Ticketing System

The vendor is required to provide ticketing solution that integrates all current ticketing technologies and distribution avenues and allows for growth in the future as new technologies emerge.
- Confirm the system is a hosted web-based solution.
- The system must have a reporting package that allows for data mining and manipulation of sales data to explore future programming needs and marketing opportunities with output options in an easy-to-read format.
- The system shall have an inclusive customer relationship management (CRM) capability.
- It is desired that system be able to readily interface with university advancement and strategic communications offices and their fundraising, development and marketing operations. 
- The system must offer a mobile responsive web interface or app.
- Ticketing system specifics
• System should have the ability for university to create and manage events and performances, create new venues and price maps at any time without vendor intervention.
• The ticketing solution must provide for purchase via internet, mobile, walk-up, and telephone sales and shall be upgradable to accommodate additional sales methods that be created in the future.
• System must offer reserved seat, general admission and timed entrance tickets and the ability to mix these types of tickets in one order
• Any pre-defined alerts such as performances near capacity or sell-out.
• The systems adherence to all ADA requirements including on-line sales.
• System must offer dynamic pricing.
• Systems ability to alter general admission ticket quantities and capacities after a performance is already on sale.
• Systems ability to up-grade seating, suggest additional performances and add-on items.
• System must allow for “pay what you wish” tickets.
• Systems ability to prompt donation solicitation with ticket purchase.
• Capabilities for livestream and virtual screenings.
• System’s ability to customize tickets, ticket headers and receipts.
• Ticket price transparency systems and how it conforms to the latest laws.
• Ability for partial payments.
• The system controls per ticket and order service fees in accordance with variable and dynamic price points.
• The system’s ability to issue complimentary tickets in the same order as paid or discounted tickets.
• System must offer subscriptions and season ticket packages
• System must have the capability of print on demand, batch print, print-at-home, mobile, etc. 
• System must be able to print to any ticket printer at any of the venues from any workstation. 
• Describe systems automated email alerts, pre-performance and post-performance communication capabilities. 
• System must allow for printing of sponsor logos on both hard tickets and e-tickets. 
• Include a complete description of their systems' reporting and data mining capabilities. 
• This should include, but not be limited to, reporting software, standard reports, report formats, event reporting, flexibility of reporting, ability to modify reports for specific events, ability to customize Reports and the ability to provide access to these reports on a privilege-based request (i.e., university staff, promoters, etc.).
• Limits on the number of performances and events, and contacts.
• Limits on data storage capacity.
• The system can restrict sales on performances, price points and discounts, advance sales and related based on operator access level.
• The system can restrict sales based upon geographic location.
• Systems to prevent mass ticket purchase abuse and the use of “ticket bots.”
• The fields available in each patron’s record.
o The system’s ability to create custom fields within a record.
o system ability to create, report, and export patron’s record custom fields.
• Systems ability to identify, report and merge duplicate patron records.
• The system maintains and selects multiple addresses within the same account.
• Length of time, type and accessibility to, past data collected and maintained by system.
• Seat hold methodology.
• The system’s gift certificate capabilities.
• Any point-of-sale options for non-ticket items such as pre-paid intermission food and beverage, dinner packages, parking and other merchandise.
• If there are any restrictions on ticket printers or ticket stock vendors.
• Systems ability to integrate with other university platforms such as u university agencywebsite (uses modern campus), digital signage, email systems (currently using Emma) and other systems.
• System ability to create, report, and export patron’s record custom fields.
• The ticketing solution must provide a secure credit card processing and payment environment.
o System must allow for use of credit cards, apple pay, and google wallet.
o The posting and reconciliation of payment card transactions.
o On-premises credit card readers must be able to connect and transfer information electronically.
o The system uses our merchant id for processing payments, or does the software solution require a separate merchant id.
o The system reconciles and transfers funds.
o The flow of payment information in the system.
• System must generate reports on a variable pre-programmed automatic basis and allow for automatic e-mailing of reports.
• Any options for utilizing the use of student ids for tickets, including on-line sales given the need for university students to be able to obtain comp tickets.
• The proposed system can provide ticketing services to other organizations
• System must offer a test environment for training and beta testing.
• Provide an estimate of time from contract date to “go-live” date.
- Website features
• Provide a description of the procedure for establishing a "private label web site", customization options for integrating university branding and the process for ordering tickets through the online portal.
• Must be able to pre-set automatic on/off-sale dates/times for on-line sales.
• Any on-line interface capabilities with social media sites such as Facebook.
• Point-of-sale options for on-line selling of non-ticket items such as dinner packages, parking and other merchandise.
• Any anti-hacker technology and anti-virus programs used to protect your online system(s).
• Measures and technologies are employed to protect the security of online ticket purchasers using credit or debit cards.
- Marketing
1. Targeted marketing and segmentation:
o The system should enable detailed audience segmentation based on ticket purchase history, demographics, and engagement patterns, allowing university to craft personalized campaigns for specific patron groups, including students, faculty, alumni, and community members.
2. Integrated email marketing tools:
o Built-in email marketing capabilities or seamless integration with platforms like MyEmma, MailChimp or constant contact to design, schedule, and analyze email campaigns directly within the system.
3. Social media and online ad integration:
o Tools that allow university to create and track ticketing links tailored for social media and online ads, offering insights into campaign performance across platforms.
4. Promotional campaign support:
o Features such as promo codes, discounts, and group ticketing options to encourage attendance and reward patron loyalty.
5. Analytics and reporting:
o Comprehensive reporting on the effectiveness of marketing activities, such as open rates, click-through rates, conversion rates, and ROI, to inform future strategies.
6. Customization for branding:
o The ability to customize ticketing pages, confirmation emails, and other communication touchpoints to align with university visual identity and messaging. - Payment card industry data security standard (PCI-DSS)
• PCI-DSS certification: provide the status and validity of your PCI-DSS certification.
• Control measures: include a detailed list of control measures implemented, such as:
o Network security: describe the security protocols and network architecture.
o Access control: outline user access management and authentication processes.
o Data protection: explain how cardholder data is protected, including encryption and tokenization methods.
o Monitoring: the systems and practices used for ongoing security monitoring and vulnerability assessment.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: August 4, 2025