Event Management Software

The Tennessee Department of Transportation (TDOT) has issued Request for Information (RFI) #40100-51553 seeking an advanced event management software solution to support two annual events: the Regional Equipment Operator's Safety and Training Conference (ROADEO) and the Tennessee Drone and Advanced Air Mobility Symposium. The procurement targets a flexible, cutting-edge event platform comparable to Cvent's conference management software, with an annual access license to enhance event planning, marketing, and management processes. Required software capabilities include comprehensive features such as event registration, public-facing website management, mobile apps, speaker and content management, exhibitor and sponsor management, real-time registration, branded online experiences, payment processing, mobile check-in, agenda creation, speaker submission tools, and analytics reporting. The events typically attract approximately 900 total attendees, with roughly 450 participants per event. Key procurement dates include a questions deadline of August 18, 2025, questions/answers posting on August 25, 2025, and a final response deadline of September 8, 2025.

The RFI mandates strict information technology security requirements for potential vendors, including housing all state data within the continental United States, maintaining SOC 2 Type 2 examination reports, performing annual penetration tests, and adhering to Tennessee's enterprise information security policies. While no specific set-aside designations or restrictions on responding organizations were explicitly mentioned, vendors must demonstrate robust technological capabilities and comprehensive security protocols. The procurement does not indicate an existing incumbent vendor or specify a precise budget range, though the comprehensive requirements suggest a sophisticated, enterprise-level software solution. Potential respondents must provide a platform capable of managing complex multi-day events with significant attendee volumes, integrating seamlessly with existing state technology infrastructure, and providing comprehensive event management capabilities across registration, marketing, content management, and participant engagement.