Belgium – IT services: consulting, software development, Internet and support – 2026/EVENTMANAGEMENT

Problem statement and project objectives

GO! organises and supports a significant number of training courses, professionalisation activities, study days and other educational initiatives for various target groups within and outside of GO! annually. The current application is used for publishing the offer, managing registrations, monitoring participants, sending email communications, generating attendance lists and certificates, and delivering data for invoicing and reporting. The application is used, among other things, for activities of the pedagogical guidance service and the Permanent Support Cell for the CLB’s, and is aimed at employees of GO! institutions, school groups, central services and external participants. Cumulatively, there are approximately 59,000 registered participants and an average of approximately 20,000 registrations per year. The events can be offered for a fee or free of charge. The processes therefore have both an administrative, financial, communicative and policy impact. The current application is built on a legacy platform and is therefore due for replacement. In addition to technical obsolescence, the current processes are also insufficiently streamlined. Various sub-processes currently run manually or via parallel applications. The current application also does not sufficiently support data self-service for participants, policy reporting and integrations such as single sign-on or invoicing. GO! therefore wants to implement a modern event management solution that better supports the entire process around training courses and professionalisation activities: from publishing the offer and registration to participation, satisfaction evaluation, certification, reporting and financial processing. GO! sets the following guiding principles: • one integrated solution for managing training courses, professionalisation activities and other events within the application area; • maximum use of standard functionalities and standard processes; • limitation of customisation and avoidance of parallel databases or double process execution; • integration with existing GO! systems where data or processes are already managed; • user-friendly support for both participants, organisers, administrators as well as financial and administrative staff; • reliable communication, participant tracking, certification and reporting. The objectives of GO! in the implementation of a new event management solution are: • to ensure the continuity and reliability of event and training management; • to publish the offer of training courses and professionalisation activities smoothly and clearly; • to simplify and improve the registration process for participants; • to support organisers and administrators in creating, managing, monitoring and evaluating activities; • to better integrate participant registration, attendance tracking, certification and evaluation; • to reduce manual actions and double registrations; • to better support invoicing processes through linking with the financial systems or, if necessary, through efficient bulk export; • to strengthen data self-service, reporting and policy information; • to give participants the opportunity to consult their history, registrations and certificates themselves; • to manage access rights and roles more transparently, securely and function-oriented.

To realise these objectives, GO! preferably seeks a future-proof standard solution that is sufficiently configurable and can be linked to relevant existing systems, including the GO! contact database and the financial system. The solution must relieve the organisation on a technical level, be scalable according to usage and offer, and be able to evolve flexibly through maintenance, updates and further functional expansion.