The Vendor is required to provide for ticketing services.
- The ticketing system will support online sales, in-person sales at the Parks office, mobile device access, and on-site scanning and entry systems during the event.
- Online Ticket Sales:
• Start date for sales: tickets will be available for purchase starting early summer, several weeks prior to the fair.
• Ticket types: general admission tickets, VIP tickets, and any other special admission types as required.
• Online platform: the ticketing provider will manage an online portal where customers can easily purchase tickets. The platform must be optimized for both desktop and mobile devices, providing a seamless experience for users.
• Payment processing: integration of secure payment gateways (credit card, debit card, PayPal, etc.) To facilitate the transactions.
• Confirmation and ticket delivery: after purchase, customers should receive immediate confirmation and digital tickets via email or text, with a QR code or bar code for entry.
- In-person ticket sales at the parks office:
• Ticket sales station: a dedicated point of sale will be set up at the parks office. The ticketing provider will supply necessary hardware such as ticket printers, scanners, and point-of-sale terminals.
• Support and training: staff at the parks office will receive training on how to operate the ticketing system and handle ticket sales, customer inquiries, and refunds (if applicable).
- Mobile device ticket sales:
• Mobile access: customers will be able to purchase tickets via mobile devices (smartphones, tablets, etc.) Through the same online portal used for desktop sales. The ticketing system must be mobile-responsive.
• Mobile ticket display: purchased tickets will be accessible on customers’ mobile devices and will feature QR codes or bar codes that can be scanned for entry.
- On-site ticketing services
1. Set up of ticket scanners and printers:
• Scanner deployment: provide handheld and pedestal ticket scanners, which will be used at entry points throughout the event.
• Printers: printers will be set up at scanning stations for on-site ticket sales and to print physical tickets when required.
• Testing and setup: the provider will be responsible for the complete setup, testing, and configuration of ticket scanners, ensuring all equipment is fully operational before the event starts.
2. Pedestal scanners (unmanned):
• Pedestal scanners: the ticketing provider will supply pedestal scanners that can be placed at entry points for attendees to scan their tickets without staff assistance.
• Self-service access: these scanners should be intuitive and user-friendly, allowing fairgoers to quickly and easily scan their QR codes or barcodes.
• Scanner maintenance: the provider will ensure the pedestal scanners are monitored and maintained throughout the fair, with technical support available in case of malfunctions.
3. Staffing for on-site services:
• Ticketing support: staff will be available at key entry points to provide assistance in case of technical difficulties, such as scanner malfunctions, and to handle customer inquiries.
4. Post-fair ticketing services
• Data reporting: the ticketing provider will supply comprehensive reports on ticket sales (both online and in-person) throughout the event.
• Post-fair reconciliation: after the event, the provider will assist with the reconciliation of all ticket sales, ensuring that the total sales and attendance match the reports.
- Customer support
• Pre-fair assistance: the ticketing provider will offer customer service support for ticket-related inquiries, such as purchase issues, refunds, or event questions, leading up to and during the fair.
• On-site support: support staff will be available on the fairgrounds to assist ticket holders with scanning issues, lost tickets, or other concerns.
• Help desk: a centralized help desk will be available for troubleshooting any technical issues or for general inquiries.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: January 19, 2026
