Event Management System Tender

Innovate UK Business Connect, part of UK Research and Innovation (UKRI), is seeking proposals for a modern event management system to support their diverse portfolio of business-to-business events. The organisation delivers over 300 events annually across in-person, virtual and hybrid formats, generating approximately 60,000 delegate registrations per year. The event management system must provide end-to-end support for the complete event lifecycle, including event creation, registration management, attendee communications, speaker and exhibitor management, networking, reporting and post-event evaluation. The platform should integrate with existing business systems (particularly the Workbooks CRM) and streamline event operations while enhancing participant experience and enabling data-driven decision-making. Key requirements include: an intuitive delegate journey from registration through post-event follow-up; support for multiple user roles (Event Managers, Marketing Managers, Integrated Systems administrators and System Administrators); real-time visibility of registrations, attendance and engagement; capability to handle events ranging from 30 to 2,000 delegates; robust accessibility, compliance and data protection features; and comprehensive reporting and analytics to demonstrate event impact and ROI. The contract is valued at a maximum of £600,000 excluding VAT over three years, structured as an initial two-year period (£400,000) with an optional 12-month extension (£200,000). The contract is anticipated to start on 1 April 2027, with onboarding and training from April to September, and live event management from September onwards. Submissions must include: narrative on your approach, requirements checklist, supporting information against essential requirements, rate card for services, completed Pre-Qualification Questionnaire with audited accounts, and legal information including standard Terms and Conditions. Deadline: 17:00 on 10 October 2026.