Event Management System

Scope as published

Background Innovate UK Business Connect brings together businesses, researchers, investors and partners to accelerate innovation across the UK. As part of UK Research and Innovation (UKRI), and a strategic delivery partner to Innovate UK, we connect organisations to funding opportunities, partnerships and expertise to help ideas move from concept to scale. One of the key tools for making these connections is events. We deliver a diverse portfolio of in-person, virtual and hybrid events, ranging from webinars and workshops to large-scale conferences and exhibitions. To support the effective planning, delivery and evaluation of these events, we are seeking proposals from suppliers who can provide a modern event management system that streamlines event operations, enhances the participant experience and supports data-driven decision-making. Description of work Innovate UK Business Connect is seeking tenders from providers who can supply a single event management system that supports the end-to-end event lifecycle, including event creation, registration management, attendee communications, speaker and exhibitor management, networking, reporting and post-event evaluation. The system should integrate with existing business systems where required and provide a single source of truth for event delivery teams. This aligns with the organisation's wider objective of ensuring events are outcome-led, measurable and supported by efficient registration, communication and reporting processes. The event management system should: • Deliver an intuitive and user-friendly delegate journey from registration through to post-event follow-up • Improve the event experience for speakers and exhibitors • Reduce manual administration and improve operational efficiency • Provide real-time visibility of registrations, attendance, engagement and event performance • Support both virtual and in-person event delivery models • Enable consistent data capture and reporting to demonstrate event impact and ROI • Support accessibility, compliance and data protection requirements The platform must support multiple user roles and permission levels to reflect different operational needs across the organisation. As a minimum, the system should accommodate the following user groups: • Event Managers o Full end-to-end event management capabilities o Creation, configuration and administration of events o Management of registrations, attendee communications, speakers and exhibitors o Access to event-level reporting, analytics and post-event evaluation data • Marketing Managers o Access to update and manage event webpages and associated content o Access to registration, engagement and performance reporting • Integrated Systems o Administration of integrations between the event management platform and our CRM system (Workbooks) o Management of data flows, field mapping, data quality and synchronisation processes o Access to reporting, data exports and system configuration relating to integrations • System Administrators o A small number of designated super users (typically two to three individuals) o Full platform administration rights, including user management, permissions, integrations, security settings and system configuration We deliver a large and diverse portfolio of business-to-business events. Historically, this has included more than 300 events per year and generating approximately 60,000 delegate registrations annually. The event management platform must be capable of supporting a range of event formats, scales and audience sizes, including: • In person events: We deliver approximately 100 in-person events each year, typically attracting between 30 and 2,000 delegates to each. Most events are free to attend and may span one or more days. We do not require onsite event delivery support from the appointment supplier; however the platform must provide the functionality and tools to enable our team to manage attendee registration and onsite event operations, and provi…

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