Event management tool

Business Finland is to implement a tool for managing events and executing delegations/trade missions . The tool for managing and executing events and delegations/trade missions aims to support Finnish and international companies for example with internationalization and funding and in establishing and maintaining close business connections as well as to support talent and startup attraction and matching with Finnish business ecosystems. The tool is intended for various Business Finland units and service areas both at the Business Finland Company and Business Finland Funding Agency. The aim is to make the process customer friendly, increase efficiency and improve the employee experience as well as to bring the process to today's ways of working.  

Business Finland is to implement a  tool for managing events and executing delegations/trade missions . The tool for managing and executing events and delegations/trade missions aims to support Finnish and international companies for example with internationalization and funding and in establishing and maintaining close business connections as well as to support talent and startup attraction and matching with Finnish business ecosystems. The tool is intended for various Business Finland units and service areas both at the Business Finland Company and Business Finland Funding Agency, as well as Business Finland Company's daughter companies in USA and China. The aim is to make the process customer friendly, increase efficiency and improve the employee experience as well as to bring the process to today's ways of working.   The tool needs to include certain basic features (more detailed technical definition of requirements in Annex 2) Need of an agile and fast system support, especially live chat in Finnish and English, is mandatory.  1) Registration for participation and collecting participant information 2) Communication with clients  3) Optional features, such as participant type for each registration form can be defined as full and no longer in use and  mobile app to check in participants to an event (QR-code)  The estimated value of the acquisition is based on both the estimated operational costs over 4 years and the potential increase in the number of licences in use if Business Finland decides to roll out the selected product more widely in the organisation. The declared value of the acquisition also includes the possibility for further development if this proves necessary, in particular for CRM and D365 integrations. More detailed (technical) procurement description in presented in Annex 1

Estimated total amount (VAT 0 %) for the procurement for a period of 2024 - 2027 is approximately 150000-200000 EUR. The figure is a non-binding estimate and the wide range of estimated amount is primarily based on the possibility of the need to expand the number of licences in use, as well as the need for further development of CMS, Ventla and/or D365 integration.