Project Information

Bid Title

Venue & Event Management Software

Issuing Agency

Okaloosa County

Location

Florida

Published Date

Aug 30, 2026

Closing Date

Sep 25, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFP TDD 77-26

Original Source

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Bid Documents

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Project Description

Project ID: RFP TDD 77-26

Title: Venue & Event Management Software

Addenda: 0

Release Date: 8/28/2026

Due Date: 9/25/2026

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Venue & Event Management Software

Request For Proposal

Tourist Development

20820 , 20832 , 20837 , 95800 , 96234

Project ID: RFP TDD 77-26

Release Date: Friday, August 28, 2026

· Due Date: Friday, September 25, 2026 3:00pm

Posted Friday, August 28, 2026 8:24am

All dates & times in Central Time - Chicago

Draft Response No Bid25 days, 18 hours, 34 minutes

Post Information

Posted At:Fri, Aug 28, 2026 8:24 AM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

The purpose of this RFP is to receive proposals from qualified contractors for services for venue and event management software for the Okaloosa County Tourism Department. The County owns and operates several venues of varying sizes and operational complexity:

Destin-Fort Walton Beach Convention Center provides 32,000 square feet of multi-use indoor space, including a 21,200-square-foot grand ballroom plus additional meeting rooms ranging from 425 to 1575 square feet. There is also 30,000 square feet of functional outdoor space along with several terraces. Food and beverage services are provided via an exclusive catering contractor.

The Rigdon Center offers nearly 50,000 square feet of flexible event space across indoor and outdoor venues, making it a go-to location for a wide variety of gatherings from large-scale festivals and consumer expos to sporting tournaments, trade shows, and, of course, the annual fair.

Baker Recreation & Equestrian Center spans 50 acres with two arenas, 150+ horse stalls, RV hookups, and concession area, perfect for rodeos, barrel races, and dog shows.

The Northend encompasses 40 acres of open green fields, woods, and a beautiful lake view, showcasing an enclosed barn that can accommodate up to 200 guests, an open-pole barn, and two cabins to host weddings, reunions, celebrations, and community events with ease.

Two additional properties are coming online soon: Shoal River Preserve and Highway 98 Venue

Background

The County is looking to improve operations through the use of a venue management system that will significantly lower the total cost of operation, and provide management with a clear and precise enterprise-grade software system. The contractor shall be qualified and experienced in the industry and propose best practices currently used. The goal of this project is to provide a solution that will create an efficient and configurable workflow and allow management to manage operations and create meaningful and accurate reports. Ten (10) years of event data will be migrated to the new system.

Proposals are being requested for services as described and specified within this document. Any omissions from these specifications and supplemental specifications of any details or descriptions concerning any point, product, or service shall be regarded as meaning that only the best commercial practices are to prevail, and only services of the highest standards are required. Interpretations of these specifications shall be made upon the basis of the preceding statement during award consideration.

The County is dedicated to incorporating the best available, most effective, and efficient practices necessary to achieve the optimum use of resources. Notwithstanding the requirements and expectations for the systems and services included in this RFP, the County is interested in reviewing progressive ideas. Therefore, respondents are encouraged to suggest alternatives, which will be given full consideration by the County. The respondent must fully document all costs and thoroughly explain the anticipated benefits of the suggested alternatives to the County in their RFP response. The County shall consider hosted solutions that are owned and operated by a service provider but will not consider proposals for outsourcing.

Timeline

RFP Advertised & Posted on Website:

August 28, 2026

Deadline for Questions:

September 10, 2026, 3:00pm

RFP Response Due Date:

September 25, 2026, 3:00pm

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 561920Convention and Trade Show Organizers

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