Event Booking Venue Mgt and Ticketing Platform Services

Maitland City Council (the Principal) is located at Maitland in the Hunter Valley of New South Wales situated on the Hunter River approximately 166 kilometres by road north of Sydney and 35 kilometres north west of Newcastle.

This Request for Tender (RfT) aims to provide sufficient details of the functional and system requirements for the Principals Event Booking, Venue management and ticket platform.

The solution provided by the Contractor must comprise a well-integrated suite of hardware and software components designed to improve efficiency in the booking and management of facilities and events across Maitland.

The Principal currently manages more than 80 venues across the local government area, offering over 260 individual spaces available for hire. Principal hosts a diverse range of events, including major flagship events such as the Hunter Valley Steamfest. Maitland Libraries deliver a regular program of community-based events and activities, while the Maitland Town Hall offers a grand auditorium suitable for theatrical performances, weddings, conferences, and other large-scale events.

The Principal is seeking proposals for the supply, configuration, and implementation of a comprehensive solution for facilities and venues management, event management, and event ticketing. The system will include a feature-rich portal that allows users to view availability, make reservations, and purchase tickets for events. It will also provide internal tools to support the planning, management, and delivery of major events across the city.

The proposed contract is for a period of three (3) years with an option of one plus one additional years.

RFT Acknowledgement

Respondents are requested to complete the RfT Acknowledgement Form (refer document titled 02. 2025000410 Event Booking, Venue Mgt and Ticketing Platform Services Acknowledgment Form.docx) and return via email to acknowledge you will be submitting an application. RfT Acknowledgement Forms must be submitted no later than 12.00pm (AEST) Wednesday 12th November 2025 to adam.mccarthy@maitland.nsw.gov.au.

Instructions to Populate Response Documentation

The Respondent must complete the questions contained in Request for Proposal Part 2 (refer document titled 07. 2025000410 Event Booking Venue Mgt and Ticketing Platform Services Request for Proposal Part 2.docx) provided within the RfT pack.

The Respondent must respond in the boxes provided and expand the space as necessary. The Principal prefers responses in each section be limited to less than 500 words. However, where a Respondent wants to attach additional relevant documents, ensure you include a reference to the attachment in the relevant section. The responses from your company to these questions will be used within the evaluation process in conjunction with the submitted pricing file.

Respondents must provide a response to all questions set out in 07. 2025000410 Event Booking Venue Mgt and Ticketing Platform Services Request for Proposal Part 2.docx. Any question left blank will receive an evaluation rating of 0 for that question. Respondents must not alter the content or the format of the document. Attachments must only contain relevant information and be provided as supporting material and not a substitute for a response to a particular question.

Respondents are to ensure that all attachments are clearly identified and numbered numerically in the same order as the questions and included item number in the naming convention of the attached file.

Respondents may state Not applicable for any items that do not apply.

You must submit using an electronic copy of this document in its original native file please do not pdf this document. Respondents must note that all questions MUST be completed.

Respondents are requested to submit pricing using the pricing file within the RfT pack refer document 06.2025000410 Event Booking Venue Mgt and Ticketing Platform Price File.xlsx. If the Respondent wishes to add additional tasks that have not been considered by The Principal please populate the spreadsheet under Other using the same methodology.

You must submit using an electronic copy of this document in its original native file please do not pdf this document.

Respondent Questions

Should the Respondent have any questions during the RfT process, these must be submitted in writing via the "Online Forum". The Principal will respond to the question(s) through the same channel to ensure each party receives the same information.

Verbal communications, including modifications to applications before closing time, will not be recognised unless reproduced and communicated through the forum.

Yours faithfully

Adam McCarthy

Manager ICT Operations

Customer and Digital Services