Electronic Ticketing Solution and Management Services

The vendor required to provide electronic ticketing solution and management includes providing all software, licensing, hardware, and dedicated support services.
- Fair entry types
•    Single-day use admission tickets
•    Season pass admission tickets (3- or 5-day): allows one scan per day for the duration of the pass.
•    Complementary specialty and promotional admissions:
o    Pint for a pass ticket: non-profit partnership tickets.
o    Sponsor and partner tickets
o    Other tickets: single-day or season passes (ticket, wristband, or badge) for staff, vendors, exhibitors, and entertainers.
•    Bar-coded or QR-coded wristbands allowing unlimited, multiple scans each day of fair.
•    Multi-point scan and validation tickets: single-day tickets that include concert venue entry, requiring:
o    One scan and validation at initial fair gate entry
o    One scan and validation at concert venue entry
•    Single-day use parking tickets: specific to daily parking, excluding prepaid lots.
- Concert venue ticketing and reserved seating
•    Interactive seating maps
•    Configurations for reserved and general admission
•    Dynamic pricing capability
•    Seat holds for VIP’s, sponsors, staff, and performers
•    Waitlist functionality
•    Ticket management tool for transferring, exchanging, and reissuing tickets
•    Reporting access for artist or promoter
- Operational equipment requirements
•    12 fully integrated box office point-of-sale (pos) systems
o    Pos systems must be modern utilizing integrated touchscreen terminals, network-capable, and designed to process credit card transactions, print tickets, and integrate seamlessly with secure cash drawers, card readers, and printers.
•    30 handheld light weight mobile devices
o    Mobile devices are used at fair entry gates and parking entry points. 
o    Each device must be a multifunctional, portable pos terminal capable of validating (scanning) tickets and securely processes various payment types, including cash, credit and debit, and mobile wallets.
•    Mobile and box office supplies
o    High quality thermal ticket stock or thermal rolls; type is dependent on equipment needs.
•    Self-service kiosks – number of kiosks are dependent on operational needs, TBD.
- Hardware software platform requirements
1. Platform and user interface requiring:
•    A secure, cloud-based, and PCI-DSS compliant ticketing platform.
•    A fully branded, mobile-responsive website integrated with the lane county fair website.
•    Ada-compliant purchasing interface (WCAG 2.1 aa or higher, preferred).
•    Secure payment processing for cash, credit and debit, and digital wallets.
•    Customizable ticket types, pricing tiers, fees, and promotions.
•    Real-time inventory management.
•    Ability to implement pre-sale codes, discount codes, bundles, and timed promotions.
•    Automated confirmation emails and mobile ticket delivery.
•    Print-at-home ticket capability.
•    Fraud prevention alerts for duplicate scans and counterfeit prevention.
2. Mobile device requirements:
•    Durability, engineered for harsh outdoor environments including high drop-to-concrete ratings.
•    Visibility, equipped with high-nit, sunlight-readable displays (minimum 500 nits) to ensure clear screen visibility in direct sunlight.
•    Redundant connectivity, featured with multi-carrier cellular failover (4g/5g) and high-gain internal antennas supporting dual-band wi-fi 6 (or newer) to ensure uninterrupted data synchronization during peak-capacity event hours.
•    Performance hardware and software, ensuring sub-second end-to-end transaction latency, providing near instantaneous transaction validation to ensure high-volume gates flow smoothly.
•    Usability, ensuring the software interface must be intuitive, requiring minimal staff training and optimized for processing high-volume entry.
3. Reporting and data management requirements:
•    Comprehensive automated, detailed reports
•    Real-time dashboards count for sales and attendance
•    Revenue and sales breakdown
•    Attendance reports by gate and ticket type
•    Promotional code tracking
•    Settlement and reconciliation reports
•    Exportable reports (csv, excel)
•    Historical data retention
•    Customer data ownership by lane county fair
•    CRM integration
•    Email marketing and API
•    Data privacy compliance
•    Customizable data reports
- Marketing and promotional support
•    Customizable promotional codes
•    Affiliate or partner tracking
•    Abandoned cart functionality
•    Upsell and add-on features
•    Social media and embeddable links
•    Group sales
•    Email list segmentation
- Customer service and support
•    Traditional (human-led) and modern (ai-driven) customer support for ticket buyers:
o    Phone/text
o    Online chat
o    AI voice/SMS bots/chatbots/triage
•    Refund and dispute processing
•    Dedicated account manager
•    Written training materials and technical Manuel’s.