In today’s business world, customized software and hardware solutions play a key role in the success of exhibition companies and event organizers looking to optimize their internal processes or implement innovative technologies. However, selecting the right software as part of a tender process can be a demanding and time-consuming challenge. This is exactly where adventics’ expertise comes in. We not only support exhibition companies and event organizers in selecting the ideal provider as part of the process, but also guide you through the entire tendering process to ensure that your specific requirements are met precisely and sustainably. In this article, we explain our basic approach to tendering projects and show you how we can help you find the right solution for your company.
1. Needs analysis and target definition: the foundation for success
The first step in every tender is a thorough analysis of the specific requirements. Working closely with the exhibition company or organizer, we determine the exact software and/or hardware requirements by identifying all relevant technical and operational needs. Important questions that we clarify in this phase include
- Which functions and functionalities must be covered?
- Which interfaces and integrations to existing systems are required?
- Which key performance indicators must be achieved?
- We also work with you to define the specific project goals: Should efficiency be increased, new functions introduced or user-friendliness improved? These objectives form the basis for the entire tender and selection process.
2. definition of the tendering procedure: clarity from the outset
After analyzing your needs, we work with you to determine the right tendering process that takes into account your business objectives as well as market conditions and legal requirements. In this way, we ensure that you approach the right providers and that the selection process is clearly structured. Depending on the objectives, requirements and external framework conditions (e.g. EU tender), the following two forms of tender are usually considered:
- Open tender: Suitable if there is a clearly defined need and many potential providers to choose from. This form promotes competition and ensures transparency.
- Negotiated procedure (with/without competitive tendering): Ideal for complex or customized solutions where direct negotiations with suppliers are required.
3. Preparation of tender documents: precision and transparency
In this phase, we prepare detailed tender documents that clearly and precisely reflect your requirements and project objectives. The documents include:
- A comprehensive description of your requirements and project goals
- Technical and functional specifications and use cases
- Timeframe and key milestones
- Further information and documents required by providers for self-disclosure
In addition, we work with you to determine how the bids are to be evaluated and selected. This ensures a transparent and comprehensible assessment of the bids.
4. Publication of the tender and supplier communication: Your central contact person
As soon as the tender has been finalized, it is published in accordance with the selected procedure and suppliers can submit their bids. In this phase, the purchasing department usually takes over the operational handling and we are available to provide support, for example in answering bidders’ questions. This ensures that the selection process is carried out on a solid basis and that misunderstandings are avoided.
5. evaluation of the offers and supplier presentations: Informed decision making
After receiving the offers, we also support you in the detailed evaluation based on the evaluation logic defined in advance. We analyze each offer based on the criteria defined in advance, taking into account both technical and economic aspects as well as the support offered and the references of the providers. If necessary and if the chosen procedure allows for it, we organize presentations or bidder meetings to gain a deeper insight into the proposed solutions and clarify the questions that are crucial for you.
6. selection of the provider and contract negotiations: The next step to success
After a thorough evaluation, the optimal provider is selected. We help you to make an informed decision based on an objective analysis of the strengths and weaknesses of the various providers and, of course, the quoted prices.
7. selection of the provider and contract negotiations: The next step to success
Once the contract has been signed, the implementation of the respective solution begins. In this phase, we often take on the role of project management and ensure that the solution works on time and according to the agreed specifications. Our tasks include
- Monitoring the progress of the project
- Ensuring adherence to the time frame and budget
- Quality management and regular audits
- Coordination between you and the provider
We are at your side throughout the entire process and ensure that all challenges are resolved quickly and efficiently.
Your partner for successful tendering projects
Conducting a tender for software solutions in the trade fair sector is a complex process that requires precise planning and in-depth expertise. With the support of adventics, however, you can make this process much more efficient and transparent. We will guide you through all phases – from needs analysis and vendor selection to successful implementation – and ensure that you receive a software and/or hardware solution that is precisely tailored to your requirements. Rely on our expertise to successfully implement your project and achieve your business goals.