--- title: "Conference Booking Management System" ocid: "ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c" markdown_url: "https://d3tenders.com/contract/ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c.md" json_url: "https://d3tenders.com/contract/ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c.json" source: "Contracts Finder" current_stage: "Tender" buyer: "LEEDS TRINITY UNIVERSITY" published: "2019-10-22" --- # Conference Booking Management System Buyer: LEEDS TRINITY UNIVERSITY Current stage: Tender OCID: ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c) [Download OCDS JSON](https://d3tenders.com/contract/ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c.json) ## Summary Leeds Trinity University is seeking a Conference Booking Management System through a limited procurement method, specifically via competitive quotation, targeting the software package and information systems industry. The tender period commenced at 17:00 on 22nd October 2019 and submissions are due by noon on 11th November 2019. The contract is expected to start on 3rd December 2019 and will last until 3rd December 2024. The university is located in Leeds, England, with a postal code of LS18 5HD. This tender presents a significant opportunity for small to medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) to enhance their business offerings by providing a robust conference management system. Companies that specialise in software development, particularly those experienced in booking and scheduling systems, will find that they are well-suited to compete for this contract. The successful implementation of this system will enable Leeds Trinity University to streamline its management of teaching and function room bookings, potentially leading to increased demand for their facilities from local businesses and community groups. ## Notice A conference system is required to assist in the management of teaching rooms at Leeds Trinity University for commercial hire, from the point of initial customer enquiry through to quotation, contracting and delivery of an event. Leeds Trinity University offer 80 teaching and function and other rooms for hire on one self-contained campus, for commercial and community usage. Room bookings can be as small as a local business hiring a room for interviews up to hire of multiple rooms and associated facilities for residential conferences. The requirement is for an easy to use conference system which primarily provides; - Simple to use diary view for room bookings and checks - Ability to book multiple rooms and/or dates at once - Ease of moving bookings around - Show status of booking, i.e. enquiry/provisional/confirmed - Track when resources have been requested and confirmed, e.g. academic room bookings, catering, portering requirements, conference IT support, etc. - Record all correspondence, including email, phone, face to face, etc. and who with. - Record multiple contacts and positions - Report by client, event, date and room(s) - Prepare jobsheets for circulation - Allow multiple system users, with different levels of access - Means of deleting customer / client data - Preparation of quotations, receipts and advice notes - Helpline support - Training The conference system should be fully configured, installed and staff appropriately trained by 1st April 2020, prior to the busy summer conference period. ******************************************************************************* The procurement will be conducted exclusively via the university's e-tendering website, where all documentation can be found and downloaded: https://neupc.delta-esourcing.com/members/leeds-trinity-university/ ******************************************************************************* The invitation to tender opens at 1700h on 22 October 2019 The tender submission deadline is NOON on 11th November 2019 ******************************************************************************* Accessing a Tender Opportunity via the university's e-tendering website: Once you have created a supplier profile, to respond to an opportunity, click 'Response Manager' or 'View Invites' and Responses. You will then be presented with a list of all opportunities your organisation has previously worked on and be given the option of viewing current invites or entering the access code to begin responding to a new opportunity ******************************************************************************* The Access Code is 3834Z36359 ******************************************************************************* Additional information: please note the deadline for tender returns is NOON on 11th November 2019 presentation stage to be held 25th November 2019 if required. ## Key Details | Field | Value | | --- | --- | | Publication source | Contracts Finder | | Latest notice | https://www.contractsfinder.service.gov.uk/Notice/64ed52cc-e171-4cef-b35d-f77b28e2ba1b | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Goods | | Procurement method | Limited | | Procurement method details | Competitive quotation (below threshold) | | Tender suitability | SME, VCSE | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 22 Oct 2019 | | Submission deadline | 11 Nov 2019 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | 3 Dec 2019 - 3 Dec 2024 | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | Not specified | | Lots value | Not specified | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Not specified | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | LEEDS TRINITY UNIVERSITY | | Locality | LEEDS | | Post town | Leeds | | Postcode | LS18 5HD | | Country | England | | ITL 1 | TLE Yorkshire and The Humber | | ITL 2 | TLE4 West Yorkshire | | ITL 3 | TLE42 Leeds | | Local authority | Leeds | | Electoral ward | Horsforth | | Westminster constituency | Leeds North West | | Delivery location | Not specified | ## CPV Codes ### Divisions - 48 - Software package and information systems ### Codes - 48000000 - Software package and information systems ## Release History - 22 Oct 2019 at 11:46 - Tender - Tender Notice - https://www.contractsfinder.service.gov.uk/Notice/64ed52cc-e171-4cef-b35d-f77b28e2ba1b ## Documents - https://www.contractsfinder.service.gov.uk/Notice/64ed52cc-e171-4cef-b35d-f77b28e2ba1b 22nd October 2019 - Opportunity notice on Contracts Finder ## Notice URLs - https://neupc.delta-esourcing.com/members/leeds-trinity-university/ ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-b5fd17-046e3f99-7988-423c-8bfa-e62f224c398c.json.