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

Problem statement and project objectives

GO! organizes and supports a significant number of training courses, professional development activities, study days, and other educational initiatives annually for various target groups within and outside GO!. The current application is used to publish the offer, manage registrations, monitor participants, send email communications, generate attendance lists and certificates, and provide 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 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 professional development 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, professional development activities, and other events within the application area; • maximum use of standard functionalities and standard processes; • limitation of customization 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 participants, organizers, administrators, and 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 professional development activities smoothly and clearly; • to simplify and improve the registration process for participants; • to support organizers and administrators in creating, managing, monitoring, and evaluating activities; • to better integrate participant registration, attendance tracking, certification, and evaluation; • to reduce manual actions and duplicate registrations; • to better support invoicing processes through linking with 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 functionally. To achieve these objectives, GO! prefers 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 organization technically, be scalable according to usage and offer, and be able to evolve flexibly through maintenance, updates, and further functional expansion. Components of the assignment // see selection guide