Event Management & Registration Solution

SUNY College of Optometry intends to make an award under its discretionary authority, pursuant to NYS Education Law §355(5)(a), for the below described commodity/product or service. A sealed bid will not be held. If you are interested in providing a proposal for the below described commodity/product or service, you must contact the appropriately designated contact in this advertisement within 15 business days of this Advertisement Notice. Contacting any other individuals at SUNY College of Optometry in connection with this advertisement may constitute a violation of New York State Finance Law Section 139 j&k, AKA the Lobbying Law.

Requirements:

A fully comprehensive event management solution for planning and creating professional-looking events with seamless registration and payment collection for up to 1,600 registrations, clear and concise communications, and a smooth check-in experience for in-person, virtual, and hybrid events.

The event management & registration solution should include the following services:

• Registration & Marketing
• Event Web & Mobile Application
• Technical Support/Assistance

The event management & registration solution should be able to provide, at a minimum, the following key features/benefits:

Registration:

• Ability to create a professional registration website in minutes with customizable forms and branding
• Ability to collect payments securely online with multiple payment options
• Ability to gather important details like dietary restrictions, session preferences, and contact information
• Ability to send automatic confirmation emails and reminders to registrants
• Ability to track who's registered in real-time with easy-to-read reports

Event Mobile App:

• Ability to check guests in quickly using tablets or smartphones – no long lines or paper lists
• Ability to print professional name badges instantly with custom designs and attendee information
• Ability to track attendance for sessions and activities throughout the event
• Ability to handle last-minute registrations and walk-ins seamlessly
• Ability to get real-time reports on who's checked in and attendance numbers

The event management solution must also have the capability to integrate with our third-party audio and video conferencing platform.