Cultural and Community services - Online Booking System

Summary and scope

Appropriate organisations are invited to respond to a Request for Tender (RFT) for the Culture and Community Services – Online Booking System to satisfy the services of the Cultural and Community Services Directorate. There are two services which are more complex in nature being the Blue Mountains Theatre & Community Hub and the Aquatic and Leisure Centres, the other services provided such as coordination and booking of Community Halls, Sporting Ovals, and Multipurpose spaces are less complex by nature and will be able to fit a solution which suits these two more complex services which will be in accordance with the Statement of Requirement and Proposed Contract set out in this RFT. The successful organisation is required to respond to the following System requirements, potential providers are asked to address as many as they can as part of the process: Calendar Requirements Event management Requirements Customer Relationship Management & Marketing Requirements Financial Functional Requirements Resource Management Requirements Ability to set up complex ticketing show builds as per industry and hirer expectations Facilitate ticketing sales through various modes: online, box office counter, phone Customer Relationship Management Requirements Technology Requirements Ability to process high volume sales quickly and efficiently Stock Management Requirements Cloud Based System Reporting Requirements Provide general overview of your total Online Booking System Solution for Local Government BR1. Multi-layered calendar with user-customisable view and filter options to reflect specific data relevant to user (for example, to show only certain types of events or status of events, show single venue space or all, show bookings by a specific hirer) BR2. Be able to set restrictions to calendars. BR3. Be able to link other calendars such as outlook. BR4. Create function sheets from the calendar which will include the custom fields BR5. Define event and booking categories and status (e.g enquiry, tentative, confirmed, contracted) BR6. Create and edit event bookings BR7. Create multi-space, multi-date event bookings BR8. Record all edit history of booking BR9. Attach relevant documentation (e.g contracts, technical specifications, ticketing forms, rehearsal schedules) BR10. Record actual billable staffing elements BR11. There is a need to integrate with other APIs which are used such as excel for financials. BR12. Able to create templates based on our Structures (such as Learn to Swim), add resources (e.g instructors), cost rates, resources(e.g Equipment), levels and have it show availability on the main booking screen as well as link back to the membership portal to link up a members booking. It should also be able to show history of the member, including past payments and classes. BR13. Artistic programming which will allow a catalogue of genre, artists to be collated and reported on. Categorise on genre to balance performances. BR14. When booking have the ability to have When, what seat, type concession house seats BR15. Ability to have multiple promo codes. BR16. Unique show build for each performance BR17. The ability to build an event and set up the requirements in a centralised place. BR18. Provide online seating map BR19. Record all hire and venue hire customer data BR20. Add email correspondence to customers / enquiries BR21. Ability to export customer data, ideally also integrate with Mailchimp EDM system BR22. Record all contact history with customers BR23. Record organisation details and specific representatives for the booking BR24. Integration website and ticketing system via APIs BR25. Reports and Documents – the ability to pull relevant reporting as they are needed. BR26. Customisation of fields to allow council terminology to be used and be consistent. BR27. Ability to manage a wait list. BR28. The ability for groups and the ability to capture information about each attendee in the group. BR29. Include invoice of the final outcome of the performance from end to end. BR30. The ability to Name who is hire and paying full price and who is not for profit BR31. Alternate dates – tentative holds BR32. The ability to attach documents such as instructions, dietary requirements BR33. Ability to book and schedule bookings (such as fitness programs), to include multiple visits (such as initial assessments and site inductions) and the ability to upload documentations back to a local drive BR34. Standard and customisable reporting: financial, room utilisation, what’s on/upcoming events, function sheets BR35. Exportable data: to import as required into other applications eg Excel BR36. Report from a central calendar to allow a single source of truth for each performance BR37. Be able to identify regular patrons, attendance frequency to recognise and reward supporters. BR38. Be able to set restrictions to calendars. BR39. Be able to link other calendars such as outlook. BR40. Create function sheets from the calendar which will include the custom fields BR41. Capture details of individuals and organisations, including prospects, customers, suppliers, employees, attendees and artists. Track their interactions with council, including from initial sales lead to final invoice. BR42. Create personalised letters, proposals, contracts and invoices with the council branding. BR43. Email capabilities directly from the system. BR44. Have the ability to pull customised reporting capabilities BR45. Dashboard/workflow out the appropriate areas within the team e.g. hospitality rider to one person and lighting requirements to another BR46. Ability to export data for course, type of course, availability and attendance in a course, cost rates, stocktakes reports, membership and type reports. Mainly in excel format BR47. Ability to record room hire fees and charges, and resource fees (e.g billable staff hours, marketing expenses etc) for accurate financial reporting and invoice generation BR48. Include Transition fee BR49. Have the complexity of early bird across these process costs like early bird BR50. Have the capability of a Min 3 process points up to 15 price points BR51. Capability to allow pricing structures unique to that show/event/booking BR52. Ability to create a database/inventory of resources that can be applied to event bookings, such as furniture, technical/AV equipment, staff BR53. Potential Marketing Automation. BR54. The ability to have a multi-room booking. BR55. Streamline our business processes with built-in booking wizards. BR56. Custom fields and contextual forms, Council definable templates, task-driven workflows, plus automatic emailing of reminders and scheduled reports. BR57. Create council sales process stages, booking types, activities, statuses, price codes, general ledger codes, cost centres. BR58. Have the ability to create unlimited resources and flexible resource packages. Specify when and where they’re available. Set up prices for each supplier by day, time or duration. (This would be good across a number of areas) BR59. Ability to create and modify all POS and membership options/buttons. Calendar to show bookings (parties or private bookings) and Group Fitness Classes in one area for the centre to give an overall view of daily or weekly bookings/classes. Ticketing BR60. Multiple price points BR61. Seating price maps BR62. Allocations/reserved seating/capacities BR63. Scheduled on-sale/off-sales by mode of sale BR64. Time-specific promotions and pre-sales BR65. Subscriptions/event series BR66. Ability to create patron ticketing accounts for online transactions BR67. Ability to create a range of custom ticket layouts BR68. Disposition (door list) reports BR69. Box office ticketing reconciliation for both house shows and hirers BR70. Various marketing reports (sold out status, marketing source, patron attributes, event marketing analysis) BR71. Patron databases (various parameters) BR72. Patron history (transactions, attributes, marketing opt-ins) BR73. Potential integration with email marketing system (Mailchimp) BR74. Potential automation of regular marketing functions (enews sign up, pre-show reminders etc) BR75. There is a need to integrate with other APIs which are used such as excel for financials. Inventory Management and Point of Sale Support BR76. Touch screen system for item selection (for use with iPad stands) BR77. Accurate pricing due to pre-programmed price points with automated calculation. BR78. Ability for integrated and non-integrated eftpos payment acceptance BR79. Ability to integrate with cash drawer systems. BR80. Payment capabilities Payment, refunds, discounts or Tabs BR81. Alerts for re-ordering as required (low stock levels) BR82. Ability to export stocktake reports as required to comply with Council reporting requirements. BR83. Ability to set up suppliers and create orders BR84. Monitor costs like purchasing, tracking wastage, regular stocktakes and recipes for products to monitor BR85. Keep up to date on stock management keeping supplier details up to date BR86. Assigning of products to preferred suppliers with purchasing with configurable order sheets. BR87. Ability to easily perform regular stock takes BR88. Enabling you to see stock loss instantly BR89. Add and edit menus in bulk BR90. Add pictures to the menu BR91. Calculating costs of goods BR92. Track wastage if any to be able to reduce this. BR93. Staff level order control BR94. As a fail-safe, if network fails, there is the ability to sell off-line with a cloud-sync system BR95. Support available directly with service provider (24/7, as this may be required anytime that the system could potentially fail ie. During performance evenings). BR96. Reduce burden on Council IT infrastructure and resources BR97. Connectivity to link inventory, reporting and finances BR98. Central management of automatic inventory tracking based on recipe e.g how many glasses of wine in a bottle and what we have used. BR99. Include technology like iPad BR100. Training provided BR101. Stock movements per (assist with stock selection) BR102. Daily event reporting to support Council cash handling procedures and financial reporting BR103. Profitability / margin reports BR104. Collating data from purchases, sold items, and recorded wastage to get a full picture with by-the-minute updates / end of event reporting BR105. Financial tracking such as Floats and cash Technical Requirements BR106. Touch screen system for item selection (for use with iPad stands) BR107. Accurate pricing due to pre-programmed price points with automated calculation. BR108. Ability for integrated and non-integrated eftpos payment acceptance BR109. Ability to integrate with cash drawer systems. BR110. Payment capabilities Payment, refunds, discounts or Tabs BR111. Alerts for re-ordering as required (low stock levels) BR112. Ability to export stocktake reports as required to comply with Council reporting requirements. BR113. Ability to set up suppliers and create orders BR114. Monitor costs like purchasing, tracking wastage, regular stocktakes and recipes for products to monitor BR115. Keep up to date on stock management keeping supplier details up to date BR116. Assigning of products to preferred suppliers with purchasing with configurable order sheets. BR117. Ability to easily perform regular stock takes BR118. Enabling you to see stock loss instantly BR119. Add and edit menus in bulk BR120. Add pictures to the menu BR121. Calculating costs of goods BR122. Track wastage if any to be able to reduce this. BR123. Staff level order control BR124. As a fail-safe, if network fails, there is the ability to sell off-line with a cloud-sync system BR125. Support available directly with service provider (24/7, as this may be required anytime that the system could potentially fail ie. During performance evenings). BR126. Reduce burden on Council IT infrastructure and resources BR127. Connectivity to link inventory, reporting and finances BR128. Central management of automatic inventory tracking based on recipe e.g how many glasses of wine in a bottle and what we have used. BR129. Include technology like iPad BR130. Training provided BR131. Stock movements per (assist with stock selection) BR132. Daily event reporting to support Council cash handling procedures and financial reporting BR133. Profitability / margin reports BR134. Collating data from purchases, sold items, and recorded wastage to get a full picture with by-the-minute updates / end of event reporti ng BR135. Financial tracking such as Floats and cash