Event Ticketing Solution

The Vendor is required to provide to install, set up, configure, and support a fully hosted ticketing solution for the university campus.
- General Management/Event Building/Ticket Sales
•    Create and manage ticket price scales, ticket types, and service charges.
•    Allow total ticket sales across multiple box offices to count towards any annual ticket threshold for pricing.
•    Easily organize will call ticket sales, and individual batch and print.
•    Allow customers to select their own seats (with some restrictions as needed for administration purposes).
•    Ability to customize and print tickets with standard graphic formats (Jpeg, TIFF, etc.) and in color.
•    Ability to create ticket templates to review how particular event information will display on the ticket without printing.
•    Tickets shall be customizable by various departments.
•    Provide viewable, easy to read, mobile responsive seating chart.
•    Support discounts, coupons, and account credits and tracking of their use online or at the box office.
•    Sell assigned seating tickets for assigned seating sections and general admission seating tickets.
•    Provide reports in on a variety of queries (by event, date, yearly comparisons, etc.).
•    Provide a weekly email to report online transactions - sales, gifts, etc.
•    Print a variety of ticket formats.
•    All transactions authorized and logged in real-time.
•    Print receipts with transaction details.
•    Define additional user fees and charges.
•    Process in single transaction with multiple payments, scheduled payments and donations.
•    Offer quick retrieval of transactions with ability to cancel sales in the transaction.
•    Create, track, and manage credits (system credits, gift certificates, etc.) allowing them to be applied and used with ease.
•    Fees should be flexible in that varying types can be automatically applied based upon various criteria.
•    Holds must be easily manageable and set up to either be removed on an event settings level or on a transaction allowing for ‘hard’ or ‘soft’ holds.
•    Seats can be flagged for various reasons that affect how/when they are sold (i.e., handicapped accessible, obstructed, etc.).
•    An easy to navigate interface while still providing a deep level of detail when needed.
•    Link to multiple accounts for deposing income on various categories of transactions (parking, event tickets, foundation memberships, donations, merchandise).
•    Patrons should be traceable entities within the system. The box office should have easy access to a patron’s ticketing and purchase history and be able to easily edit the patron’s information.
•    Attach notes to patrons providing useful information for future encounters.
•    Create flexible ticket templates ideally with a GUI.
•    Print tickets for multiple orders in a batch.
•    Print mailing labels for a batch of printed tickets.
•    Various rules for ticket value allowing them to be applied or made available under a variety of conditions.
•    Complimentary tickets can be set up as various types with caps built into the events and can be sold within the same transaction as regular tickets.
•    Management of season ticket sales, renewals, reminders, waiting lists, ticket reprint- print, unique ticket IDs.
•    Link events together for sale as packages making sales or purchases for series subscriptions simple and intuitive and available online for self-purchase.
•    Online and window sales modules will allow customers to buy multiple events with one transaction and one single payment if they choose.
•    Track a ticket’s history showing if the record has been printed multiple times, returned, resold, etc.
•    Limited number of clicks for a single transaction.
•    When purchasing packages/discount passes, availability to put them in a shopping cart and continue purchasing tickets for other events.
•    Support complimentary (free or $0.00) ticket types that incur zero fees.
- Flexible Ticket Sales System/Subscriptions/Foundation Memberships
•    Customize membership programs and collect and tracks membership data and account histories, assigns points of credit (for example), records personal notes, tracks donation history, etc.
•    Identify members or customers as “donors” or “members” when they are queried in the system.
•    Handle group sales and create and track a group sales database.
•    Support season and subscription requirements.
•    Track ticket ownership and all transactions, including renewals, exchanges.
•    Social Networking Integration to Promote Events, Sell Tickets & Analyze Metrics.
•    Easy seat changes or ticket transfers.
- Web Site/Web Sales
•    Allow for Guest check out – require contact information including email address. System must be able to merge purchasing data by phone, email or address provided without the customer having to create an account.
•    Must be mobile friendly across all platforms (Android, Apple, phone, tablet).
•    Allow multiple names for one account (account per household).
•    Provide real-time authorization and transactions for web sales.
•    The ticket purchasing process must be a simplified, user-friendly process, requiring minimal clicks to complete transactions.
•    Provide web-based customers with the ability to complete ticket sales through secure transactions. Proof of purchase shall be provided to the customer via web browser confirmation and electronic notification by email and/or mobile device.
•    All transactions can be audited daily via a printable report.
•    Ability to provide a seamless view to the buyer linking to CFA website.
•    Allow customers to monitor purchases, memberships, and subscriptions.
•    Sell and renew subscriptions and memberships on-line.
•    Capture all email addresses and send confirmation emails to online customers.
•    User-friendly mobile interface that is compatible with both iOS and Android devices.
•    Ability to restrict or provide ticket access to specific groups such as donors, sponsors, OLLI members, and staff.
- Comprehensive and Customizable Report Accounting Capabilities
•    Ability to collect report on all revenue and include in event report.
•    Report by cashier with individual logins/passwords.
•    Create fully customizable reports. Users must be able to create custom reports (e.g., sales, site visits) with options to export data in Excel (.xlsx) or CSV formats.
•    Seek the ability to accurately track income amounts by type in relationship to various ticket types sold for an event.
•    Be able to break down even sales revenue concisely in a report via cash, window credit cards, online credit cards, subscription, checks, and groups.
•    Interface with Excel for printing and manipulating data.
•    General reports such as daily sales, period sales, event reports, advertising/sponsors, seating, sales, accounts receivables, cashier reports, customer reports/history, member and subscription reports.
•    Platform must include a real-time analytics dashboard for monitoring key performance metrics.
- Marketing
•    Create mailing lists and labels from customer database separable by event and event type.
•    Create email lists and emails from customer database sortable by buyer type and buying history.
•    Mail merges with labels and word documents.
•    Seamless integration with social networking platforms for promoting and selling on-sale events is preferred.
•    Easy and natural integration with venue’s website for attractive event calendar listings and ticket sales opportunities.
•    Other technical and marketing ideas welcomed that will assist in facilitating higher ticket sales.
•    Email Marketing and Social Media Integration. Integration with major email marketing platforms and social media for targeted communications.
•    Marketing Codes. Staff must have the ability to generate various independent trackable marketing codes for promotions and trackable codes for special access to pre-sales.
•    Marketing. The new system must have the ability to track visits to the ticketing website, track special codes, manage patron lists and send emails and other marketing messages out of the ticketing system.
- Marketing
•    Create mailing lists and labels from customer database separable by event and event type.
•    Create email lists and emails from customer database sortable by buyer type and buying history.
•    Mail merges with labels and word documents.
•    Seamless integration with social networking platforms for promoting and selling on-sale events is preferred.
•    Easy and natural integration with venue’s website for attractive event calendar listings and ticket sales opportunities.
•    Other technical and marketing ideas welcomed that will assist in facilitating higher ticket sales.
•    Email Marketing and Social Media Integration. Integration with major email marketing platforms and social media for targeted communications.
•    Marketing Codes. Staff must have the ability to generate various independent trackable marketing codes for promotions and trackable codes for special access to pre-sales.
•    Marketing. The new system must have the ability to track visits to the ticketing website, track special codes, manage patron lists and send emails and other marketing messages out of the ticketing system.