For general information about our tenders, please email reception@visitbelfast.com or phone 028 9023 9026.

Bidders must follow contact instructions in each individual tender.

Invitation to Tender: Box Office Services

Closing Date: 12 noon, Friday 20 March 2020
Further details may be obtained by emailing: RebeccaGreenaway@visitbelfast.com 
Please submit compete tenders to: quotes@visitbelfast.com

Background to Belfast Visitor and Convention Bureau (Trading as Visit Belfast)

Belfast Visitor & Convention Bureau Ltd (Visit Belfast) is a public-private sector partnership marketing and visitor servicing organisation, charged with the securing of conferences and leisure tourism related business, which contributes significantly to the economy of the Belfast area. It currently employs around 50 staff in a mixture of full time, part-time and casual capacities.

Visit Belfast has total buy-in from the private sector with over 500 private sector Partners and public-private board representation that jointly makes decisions on Belfast tourism marketing and visitor servicing spend.

Key markets for Visit Belfast are conferences (mainly GB and Europe), city breaks (GB, ROI and Europe), Belfast as a gateway to Northern Ireland and all Ireland tours (Europe and North America), day trips (domestic and out-of-state) and cruise ships (Europe and US).  These markets represent a total of approximately 9m people to the city (Out of State and domestic visitors).

VB has a key role in Visitor Servicing providing a customer focused welcome and orientation to visitors.  Visit Belfast operates the Visit Belfast Welcome Centre (VBWC) on behalf of Belfast City Council and Tourism Northern Ireland– a flagship VIC (Visitor Information Centre) for Northern Ireland. VBWC handled 524,500 enquiries during 2019/20. VB also operates Visitor Information Hubs at Belfast International Airport and George Best Belfast City Airport. In total in 2019/20 the 3 VICs handled over 880,000 enquiries.

VBWC has been providing a successful ticketing service to small and mid-sized events and festivals for over 15 years. Visit Belfast Welcome Centre (VBWC) provides a managed ticketing solution on behalf of various events/festivals and tour suppliers, delivering everything from event set up, putting events live, and will handle all bookings according to our client’s requirements, online, or via telephone and walk up counter sales into our centres. VBWC offers both print at home and hard copy printed tickets, and being a Destination Marketing Agency have the additional benefits of providing additional promotional platforms in the 3 VICs including digital, web and social media profiling via Visit Belfast’s platforms and assets.

VBWC have been involved in many larger ticket ‘giveaways’ – these included many Belfast City Council high volume free events, MTV Europe, Snow Patrol Concert, Van Morrisons 70th Birthday concert , Giro D’Italia Team Presentation and Belfast’s annual Christmas Light Switch on events,  and would be hopeful of being able to deliver similar scale events moving forward.

The number of tickets sold across our current ticketing platform during 2019/20 on behalf of Event, Festival and Tour promoters will this year will be approximately 23,500 units with a further 5,500 (non-commission based) Visit Belfast restaurant vouchers  booked on line. Our current customer database is in excess of 26,000 records.

At this stage VBWC would estimate for 2020/21 we will be selling in the region of 26,000 units and an additional 6,500 restaurant vouchers, per annum.  VBWC currently sells many additional Tour products off line but are planning to make more available online in  2020.

For 2020/21 VBWC is anticipating to ticket for up to 5 key events and festivals (mostly confirmed) and in total over 40 individual events, and likely in the region of 15 online tour products and associated units.

The Requirement

The Visit Belfast Welcome Centre (VBWC) is looking to source a ticketing box office platform for the sale of events/festivals, tours, attractions (and ancillary products) both online and through the Visitor Information Centres (VICs) by telephone or walk in customers. The period of contract is for three years with a further two year’s optional renewal.

VBWC are looking for a system that will provide excellent functionality, good solid business-focused reporting, good opportunities for linkages with social media, digital and booking platforms that will work equally well on mobile applications (tablets, smartphones, iPads and iPhones etc.), a solution that has inbuilt CRM capability with features such as: kiosk “skinning” to incorporate our clients Kiosk  branding, and as seamless a transition as possible from the clients’ websites to VBWC’s own booking pages.  
VBWC needs to be able to provide ticketless solutions for any event/supplier who would prefer this option, so  we require a system that can work easily with mobile scanners. See full requirements in the following specification.

Visit Belfast will be assessing the quotations and submissions received using the following criteria and weightings-:
  1. Price and value for money – 35%
  2. Functionality and the technical fit with VB’s business detailed in the specification*– 45%
  3. Company background – 20%:-
Company background and experience in delivering and developing ticketing solutions
Details on the project team and key contacts for VBWC
Ongoing maintenance and support arrangements,
Software/functionality development and Future proofing the system
Critical Path to going live. From appointment . (Ideally by mid April)

Visit Belfast is not obliged to accept the lowest cost or any tender. VB retains the right to cancel the procurement process at any time during the process and bidders will not be eligible to recover any of their costs associated with the tender.
* Please note as part of the evaluation, any tender submitted must score 80% or more in the functionality and technical fit section to be considered suitable.