1. RFP vs. Rapid Selection

2. When is RFP necessary? Required by state law or organization policy?
Identify need?
Buy-in?
Let’s be real – CYA?
Rally the troops?
Early involvement of consultants?
Help select the product?
Legal follow-up with Vendor

3. Attaining Better/Fast outcomes?
Involve the Customer
Hold Customer accountable
Setting the stage for the vendor
Encourage active use of products
Agile requirements
Customer
Advancement
Services
Vendors

4. UConn Events Product Selection
Harris lifecycle end
Newly formed division
Existing options
Alternative options
Budget
Synchronization
Credit card options
3 MONTHS….YUP

5. Requirements? Auto sync with FELIX
Public and Invitation only event flexibility
Multi-level; multi-price
Collect donations
Multiple merchant accounts
Track fund numbers
Guest name field
Overall event calendar
Public page
blast tool
Custom login
Auto confirmations
Real time matching to CRM
Mobile registration
Scalability
10 admins of events

6. Existing “Free” Options
BBIS (Blackbaud)
Functionality limited
Integrates with CRM
Multilevel events - $$$
Still need to enter the event in 2 places
Page design is more time consuming
Vendor not committed to new functionality
Word Press
University is committed
Have not done this for events yet
Need to build
For s, link exists to link to registration
Cheap and flexible

7. Decisions Will not use BBIS Gala - Bidding for Good
Wordpress – none starter – full scale development project with 3 month timeline!
Deeper dive of “off the shelf options”

8. Reign of “no-direction”
Need for Advancement Services to drive “Process”
Identify vendors
More documentation
Redefine Requirements?
Project Ownership?
Budget?

9. But we regrouped…….. Identified 5 “EVENT” vendors Determined budget
Identified team roles
Credit card options
Refined technical requirements

10. Products DECISION PENDING Attend Eventbrite etouches Cvent RegOnline??

11. Vendor Demos Vendors provided with 2 hours to address:
Multi-level complex events
Ease of Use
Tracking attendees
Processing Fees
capabilities
API availability
Follow-up call with myself/Director of Events:
Price
Support
References
Set up Test ACCOUNT

12. Test Accounts Established
Business Analyst and Event Coordinator
Approximately hours with finalists testing - FUNCTIONALITY
Tested all but 3 fell out quickly
Set up follow-up internal demo to compare functionality and review chart

13. Score Card Has APIs Does custom integrations Automatic sync with Felix
Requirements
Attend
Cvent
eTouches
Event Brite
RegOnline
Yes 1
Has APIs x 2
Does custom integrations 3
Automatic sync with Felix 4
Public vs. private events 5
Multi-level events 6
Event calendar for web-site 7
Calendar filtering possible 8
Customizable and flexible branding possible 9
Event templates/Ability to use existing events as templates 10
Fully customizable event page 11
Html editing on event page 12
Automatic confirmation 13
Fully customizable confirmation 14
Public registration/attendee lists 15
Opt-out ability from public registration/attendee list

14. Scorecard Uses Cybersource Mobile optimization17
Uses Cybersource x 18
Mobile optimization 19
Fully customizable registration fields 20
Basic registration form components - Single-line text, drop-down menu 21
Advanced registration form components-Multi-line, radio, check-box, calendar, etc. 22
Can import data 23
Accept donations 24
No fees charged on donations ? 25
No fees charged for free registrations 26
Can do test registrations 27
Test payment processing 28
Offline payment methods/Admin registrations 29
No costs associated with offline payment methods and registration (Receive checks, and admin registers user etc.) 30
No additional fees in payment structure (processing fees, service fees, etc.)

15. And more…… On-site registration check-in31
On-site registration check-in x 32
Professional Services/Account Manager available ? 33
Image/File library 34
Event Capacity/Limit Specifications 35
Can BCC Confirmations 36
Multiple users 37
Data tags/merged fields available for use 38
Can have unique event organizers/contact information for each event page 39
Add-Ons 1
Seating Charts & Table Plans 2
Promo Codes/Discount Codes 3
Viral Ticketing 4
Blacklist s/People 5
Include Agenda 6
Send Follow-up Surveys 7
Guests can cancel registration themselves 8
On-site name tag printing 9
In-Complete registration alert 10
Submit eRFP via platform 11
Re-direct registrants to alternate page upon registration completion 12
Send confirmation s to all registrants inclusive of primary registrant 13
Send invitation s 14
Invitees can RSVP No 15
Registration requires pre-approval

16. Final Vendor Presentation
Only one vendor invited on-site!
Followed up with all vendors with at least one functional question
Support and training road test was telling!
Initially pricing varied wildly until some pricing techniques became apparent
Sales folks were not enamored with our approach……seem to prefer RFP

17. Outcome Purchased product with most robust functionality
Able to obtain reasonable price as we were new vertical for vendor
Integrated well with merchant provider – key
API’s available – show stopper with several vendors
CLIENTS ARE VERY HAPPY WITH THE PRODUCT AND OWN THEIR DECISION