Event Management Software

The Board of County Commissioners of Okaloosa County, Florida is requesting proposals for event management software to support the Okaloosa County Tourism Department, with proposals due June 19, 2026 and questions due June 4, 2026 at 3:00 PM.

The County operates six venues: the Destin-Fort Walton Beach Convention Center (32,000 square feet with a 21,200-square-foot grand ballroom plus meeting rooms ranging from 425 to 1,575 square feet and 30,000 square feet of outdoor space), the Rigdon Center (50,000 square feet of flexible indoor and outdoor event space), Baker Recreation & Equestrian Center (50 acres with two arenas, 150+ horse stalls, and RV hookups), and the Northend (40 acres with an enclosed barn accommodating up to 200 guests, a pole barn, and two cabins). Two additional properties—Shoal River Preserve and Highway 98 Venue—are coming online soon. The software must support the complete event lifecycle including sales, booking, contract administration, event execution, financial tracking, and reporting; migrate ten years of historical event data from the incumbent Ungerboeck/Momentus system; and integrate with Workday, DocuSign, and BluePay. Detailed requirements span database architecture, system security (including SOC 2 Type II and PCI-DSS attestation), role-based access controls, audit capabilities, multi-venue coordination, contract administration, event scheduling, work order management, exhibitor order processing, and accounting integration. Vendors must demonstrate prior implementation experience in multi-facility environments and successful migrations from venue management software, provide a minimum of five days of onsite training post-installation, and commit to defined technical support service levels.

The anticipated contract term is five years with no renewal options. Evaluation criteria weight proposer qualifications and experience at 25 points, completeness of the proposed solution at 50 points, fees at 20 points, and references at 5 points. Pricing must itemize one-time costs (hardware, software, implementation, data migration, and training) and recurring annual maintenance and support for years 1–3 and years 4–5, with pricing unchanged for the first three years and consistent for the final two years. The current contract expires September 30, 2026. Selection committee meetings are scheduled for July 14, 2026; finalist presentations July 27–31; contract negotiations August 3–14; and presentations to the Tourism Development Council and Board of County Commissioners in August and September. Proposals must include drug-free workplace certification, E-Verify compliance, government debarment certification, cyber liability insurance with a minimum of $1 million per claim, references from current clients of similar size and magnitude within the past two years, and a Florida Certificate of Good Standing. Federal grant funding is involved, requiring SAM.gov registration and compliance with applicable federal regulations.