Appendix 9.-SAAS Event Management Platform -MCSS R00R6600426 - TABLE C.xlsx
XLSX spreadsheet 151 KB Posted
- Attached to
- Event Management Platform
- Solicitation number
- BPM058710
- Issued by
- Maryland
About this file
This is a technical requirements specification document for a Software as a Service (SaaS) event management platform being procured by the Maryland Center for School Safety (MCSS) for its annual School Safety Conference. The platform must support comprehensive event management functionality including agenda management with personalized options, multi-day registration and attendance tracking via kiosks and mobile applications, exhibitor profile management with survey capabilities, speaker portfolio management with restricted material visibility, continuing education credit tracking with certificate generation, digital venue mapping, and an arts showcase component with voting and leaderboard functionality. The requirements are organized into nine functional areas with additional hardware specifications for kiosks and badge printers. Requirements are classified as required, preferred, or optional, and vendors must indicate whether each requirement is met out-of-box, through configurable settings, via customization, or whether it is not supported. The document includes notations from MCSS staff indicating recent additions to requirements, including the ability to restrict presenter material visibility to session attendees only, run session attendance reports, generate certificates of continuing education hours, and upload art piece titles and descriptions alongside digital files.
The specification sheet does not contain pricing information, set-aside provisions, incumbent contractor details, funding amounts, or contract term specifics. Vendors responding to this requirements document must select from predefined options indicating how each capability will be delivered, with the option to provide additional comments. The document serves as the technical evaluation criteria for vendors submitting proposals and establishes the baseline functionality expectations for the event platform that will support the MCSS's largest annual event held in July.
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Instructions
| EVENT MANAGEMENT PLATFORM REQUIREMENTS - INSTRUCTIONS | |
| 1 | Please contact the issuing Procurement Officer with any questions or concerns. |
| 2 | A response must be selected for all yellow cells in the worksheet. Blue cells should be filled out if the corresponding yellow selection is NOT "out of the box" or "configurable setting". |
| 3 | Responses should be selected using the following guidelines: |
| Out of Box | Out of the box - No additional settings beyond standard installation are required to meet the requirement. | |
| Configurable Setting | Configurable setting - Current commercially available event platform will meet requirement with configurable settings during or post-installation. | |
| Would Require Customization | Would require customization - Requirement could be met through changes to source code. | |
| Not Supported | Not supported - This requirement cannot be met, even with customization. | |
| Supported in Next Release | Supported in next release - This requirement is not supported with the current version, but is already in development for the next major release. | |
| 4 | Definitions for Box marked "Requirement Type" | |
| REQUIRED | The section or subsection and its requirements are considered essential to the MCSS and should be adhered to. | |
| PREFERRED | The section or subsection and its requirements are desired by the MCSS. | |
| OPTIONAL | The section or subsection and its requirements are optional |
Appendix 9
| Maryland Center for School Safety | |||||
| TABLE C - Appendix 9 | |||||
| SAAS Event Management Platform | |||||
| RFP #R00B6600076 | |||||
| # | Event Platform | Technical Requirements | Requirement Type | How is the | |
| requirement met? | Additional Comments | ||||
| 1 | Agenda | 1. Ability to upload the event agenda items. |
2. Allow users to create personalized agendas.
3. Set push reminders based on items in their personalized agendas.
4. Provide information on each session (speaker, description, CE eligibility, track, how many are interested in attending etc.).
5. Ability to sort sessions based on the tracks they are associated with.
| 6. Ability to sort sessions based on continuing education eligibility | Required | Select one | |
| 2 | Registration & Attendance | 1. Provide editable and shareable attendee profile pages. |
2. Integrate early registrations already received.
3. Ability to register and check-in each day of the conference.
4. Ability to check in via a Kiosk.
5. Ability to print name tags at check-in.
6. Ability to correct names and update registration information in real-time.
7. Ability to pull the attendance records in real-time.
8. Ability to run reports with pre-existing criteria.
9. Ability for attendees to check into individual sessions they attend for attendance records and CE credits.
10. Check-in via the mobile app (validated by location or QR code).
11. Check-in via Kiosks/computer stations in each session.
| 12. Ability for staff to check in event attendees at every session via QR code or other means. | Required | Select one | |
| 3 | Exhibitors | 1. Ability to create, update and share exhibitor organization profile. |
2. Customizable exhibitor page to include logos, service, etc,.
3. Ability to upload documents, PDFs, photos and videos.
4. Available option for attendees to post questions directly to exhibitors.
5. Ability for exhibitors to create surveys for the attendees.
6. Optional ability for event attendees to set up appointments to meet with the exhibitors directly.
| 7. Optional ability for exhibitors to keep count of attendees who visit their booth. | Required | Select one | |
| 4 | Speakers & Presentations | 1. Ability to create, update and share speaker profiles. |
2. List each scheduled presentation with details.
3. Ability to view speaker profiles from sessions pages and the ability to view sessions from speaker profile.
4. Link to session survey and presentation materials from each session description.
5. Ability to schedule and publish the materials before, during or after the presentation.
6. Ability for attendees to post questions to the presenters for their review and comment.
ID#AAABn890WjY Jesika McNeil -MCSS- (2025-08-19 19:07:19) Add the ability to restrict visibility of materials . For instance we had a presenter that only wanted their materials available to those that attended their session.
| Add the ability to run session attendance reports | Required | Select one | |
| 5 | Continuing Education (CE) | 1. Ability to offer multiple continuing education options and track it by category. |
2. Ability for attendees to register to receive continuing education credits.
3. Ability for attendees to complete post-session survey as a requirement to obtain CE credits.
4. Ability for attendees to track CE credits obtained.
ID#AAABn890Wjc Jesika McNeil -MCSS- (2025-08-19 19:08:16) Add the ability to obtain a Certificate of hours earned for each CE program.
Add the ability for the admint o download all certificates for record keeping purposes
| Add the ability to run attendance and completion reports | Required | Select one | |
| 6 | Certificates of Attendance | 1. Ability to download certificates of attendance electronically. |
2. Ability for Admin to download all certificates of attendance for record-keeping purposes.
| 3. Certificates are available to attendees for one year after the event. | Required | Select one | |||
| 7 | Location | 1. Offer a 3d or digital map of the entire conference area to help attendees navigate their way. | Required | Select one | |
| 8 | Arts Showcase | 1. Ability to create an art showcase intro/description page and explain the rules. |
2. Ability to upload digital copies of each art piece into a gallery for attendees to view.
3. The gallery is retained for web view for up to a year.
4. Register each piece of art and the three grade groups.
5. Allow attendees to vote once for each category three votes total
6. Provide a voting, tally and leaderboard system for the art via the event platform
7. Ability to run a report on the number of votes for each piece entered and determine who wins first, second, and third place for each age category ID#AAABn890Wjk Jesika McNeil -MCSS- (2025-08-19 19:11:22)
| Add the ability to upload the title and description for each art piece in addition to the art piece itself. | Preferred | Select one | |||
| 9 | Gamification | 1. Offer a competitive point system for assigned tasks with one winner at the end of the event. | Optional | Select one | |
| # | Event Platform | Technical Requirements |
ID#AAABn890Wjo Jesika McNeil -MCSS- (2025-08-19 19:12:32) Do we want to add a wand or something to be used to check individuals into individual sessions in order to keep counts?
ID#AAABp5iiV_k Gifty Quarshie -MCSS- (2025-08-19 17:31:57) @jeyan.jebaraj1@maryland.gov @jesika.mcneil@maryland.gov We will be including this with our IFB. Please review to make sure everything here is still applicable or make changes as necessary. Thanks.
ID#AAABn890WjY Jesika McNeil -MCSS- (2025-08-19 19:07:19) Add the ability to restrict visibility of materials . For instance we had a presenter that only wanted their materials available to those that attended their session.
Add the ability to run session attendance reports ID#AAABn890Wjc Jesika McNeil -MCSS- (2025-08-19 19:08:16) Add the ability to obtain a Certificate of hours earned for each CE program.
Add the ability for the admint o download all certificates for record keeping purposes
Add the ability to run attendance and completion reports ID#AAABn890Wjk Jesika McNeil -MCSS- (2025-08-19 19:11:22)
| Add the ability to upload the title and description for each art piece in addition to the art piece itself. | Requirement Type | How is the | |||
| requirement met? | Additional Comments | ||||
| 1 | Kiosks | Kiosks or tablets for attendees to check-in on arrival. | Required | Select one | |
| 2 | ID/Name Badge Printer | Available printer to print attendees name badges or recommendation for compatible ID badge printers currently available on the market. | Required | Select one | |
| 3 | Dedicated Network/Router | Dedicated network or router to avoid Wifi or location internet interuptions. | Preferred | Select one |
To be hidden - Choices
| Requirement_met | Out of the box |
| Configurable setting | |
| Would require customization | |
| Not supported | |
| Supported in next release | |
| Select one | |
| Priority | CRITICAL |
| REQUIRED | |
| DESIRED | |
| INVITED OPTION | |
| high priority / required | |
| med priority | |
| highly desireable | |
| desirable |
File details come from the government source that posted it. Updated .