Company for UN Bonn Conference Rooms Booking Platform

UNV
Company for UN Bonn Conference Rooms Booking Platform Request for proposal

Reference: UNV-00562
Beneficiary countries or territories: Germany
Registration level: Basic
Published on: 20-Feb-2026
Deadline on: 06-Mar-2026 11:00 (GMT -5.00)
Description
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

Email address: unv.procurement@unv.org
Surname: UNV Procurement Team