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ADDENDUM 1 R041515 Athletic and Special Event Ticketing System

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ADDENDUM 1 R041515 Athletic and Special Event Ticketing System ADDENDUM 1 R041515 Southern Illinois University Carbondale Athletic and Special Event Ticketing System April 23, 2015 The following pages reflect questions and answers pertaining to the RFP R041515 for the Athletic and Special Event Ticketing System. Additional questions will not be taken after April 24, 2015. A signed copy of this addendum must be submitted with your bid response. Failure to do so may result in your bid being considered unresponsive. Company____________________________________________ Printed Name/Title____________________________________ Signature____________________________________________ Date________________________________________________ 1. Section 5.1 – Can you please clarify what you mean by “automated turnstile functions” Motorola MC55A0 Access Scanners 2. Can you please clarify if we are supposed to respond to the list of items in section 2.1.2 or section 5.2 or both? Both 3. Please provide the number of full time ticketing staff – 4 full‐time 4. Please provide the number of part time ticketing staff – 12 student workers/graduate assistants 5. Please provide the current number of total concurrent system users – approximately 10 ‐12 6. Please provide the total current number of PCs that run the current system – approx. 26 7. Please provide the total current number of printers that are used with the current system. 15 Does SIU own the printers? If yes, please provide specs of the printers (make, model, serial number) SIU owns the printers: Boca Lemur‐S (14 lbs Discontinued) 8. Please list all venues where Access Control is currently utilized. Saluki Stadium & SIU Arena Please list all hardware (handheld scanners – make, model, quantity, Access Points – quantity if applicable) for each venue where Access Control is currently utilized. Does SIU own the hardware? SIU owns the handheld scanners (Motorola MC55A0) and wireless access points (Cisco) 9. Does SIU currently run concurrent events at any of the venues? C.H. Moe and McLeod are two different venues but use the same box office. We do run events in those two venues at the same time. 10. Does SIU Ticket Office currently utilize a CRM system? If so, what system and how many users? No 11. Does SIU Ticket Office currently utilize Email Marketing? If so, what product? Yes, we distribute via our current ticket system, Titan Neulion. 12. For student tickets, please provide the following: a. Are they paid or comp? Comp b. What is the current process to claim student tickets? They show their valid student ID to the person scanning tickets at the entrance and are given a pre‐printed student ticket for the event. c. How are student tickets currently delivered – student IDs (magstripe or barcodes, Print at Home, etc.)? They are pre‐printed for each event on thermal ticket stock. Currently, we do not load the ticket onto their student ID. 13. For Fundraising, please provide the following: a. Is all fundraising currently handled by the University’s system or the Athletic system or both? All payments are processed and tracked through the SIU Foundation (Advance) which is a separate entity from the Athletic Department. When we receive payment reports from the Foundation we then enter the donations into our current ticket system manually. b. Does SIU Athletics currently have a priority points program? Yes c. Does SIU Athletics currently have a way for donors to manage their accounts online? Donors can manage their ticket accounts online, but there is no way for them to manage the donation side of it online. d. Does SIU Athletics currently process donations simultaneously with ticket purchases? No e. Does SIU Athletics currently process donations through the campus system? No, we do not currently process any donation payments. That is all done through the SIU Foundation. 14. Please provide maximum capacity, average attendance by event, and total number of events for the past year at each Venue included in the RFP Capacity: Saluki Stadium – 15,097 SIU Arena – 8,014 Itchy Jones Stadium – 2,500 Shryock Auditorium – 1,216 Davies Gym – 1,056 SIU Student Center – 850 Charlotte West Stadium – 502 McLeod Theater – 529 C.H. Moe Theater – 100 Average Attendance: Saluki Stadium – Football 9,155 SIU Arena – MBB 5,223 WBB 823 Special Events 3,018 Itchy Jones Stadium – Baseball 369 Shryock Auditorium – Concerts 311 Davies Gym – Volleyball 357 SIU Student Center – Dances 430 Charlotte West Stadium – Softball 314 McLeod Theater – Performing Arts Plays 297 C.H. Moe Theater – Performing Arts Plays 37 Events: Saluki Stadium – Football 5‐6 games SIU Arena – Men’s Basketball 17 games, Women’s Basketball 15 games, Special Events 7‐9 Itchy Jones Stadium – Baseball 28 games Shryock Auditorium – Concerts 26 Davies Gym – Volleyball 9 matches SIU Student Center – Concerts/Events 2‐3 Charlotte West Stadium – Softball 17 games McLeod Theater – Performing Arts Plays 34 C.H. Moe Theater – Performing Arts Plays 16 15. Please provide the following information for single‐ticket sales for the past fiscal year: a. Total single tickets sold – see chart below b. Percentage of single tickets sold online – 44% c. Average price of a single ticket (if possible, provide average price for Football vs. Basketball vs. Performing Arts vs. Student event vs. Concert, etc.) – see chart below 16. Please provide the following information for new season tickets sales and renewals for the past fiscal year: a. Total new season tickets sold (include total tickets and number of orders). If possible, provide average price for Football vs. Basketball vs. Performing Arts vs. Student event vs. Concert, etc. – for average price, see chart below Football: 232 new season tickets on 75 orders MBB: 244 new tickets on 102 orders WBB: 10 new tickets on 7 orders Performing Arts: N/A only 1 year of data b. Percentage of new season tickets sold online 1‐2% c. Average price of a new season ticket (if possible, provide average price for Football vs. Basketball vs. Performing Arts vs. Student event vs. Concert, etc.) – see chart below d. Total season tickets renewed (include total tickets and number of orders). If possible, provide Football vs. Basketball vs. Performing Arts vs. Student event vs. Concert, etc. Football: 2,006 tickets renewed on 661 orders MBB: 2,628 tickets renewed on 913 orders WBB: 120 renew on 63 orders Performing Arts: N/A only 1 year of data e. Percentage of season tickets renewed online 10% 17. Please provide the following information for new combo/package sales for the past fiscal year: a. Total new combo/packages sold. If possible, provide Football vs. Basketball vs. Performing Arts vs. Student event, vs. Concert etc. Football 3 Game Mini Packs: 23 b. Percentage of new combo/packages sold online 0% c. Average price of a new combo/packages sold (if possible, provide average price for Football vs. Basketball vs. Performing Arts vs. Student event vs. Concert, etc.) $55 _____________________________________________________________________________________ 18. Please provide 2‐3 years of annual ticket sales volume, similar to the following if possible (by both sports and live entertainment): *See chart below – we can only provide one year’s worth of data for non‐athletic ticketed events. # sold by internet 41% (season and event) # sold by phone (vendor inbound call center – not venue ticket office) N/A no call center # sold by outlet N/A no satellite outlets # sold at box office 59% (season and event) # of season tickets (# of tickets, not accounts if possible) see chart # of comp tickets see chart # of student tickets (if applicable and ticketed and separate from comp) Same as comp # of group tickets 2014‐2015 Group Tickets Saluki Stadium 5295 SIU Arena 3907 Itchy Jones Stadium 134 Shryock Auditorium 43 Davies Gym 84 McLeod Theater 249 Charlotte West 65 2013‐2014 Group Tickets Saluki Stadium 4123 SIU Arena 4650 Davies Gym 178 Charlotte West 98 # of parking tickets N/A # of other tickets N/A Season Event Comp. Total Paid 2014‐2015 Tickets + Tickets = Tkts Distr. ‐ Tkts Tkts Saluki Stadium 2,828 34,519 37,347 20,664 16,683 SIU Arena 3,871 37,997 41,868 9,417 32,451 Itchy Jones* 40 5,662 5,702 3,599 2,103 Shryock Auditorium 0 7,472 7,472 2,689 4,783 Davies Gym 48 2,785 2,833 1,924 909 SIU Student Center 0 860 860 19 841 McLeod Theater 1,313 8,794 10,107 2,633 7,474 Charlotte West Stadium 58 2,865 2,923 1,360 1,563 C.H. Moe Theater 0 1,228 1,228 684 544 *First full year of ticket sales @ Itchy Jones Season Event Comp. Total Paid 2013‐2014 Tickets + Tickets = Tkts Distr. ‐ Tkts Tkts Saluki Stadium 3,503 24,192 27,695 14,347 13,348 SIU Arena 3,864 26,023 29,887 13,776 16,111 Davies Gym 44 2,905 2,949 488 2,461 Charlotte West 58 3,146 3,204 1,557 1,647 19. Are there any factors that would significantly change (increase or decrease) ticketing volume in future years? Increase in competitive success should result in increased sales 20. How are credit card payments currently processed? Please provide merchant account provider and credit card processor. Authorize.net, Global Payments 21. How is student ticketing handled and are there any plans to change this process in the future? Current process distributes pre‐printed tickets to students with a student ID, would be interested in potential electronic solutions to process. 22. Please provide any details of the license fees and/or ticket fees charged to customers or venue (with revenue share) from the current ticket provider(s). 2.5% of gross ticket fees paid by SIU. Customers are not charged ticket fees by current provider 23. Are there estimated “go live” dates with a new vendor? See response under Section 5.3 24.
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