Integrated Event Management Platform for Port Laredo Global Trade Summit
City of Laredo
Original Solicitation Links
Informal Bid-Informal RFP Integrated Event Managem
]integrated event management technology platform - port laredo
Informal RFP Integrated Event Management Tech.
]integrated event management technology platform - port laredo
Contact
Submission Instructions
or
Description
The City of Laredo, through Port Laredo, is seeking a commercially established, integrated event management platform for the Port Laredo Global Trade Summit, scheduled for May 26–28, 2027, with approximately 600 paid participants and capacity for up to 800. Required capabilities include online registration and ticketing, payment processing, attendee communications, mobile or responsive attendee access, agenda and speaker management, sponsor and exhibitor management, networking and one-to-one meeting scheduling, lead retrieval, QR-code check-in, badge generation and printing, surveys, analytics, reporting, data export, and multiple administrative accounts. The selected vendor must provide a production-ready platform no later than December 2026 and describe implementation, onboarding, training, support, event-day assistance, prior-year data migration, security, accessibility, data ownership, and all prerequisites or costs. Pricing must separately identify platform, modules, implementation, migration, support, payment processing, hardware, professional services, training, travel, and other costs. The contract is for one year, with two additional one-year extensions available by mutual agreement. Proposals are evaluated on best value, including functional compliance, cost, readiness, support, event capabilities, experience, references, data, reporting, and security.
Classification Codes
Smart Codes
Specifications
Timeline
Requirements
- Commercial General Liability — $1,000,000.00
- Workers Compensation
- Employers Liability — $1,000,000.00
- Commercial Automobile Liability — $1,000,000.00
- Professional Liability/Errors & Omissions — $1,000,000.00
- Minimum 3 references
- Client point of contact required for each reference
Location
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