Venue and Event Management Software

Location:	Tennessee
Posted:	May 18, 2026
Due:	Jun 1, 2026
Agency:	City of Sevierville
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software).
Publication URL:	To access bid details, please log in.

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Request for Proposals

for

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

• 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

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.

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

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Title:	Venue and Event Management Software
Category:	RFP
Status:	Open

Venue and Event Management Software

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