Ticketing System and Services - Request for Quotes

Martinsville Entertainment Theatre (MET Theatre Martinsville) is seeking competitive quotes from qualified vendors for a comprehensive ticketing system and associated services. The MET Theatre on the square hosts a diverse range of events, including movies, live bands, theatrical plays, author readings, magic shows, and more, all requiring robust reserved seating capabilities.

The selected vendor will provide a complete ticketing system and services that meet the following requirements:

Necessary Core Ticketing System Features:

Reserved Seating:

• Interactive, online seat maps allowing patrons to select their specific seats in real-time.
• Real-time seat availability updates to prevent double bookings across all sales channels.
• Capability to hold or block seats for internal use, VIPs, or accessibility needs.
• Option to offer "best available" seating if a patron prefers.

Online Sales Portal:

• Fully branded and customizable ticketing pages integrated seamlessly with the MET Theatre's existing website (or the ability to provide a standalone, co-branded portal).
• Secure online payment processing with support for major credit cards (Visa, MasterCard, American Express, Discover), PayPal, Apple Pay, Google Pay, and other common digital payment methods.
• Direct deposit of sales revenue into MET Theatre's bank account (as sales occur or on a frequent, agreed-upon schedule).
• Mobile-friendly interface for ticket purchasing and delivery.
• Ability to offer and manage various ticket types (e.g., adult, child, senior, student, group rates, VIP).
• Support for promotional codes, discounts, and package deals (e.g., flex bundles, mini-series, season tickets).

Box Office Operations:

• User-friendly interface for in-person ticket sales and management.
• Support for multiple payment methods at the box office (cash, credit card, check).
• Ability to print physical tickets (thermal ticket printing) or issue e-tickets.
• Real-time synchronization between online and box office sales.
• Capability for easy ticket exchanges, refunds, and reissues.
• Robust search functions for patron and ticket information.

Ticket Delivery and Scanning:

• E-ticket delivery via email with unique barcodes/QR codes for scanning.
• Mobile ticket delivery options.
• Efficient and reliable ticket scanning capabilities (using mobile devices or dedicated scanners) for quick entry at events.
• Real-time attendance tracking.

Patron Management and Marketing:

• Customer Relationship Management (CRM) Features:
  • Capture and store comprehensive patron data (contact information, purchase history, attendance records).
  • Ability to segment patron data for targeted marketing.
  • Data ownership by the MET Theatre.
• Marketing Tools:
  • Integrated email marketing capabilities for newsletters, event announcements, and promotional campaigns.
  • Ability to track marketing campaign effectiveness.
  • Support for social media integration and sharing.
• Donations and Memberships:
  • Capability to collect and track donations during the ticketing process or as standalone contributions.
  • Management of membership programs with associated benefits (e.g., discounted tickets, early access).

Reporting and Analytics:

• Comprehensive reporting tools for sales data, attendance, revenue, and patron demographics.
• Customizable reports and dashboards.
• Ability to export data in various formats (e.g., Excel, CSV).
• Real-time insights into ticket sales and event performance.

Support and Training:

• Dedicated technical support available during MET Theatre operating hours and for critical event times.
• Initial training for MET Theatre staff on system usage, box office operations, and reporting.
• Access to online resources, tutorials, and knowledge base.
• Ongoing software updates and maintenance.

Security and Compliance:

• PCI DSS compliance for secure handling of credit card data.
• Data privacy and security protocols in line with industry best practices.

Or, if hard copy is preferred/required, mail to:
Kari Palma, Executive Director of Martinsville Civic Theatre
c/o City Hall
59 South Jefferson Street
Martinsville, IN 46151

Company Overview:
Company name, address, website, and primary contact person (name, title, email, phone number).
Brief description of your company's history, experience in the entertainment/arts ticketing industry, and key differentiators.
Number of years in business.

Proposed Solution Description:
Detailed description of your proposed ticketing system and how it meets each requirement outlined in Section 2.
Screenshots or demos of the reserved seating functionality and online sales portal.
Information on your system's architecture (cloud-based, on-premise, SaaS).
Description of your integration capabilities with other systems (e.g., website, accounting software, CRM).

Pricing Proposal:
Clear breakdown of all costs associated with the proposed solution, including:
One-time setup fees.
Monthly or annual subscription fees.
Per-ticket fees (if applicable) and how they are structured (e.g., flat fee, percentage).
Payment processing fees (if handled by your system or if you recommend a specific processor).
Costs for hardware (scanners, printers, etc.) if provided or recommended.
Costs for training and ongoing support.
Any additional or optional services.
State your preferred payment terms.

References:
Provide at least three (3) client references, preferably performing arts venues or multi-genre entertainment venues with similar reserved seating needs. Include contact names, titles, organizations, email addresses, and phone numbers.

Implementation Plan:
Outline a proposed timeline and steps for system implementation, data migration (if applicable), and staff training.

Terms and Conditions:
Any standard terms and conditions your company requires.