RFP 2026-036 Event and Room Booking Solution

The University of Maine System is seeking a unified room scheduling and event management software solution to support booking and administration of classrooms, conference rooms, and event venues within the Maine Center’s multi-use facility in downtown Portland, Maine. The solution should provide self-service internal booking and a professional public request portal for external stakeholders, apply role- and room-based policies, centralize event notes, services, and equipment, and deliver actionable reports and dashboards for utilization, equity of access, revenue, and planning. • The solution should support differentiated permissions and approval workflows by both user role and room. • The solution should enable public booking requests and consolidate event details, services/resources, and billing. • The solution should include automated workflows for service requests and support billing/invoicing for external events and mission-aligned partners. • The solution should be scalable, user-friendly, and provide a professional public request portal for external stakeholders.