Winning a tender? This is what your event platform needs to have in order

Thursday evening, 9:40 PM. Tomorrow at noon, the submission is due. The concept is strong, the budget adds up, the team is ready. Then a colleague emails: “We’re still missing the event platform’s ISO 27001 certificate. And the data processing agreement. Can you still arrange that?” That’s when you realise an event platform in a tender is not a detail. It’s a requirement. One missing attachment can be enough to get disqualified, no matter how good your idea is. So how do you tackle this? Read on.

As an event agency, you know how important good preparation is. Especially for a tender. You want to convince the client of your approach, experience and creativity. But with government contracts, something else comes into play: certainty.

After all, how is participant data protected? Who has access to which information? What happens if something changes at the last minute? And can you demonstrate that the supplier of your event app has its information security in order? These are questions you’d rather answer before submitting your proposal. Not when the deadline is two days away.

A good event app is not automatically a suitable event app

Viewing a programme, letting participants network or sending push notifications. Plenty of event apps can do that. But are you working for a ministry or another government organisation? Then additional requirements are often set for security, privacy, accessibility and contractual agreements.

A pleasant user experience remains important. It’s just not enough. You want a platform that not only works well on the day of the event, but also raises no question marks while you prepare your tender. This is where three terms come into play.

ISO 27001: information security you can demonstrate

ISO 27001 is an international standard for information security. A certification shows that an organisation manages its information security in a structured way and has it independently audited.

Why does that matter to you? Because an event app often processes personal data. Think of names, email addresses, job titles, participant lists and personal programmes. In some cases, it involves sensitive information or meetings that require extra confidentiality. In a tender, you want to be able to show that this data is handled with care.

Networkapp is ISO 27001 certified. That means that when substantiating your proposal, you can refer to an independently audited information security management system. That saves research time. And more importantly: it gives you a concrete answer when your client asks how security is arranged.

ARVODI: agreements on service provision

ARVODI stands for the General Conditions of the Dutch Central Government for Services Contracts (Algemene Rijksvoorwaarden voor het verstrekken van opdrachten tot het verrichten van diensten). These conditions cover, among other things, agreements on performance, responsibilities and liability. In older tender documents, you may come across ARVODI-2018. Since March 2025, the ARVODI-2025 version applies to new central government procurement of services.

ARBIT-2022: agreements on IT

ARBIT-2022 contains the general conditions of the Dutch Central Government for IT contracts. Think of agreements on software, usage rights, continuity and information security.

Are you using a digital event platform within a government contract? Then it’s wise to check early on which IT requirements and contract conditions apply.

As an event agency, you don’t have to come up with all the technical answers yourself. What you mainly want is a supplier who understands the questions, can provide the right information and is clear about what the platform does and doesn’t support.

Networkapp at the NATO Summit 2025

The NATO Summit 2025 in The Hague showed how important reliable event technology is. Networkapp supported communication for more than 2,000 journalists and 282 volunteers. Two completely different target groups, on a single platform. Journalists received up-to-date information and last-minute updates. Volunteers had access to their schedules, work instructions and team communication.

And security? Extensive penetration tests were carried out in advance, and the security measures were aligned with the requirements of the Dutch Ministry of Foreign Affairs. This kept communication secure and clear. Curious how we approached it?

Read the full NATO case

A supplier who helps you move forward

A tender already involves plenty of work. The last thing you need is a supplier who only responds after three reminders to a question about security or documentation.

That’s why at Networkapp we look beyond the app’s features. We think along with you about your client’s requirements, help you get the technical possibilities clear and support you in both preparation and delivery. Even when something changes right before the event. Because you want to spend your time creating a strong event. Not chasing technical answers.

Check this before you submit your proposal

Keep these five questions in mind when selecting an event platform:

1. Is the supplier demonstrably ISO 27001 certified?
2. Can the supplier provide suitable privacy and security documentation?
3. Have the tender requirements and the applicable contract conditions been discussed?
4. Can you give different target groups secure access to the right information?
5. Is there someone available to think along if something changes during preparation or delivery?

Can you answer these questions? Then you’ll be in a much stronger position when you have to substantiate your solution to the client.

A tender on your schedule? We’ll think along with you

Are you working on a proposal for a government contract and want to know whether Networkapp fits your client’s requirements?

Schedule a conversation. Together we’ll look at the tender, the security requirements and the platform’s capabilities.

Schedule a conversation with Elma!