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Introduction
Title: Company for UN Bonn Conference Rooms Booking Platform
Type of contract: Contract for professional services (Only companies can apply)
The United Nations Campus in Bonn (UN Bonn) brings together 26 UN organizations across multiple buildings at two locations. To ensure efficiency, cost savings, and operational synergies, shared services and facilities—particularly common conference areas—are centrally managed by the Common Services Unit (CSU), hosted by the United Nations Volunteers (UNV) Programme. UN Bonn operates several modern, fully equipped conference facilities supported by centralized IT support and catering services. Due to the increasing number of meetings and events, as well as the planned expansion of buildings and shared spaces, CSU requires a centralized, web-based booking and event management tool. A room booking tool is already in place. Any proposed solution must therefore support the migration and integration of existing data, including current configurations and all future bookings, to ensure continuity of operations. The new tool shall provide meeting organizers with a transparent overview of available conference spaces and related services, including real-time availability, cost information, and structured booking data. Key requirements include secure global access, a modular and customizable architecture, multilingual user interface, system integration capabilities, and flexible workflows allowing both direct bookings and bookings subject to administrative approval. The solution should also support digital signage and digital door displays. For more details, please refer to the Terms of Reference, which outlines the functional, technical, and workflow requirements for the proposed booking tool.
Timeline
23 February 2026 – Initiation of the tender process
March 2026 – Assessment of offers
April 2026 – Presentation of the booking tool to UN Bonn by preselected providers
April 2026 – Awarding of the contract
May 2026 – Customization of the system according to UN Bonn requirements
May 2026 – Upload of information and test run with internal and external parties
31 May 2026 – Launch of the UN Bonn booking tool
Portability: Web-based, compatible with major OS and browsers, mobile-friendly.
Location: Remote
Language: English
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UNV Procurement Team
Documents :
Negotiation Document(s)
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