RFQ re Lighthouse Theatre Ticketing System & Services

⁠⁠⁠Warrnambool City Council is seeking quotations for a ticketing system and associated services for the Lighthouse Theatre.

Lighthouse Theatre (LHT) is southwest Victoria’s largest performing arts centre. Located in central Warrnambool, the venue is a major attraction to locals and visitors for performing arts, conferences, meeting and events occurring within the city.

The venue includes two main performance spaces – a 584-seat proscenium arch theatre, and a 157-seat black box Studio.

Each year LHT sells over 65,000 tickets to approximately 180 performances and events.

LHT has operated the ProVenue ticketing system from Tickets.com for over 20 years. Due to the imminent exit from the Australian market by this provider in early 2024, Council requires a replacement ticketing solution for LHT.

LHT operates its own in-house box office, with counter, phone and internet sales channels. Approximately 55% of sales are via the online channel, with 45% of transactions occurring via in person or phone channels.

The ticketing system is the heart of the venue operations, ensuring we can provide effective ticket sales to all events occurring at the venue, along with a smooth and user-friendly experience for our patrons purchasing online.

The venue operates three Windows 10 based POS terminals in house, three BOCA thermal printers. Remote sales systems are not currently used.

The system should be able to deliver all above requirements as per the specification at item 3.

When providing pricing for the system, the supplier should outline all pricing related to the system including:

• Monthly Software & Support
• Online System Fees
• Transaction or Processing Fees
• Equipment Fees
• Any other fees required to be paid to the supplier for the operation of the system.

Where pricing is indicative of sales volume, calculations should be based on the following expectation:

• 65,000 paid tickets per year
• 5,000 complimentary tickets per year
• Gross Box Office $3.1 million per year
• 45% of transactions processed via box office.
• 55% of transactions processed via internet sales.

Due to the circumstances relating to this procurement relating to the end of support from our current supplier, the successful supplier will be required to outline a transition plan to meet a go-live date by 30 March 2024 or prior.