Cultural and Community services - Online Booking System

⁠⁠⁠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:

1. Calendar Requirements

2. Event management Requirements

3. Customer Relationship Management & Marketing Requirements

4. Financial Functional Requirements

5. Resource Management Requirements

6. Ability to set up complex ticketing show builds as per industry and hirer expectations

7. Facilitate ticketing sales through various modes: online, box office counter, phone

8. Customer Relationship Management Requirements

9. Technology Requirements

10. Ability to process high volume sales quickly and efficiently

11. Stock Management Requirements

12. Cloud Based System

13. 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 reporti