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SaaS Event Registration System

Reference Number
RFP/SEC/08/2018 - Saas Event Registration System
Procurement procedures
Request for Proposal (RFP)
Launch date
25 May 2018
, Europe/Vienna
Expected contract duration
5 years
On behalf of

Summary of Requirements


The OSCE Secretariat Conference and Language Services (CLS) located in Vienna, Austria organise a large number of meetings, conferences and events. Currently, there is no specialised IT system for the management of event registrations. Event attendees are managed manually using Microsoft Excel; tracking all details and modifications in these spreadsheets is complicated, time-consuming, and error-prone.

The CLS is interested in identifying and deploying an Event Registration System (ERS) that shall increase the efficiency and effectiveness of the event registration process and the management of attendees by OSCE event organisers.

Tender objectives and procedures

This Request for Proposal (RFP) is targeted towards Software-as-a-Service (SaaS) providers with substantial capabilities, qualifications, and experience in the provision of hosted ERS.

Subject to the outcome of an open competitive tender, the OSCE might establish a 5-year Contract for the deployment and use of an ERS.

The tender document might be requested via a below "Request for bidding documents" form.

Key tender deadlines:

  • Onsite/online meeting for the Bidders (“Bidder’s Conference”) will take place on 05 June 2018, 15:00–17:00HRS CET in the OSCE Conference Services room no. 532 (Hofburg Kongresszentrum, Heldenplatz 1, 1010 Vienna, Austria) as well as via WebEx service (an invitation will be sent upon request);
  • Deadline for the tender related question – 12 June 2018 at 17:00HRS CET;
  • Deadline for the tender Acknowledgement Letter –  15 June 2018 at 17:00HRS CET;
  • Bid submission deadline – 22 June 2018 at 12:00HRS CET.

Addition information:

You might want to refer to the Request for Information – SaaS Event Registration System, including related Q&As which was conducted during December 2018 - February 2019; the document is available on the OSCE website at…