University of Wisconsin-Madison

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EVENT MANAGEMENT SOFTWARE

09-5080

EVENT MANAGEMENT SOFTWARE

Non-UW-Madison users contact: Vendor Representative

August 1, 2008 through July 31, 2009, with automatic renewal extensions to July 31, 2013 unless amended, cancelled or rebid.

208-20
208-37

84-1039638

Enterprise, Pro, and Lite licensing available.  Maintenance is at 18% of license cost.

Contact agent at (608) 262-6557 for pricing details.

SPECIFICATIONS

CURRENT ENVIRONMENT:

The University of Wisconsin-Madison is a public research university with a total enrollment of over 41,000. In addition, the campus employs over 16,625 faculty and staff.

The University of Wisconsin System is made up of 13 four-year universities, 13 two-year colleges, and a statewide UW-Extension. The System serves 170,000 students each year and employs more than 32,000 faculty and staff.  All of these universities and colleges use UW-Madison contracts as procurement authority to supplement their own purchasing activities.

At this time, we have identified the three areas on the Madison campus that will be implementing a solution based on this procurement.  It is anticipated that additional schools and/or departments on the Madison campus, as well as other UW System campuses, will move to using this contract as well, such as Recreational Sports, College of Engineering, and the Unions.

SCHOOL OF BUSINESS

The School of Business has 25 campus-wide general assignment classrooms, 1 computer classroom, 14 conference rooms and other spaces available for reservation.  The School of Business will be adding 6 departmental classrooms, 1 computer classroom, 5 conference rooms and 14 breakout rooms in Fall 2008.

General assignment classrooms are scheduled by UW-Madison’s Enrollment Management office using CollegeNet Resource 25 software package.

The new addition to Grainger Hall with include RoomWizards by PolyVision.  These devices will connect to the event management software to both receive reservation requests and display events on the RoomWizard touch screens.  AxisTV digital signage by Visix will also be used beginning Fall 2008.  This device will be used to display events on large monitors in the building.  The event scheduling software talks to AxisTV, so that up-to-date event scheduling information can be displayed.

SCHOOL OF EDUCATION
The University of Wisconsin-Madison School of Education includes faculty and staff in 18 different buildings, with reservable spaces primarily in 7 of those buildings. The management of spaces is very decentralized with departments and units using different software programs or binders to schedule spaces and resources. There are a mixture of general assignment classrooms, department classrooms, computer classrooms, computer/specialized labs, conference rooms and other spaces available for reservation.

General assignment classrooms are scheduled by UW-Madison’s Enrollment Management office using Collegenet Resource 25 software package. There are approximately 85 classrooms, conference rooms and AV resources scheduled.

In 2010, the Education building will re-open with 10 general assignment classrooms, 15 conference/meeting rooms, 5 interview/breakout rooms and 4 computer classrooms.

DIVISION OF INTERCOLLEGIATE ATHLETICS
The University of Wisconsin-Madison Division of Intercollegiate Athletics currently schedules approximately 1,500 events during the course of a year involving over 2 million visitors.  Events include athletic competitions and practices, concerts, banquets, commencement exercises, graduations, and a various other events.  The athletic department is comprised of approximately 300 employees operating out of 2 primary facilities (Kohl Center and Kellner Hall at Camp Randall Stadium). 

The athletic department has 7 primary facilities that scheduling takes place in.  Some of the facilities have classrooms, conference rooms, etc. that can also be scheduled.  Our current master plan has 2 major facilities that are being developed and should be completed within the next five years.  Similar space as mentioned above will be available in both of these facilities.  A golf course (University Ridge) will also fall under the responsibility of the Athletic Department by the end of 2008.
 
a.       Audio/Visual Workflow:
All requests are made thru the department scheduler.  Individuals may also request support directly thru our IT department.  Primary responsibility for requesting equipment is thru the individual reserving a room.
 
b.       Catering:
Catering is currently handled by the Athletic Department Food and Beverage department.  Scheduler will provide information about this department to personnel requesting space in order to meet specific needs.  Customers are billed directly by the Food and Beverage department.

Revision History