inventory management
* Price schedules
* Event timelines
* Setup and teardown scheduling
* Food and beverage coordination
* Live event support
Inventory & Resource Management
* Inventory tracking
* Equipment availability checks
* Lot and serial tracking
* Resource forecasting
* Real-time inventory visibility
* Inventory allocation management
* Alerts for resource conflicts
Financial Management
* Invoice generation
* Invoice schedules
* Payment tracking
* Pricing schedules
* Discount and surcharge management
* Audit tracking
* Financial reporting
* Customer payment portal integration
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Reporting & Analytics
* Configurable dashboards
* Advanced reporting
* Revenue analysis
* KPI tracking
* Export capabilities
* Graphical analytics
* Operational reporting
* Financial reporting
* Custom report creation
Integration & API Requirements
* REST API support
* GET, POST, and PUT API methods
* Real time integration capabilities
* Single Sign On (SSO)
* Sandbox environment for testing
* Integration documentation
* Microsoft Outlook integration
* Electronic signature integration
Security Requirements
* Data encryption in transit and at rest
* Multi-factor authentication support
* Role based access controls
* Audit logging
* Compliance standards
* Backup and disaster recovery procedures
* Incident response procedures
* Data retention policies
* Hosting environment security
Cloud Hosting Requirements
* Cloud hosting environment
* Service level agreements (SLAs)
* Uptime guarantees
* Redundancy architecture
* Disaster recovery capabilities
* US based data hosting locations
* Maintenance windows
OPTIONAL FEATURES AND ADD-ONS
Vendors should identify optional modules or add-on services including:
* Electronic signature integrations
* Online inquiry forms
* Exhibitor management tools
* Risk management modules
* Sustainability tracking
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* Customer payment portals
* Room diagramming software
* Mobile applications
* Advanced analytics packages
* Data conversion services
Vendors should separately price all optional components.
DATA MIGRATION
Vendor shall provide data migration assistance from existing systems as an optional add-on. Proposal
should include:
* Migration methodology
* Data validation processes
* Data mapping procedures
* Historical data conversion options
* Estimated migration timelines
* Required customer participation
PRICING REQUIREMENTS
Initial pricing shall remain valid for at least 120 days from date of award. Vendor shall provide detailed
pricing information including:
Subscription Costs
Provide annual subscription pricing including:
* Base software licensing
* User licensing
* Hosting fees
* Support fees
* Reporting subscriptions
* API access
Implementation Costs
Provide one-time implementation pricing including:
* Project management
* Configuration
* Data migration
* Training
* Testing support
* Go live support
Optional Services
Provide pricing for optional services and modules.
Multi Year Pricing
Provide pricing for:
* One year term
* Two year term
* Three year term
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Cost Transparency
Clearly identify:
* Recurring annual costs
* One time costs
* Optional costs
* Third party licensing costs
* Future cost escalators
Products and services not specifically mentioned in this RFP, but which are necessary to provide the
functional capabilities described by the proposer, shall be included in the proposal.
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