University-Wide Ticketing & Event Management Solution

Project Overview Minnesota State University, Mankato (“University”) is requesting proposals from qualified vendors to provide a comprehensive, cloud-based ticketing and event management platform that supports a wide range of University event operations. The selected solution must provide centralized ticketing capabilities while allowing decentralized operational control for multiple campus departments and venues, including but not limited to: Athletics Student Activities Theatre & Dance Performing Arts Conferences & Camps/Special Events The University seeks a solution that: Provides a user-friendly purchasing experience Supports mobile and digital ticketing and ticket transfer Integrates with existing University authentication and payment systems Allows flexible event management and customized reporting across multiple venues and departments Provides robust reporting, analytics, and marketing tools Supports future scalability associated with significant event growth anticipated beginning in 2029 Preference will be given to vendors offering a well-established, fully supported Software as a Service (SaaS) solution with demonstrated higher education and multi-venue event management experience. The University intends to implement a unified platform that improves customer experience, operational efficiency, reporting consistency, marketing capabilities, and long-term scalability while reducing the fragmented ticketing processes currently used across campus. Technical/Functional Requirements Responders shall indicate whether each requirement is: Fully Available Available Through Configuration Available Through Customization Planned/Future Enhancement Not Available Platform & Hosting a) Cloud-based Software as a Service (SaaS) platform b) Mobile-responsive interface c) Browser compatibility across major platforms d) ADA/WCAG accessibility compliance e) Custom university branding and vanity URLs f) Multi-department and multi-venue architecture Venue & Event Management a) Support for a minimum of eight (8) venues with multiple venue configurations b) Parent/child page structure for separate departmental event management c) Ability to create and manage recurring events d) Reserved seating and general admission functionality e) Season ticket capabilities f) Flexible ticket packages and bundled event sales g) Support for complimentary tickets h) Bulk ticket return/exchange capabilities i) Dynamic pricing capabilities j) Event waitlists and presale management Ticketing Features a) Mobile and digital ticket delivery b) Ticket transfer capabilities for administrators and end users c) Customizable e-ticket design d) Guest checkout capability without required account creation e) QR code and barcode ticket scanning f) Compatibility with institutionally owned scanners and personal devices g) Native mobile scanning applications for iOS and Android h) Unlimited or scalable scanner/device access Payment Processing a) Integration with Authorize.net or equivalent payment processor b) Support for Apple Pay, Google Pay, Venmo, and contactless payment methods c) Separate departmental settlement and deposit functionality d) PCI compliance User Management & Security a) Single Sign-On (SSO) integration with university authentication systems b) Tiered pricing and access for students, faculty, staff, alumni, and donors c) Customizable administrative permission levels d) Role-based access controls e) User attribute management for targeted promotions and exclusive sales Marketing & CRM Features a) Coupon and promotional code functionality b) Pre-sale access codes c) Event link tracking and campaign attribution d) Influencer/affiliate tracking links e) Loyalty and rewards program capability f) Integration/API connectivity with e-mail marketing platforms g) SMS notification and ticket delivery functionality h) Audience segmentation tools i) Custom registration and purchaser data collection Reporting & Analytics a) Real-time sales reporting b) Attendance and scan reporting c) Financial reconciliation reporting d) Marketing campaign analytics e) Exportable data and custom reporting tools f) Dashboard functionality for departmental users Implementation & Support a) Dedicated onboarding and implementation support b) Staff training and documentation c) Ongoing customer support structure a. Accessible online training materials b. 24/7 chat support c. 24/7 phone support d) Disaster recovery and uptime guarantees e) Experience implementing solutions in higher education environments Selection Process The selection process will include representatives from: Athletics (2) Student Activities (2) Theatre & Dance (1) Performing Arts (1) University Advancement (1) Information Technology Services (1) Finance and Business Services (1) University Marketing & Communications (1) This group will evaluate the proposals and make the final decision. Evaluation Factors The following factors and their identified weight will be used to evaluate the responses: Terms & Conditions Adherence to terms and conditions 10% Price/Value Price-cost and overall value 30% Work Plan Functional & Technical Requirements/Scalability & Future Growth Capacity User Experience and Ease of Administration Reporting, Marketing, and CRM Functionality Implementation Plan and Customer Support 40% Qualifications Qualifications of company and personnel; higher education and multi-venue experience. 10% Accessibility Submission of sufficient accessibility compliance. A completed response to the linked Voluntary Product/Service Accessibility Template(s)®(VPAT) for all software, hardware, and websites as applicable (guidance available in the ‘Products’ tab). The response must contain adequate information to evaluate the responsiveness to the accessibility standards (e.g., a completed VPAT or equivalent). 10% Total: 100 Selection and Implementation Timeline Key Dates Timeline Monday, August 3, 2026 RFP notice published on MinnState.edu/Vendors webpage Wednesday, August 19, 2026; 2:00 PM (CT) Deadline to submit clarifying questions via the e-procurement system. Wednesday, September 9, 2026 Deadline to publish responses to RFP questions - answers will be posted on the e-procurement system. Wednesday, September 23, 2026; 2:00 PM (CT) Deadline for RFP proposal submissions. October, 2026 Selected vendor(s) virtual demonstrations. November, 2026 Proposal/vendor selected and notified. February, 2027 Goal date to have contract in effect. Spring, 2027 Implementation planning. July 1, 2027 Go-live date. Minnesota State reserves the right to name a date which responding Respondents may be invited to present demonstrations or participate in an interview. Minnesota State does not agree to reach a decision by any certain date although it is hoped the evaluation and selection will be completed by the contract terms date identified. Contract Terms Minnesota State desires to enter into a contract with the successful Respondent(s) effective February 1, 2027 or on the date the last recognized signature is obtained, whichever occurs later. The length of such contract will be a three (3) year agreement, with option to renew for up to two (2) additional years, contract total maximum is five (5) years. If Minnesota State and Respondent are unable to negotiate and sign a contract by January 15, 2027, then Minnesota State reserves the right to seek an alternative Respondent(s). Inquiries and Submission Instructions Minnesota State accepts all questions and bid submissions exclusively through Minnesota State's e-procurement system. Hard copy submissions, emails, or submissions through any other medium will not be considered. Each Respondent is solely responsible for the timely delivery of its questions and bids by the RFx date and time deadlines. Failure to meet the deadlines shall be grounds for rejection.