Request for Proposals

vor 3 Monaten

Genf GE, Schweiz Inter-Parliamentary Union Vollzeit

**1. Background**

Established in 1889, the Inter-Parliamentary Union (IPU) is the world organization of parliaments - a global forum for parliamentary dialogue, cooperation and action.
The IPU advances democracy and assists parliaments and parliamentarians around the world to fulfil their mandates.
The IPU promotes and defends democracy and the rule of law. It develops parliamentary standards, disseminates information on good practices and helps make parliaments and MPs more effective. It defends the human rights of members of parliament and promotes respect for universal values, norms and principles. The IPU works in support of gender equality and the participation of women, minorities and indigenous peoples in political and public life. It assists parliaments in coping with a growing international agenda and in contributing a parliamentary dimension to the work of the United Nations and similar multilateral institutions.
The Organization is financed primarily by its Member Parliaments (180 Members and 15 Associate Members) out of public funds and is headquartered in Geneva, Switzerland.

**2. Objective**

The IPU organizes several events throughout the year.

**3. Audiences**

**4. Required Vendor Services**

The IPU expects the selected vendor to:

- develop or provide the software platform and infrastructure to host the Event Registration System (ERS) and participant registration data;
- import IPU event delegate user information from the Cvent Events Registration Platform, and carry over access credentials;
- identify and analyze business and technical requirements, and proactively provide the IPU with best practices and and recommendations;
- set-up all necessary security measures;
- improve existing event registration taxonomy and fields;
- conduct pre-launch user acceptance testing;
- provide continuous maintenance and upgrades to the platform; and
- provide technical support, documentation, and training to the IPU Events Team for managing the platform.

**5. Required Platform features and functions**

**Event Registration System (ERS)**
- ** Creation and management of custom registration fields and participant categories.** The platform should allow synchronization of registration fields and participant categories for between events. It should also allow independent sets of fields and categories for different events.
- ** Functionality for uploading images and other documents, with custom controls to set parameters for uploaded files.** Administrators or organizers should also be able to download the photos with basic details like name and country in order to produce Assembly ID badges.
- ** Functionality to register individually or as a group with specifiable levels of participation**:

- ** Autofill function for registration fields.** Previous participants can opt to use autofill registering for other IPU events to speed up the registration process.
- ** Additional functions.** Options for future-proofing of the system, i.e. it should be possible, at a later stage, to add functions in order to allow delegates to make hotel bookings, add flight details, etc., so as to have a one-stop online event system.
- ** Data import/export.** The system should allow administrators to import and export datasets in CSV and Excel formats. There should also be an interface to allow the Administrator to export the precise data they require - including to compare datasets and generate reports.
- ** Clone event registration pages and field customization.** It should be possible to copy a particular event registration page to avoid having to re-create an entire page from scratch. It should be possible to modify event-specific registration forms by IPU’s administrators and also allow for the creation of new fields and dropdown lists.
- ** Data management: Preview, scheduling, recycle bin.** It should be possible to preview an Event Registration page in a test environment before it goes live. A scheduling feature for publishing the registration for an event at a set time is needed. It should be possible to retrieve accidentally deleted event registration pages.
- ** Multilingual content and translation workflow.** The ERS should support multilingual content in English and French (as a minimum), as well as special and non-Latin characters. It should be possible to enter free text in either English or French without switching interface languages, or moving to another screen.
- ** Users and permissions.** There should be four levels of users: user (client), super-user - external and internal users - who need to consult registrations and other information available; event hosts (parliaments), who will only see information relating to their event, and (IPU) administrators who work on the ERS back-end.
- ** Communications.** The ERS should automatically generate and send a multilingual message confirming that registration for a particular event has been completed (non-binding).

The administrators should be able to send,

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