Response to Offeror Questions document.pdf

1. My company has employees across the US and Canada but the base of Ventrata is out of London, UK. We have US based business licenses, depending on which state some of our team members live in but we wanted to be clear on the eligibility criteria of "Onshore (USA Organization Only)"

The RFP does not require that an o eror be headquartered in the United States.

However, the selected vendor must be able to legally conduct business in the United States and the State of South Dakota and meet all applicable requirements outlined in the RFP. O erors are responsible for ensuring compliance with these requirements.

2. Can you provide information on ideal scenarios for all online sales (tickets, camping, stalls, etc.)? Are there changes you’d like to see in a new supplier if you choose a new company?

Our ideal scenario for all online sales—including tickets, camping, stalls, etc.—is a platform that is highly user-friendly, allows easy navigation between sections, and supports seamless movement back and forth in the purchasing process. The system should make it simple for customers to add additional items, whether as suggested add-ons or optional choices.

There are no changes that come to mind.

3. Do you want your selected company to provide hard copy ticket stock or is this sourced externally? If yes, how many hard copies do you require annually?

Yes, we would order hard copy ticket stock from the selected company. We order two separate colors. We typically have on hand at least 10,000 tickets of each color.

4. What are your onsite technical support requirements? How many rep(s) do you need and for how many days?

Onsite, we ask that the company handle all equipment set up and ensure everything is fully operational for opening day. On the last day of the fair, the company is responsible for boxing back up equipment and preparing for shipment. We also require technical support to be available throughout the duration of the fair. Two reps are needed for eight days (two days of set up and six days of fair).

5. You require selling for non-fair time events throughout the year. What are your hardware requirements throughout the year?

We would occasionally need a selling laptop, ticket printer, and four scanners for non-fair time events. We do order equipment for fair ticket sales in the spring.

6. Can you provide information on ticketing sales volume on each of your selling channels (i.e. online sales, box o ice sales, packages, camping etc.)? What is the overall revenue from each selling channel?

2025 Revenue per Sales Channel

Online: $614,946.77 o This is State Fair grandstand tickets and gate admission, horse stalls, horse/livestock trailer parking, and shavings.

Box O ice/Gate: $724,144.47 o This is State Fair grandstand tickets and gate admission.

Kiosk: $16,840.00 o Only State Fair gate admission is sold through kiosks.

SD State Fair camping is handled di erently. We upload approximately 1500 reservations. All State Fair camping reservations are handled through our current ticketing vendor so the fairgoer customer has the ability to make the reservation online. We also process reservations through the box o ice. Regardless of where the reservation is handled, a set fee is charged for each camping reservation that is sold.

7. Do you want to collect funds on your payment processor or your selected bidder? Is this a requirement or a preference?

We prefer to use our own payment processor but will use the selected vendor’s payment processor if there is benefit to using it.

8. Can you provide your web & box o ice sales, including kiosk sales, for your past 3 years? If you will include all events where a ticket was sold, please!

2025 information is below. Prior years are similar.

2025 Revenue per Sales Channel Online: $614,946.77 Box o ice/Gate: $724,144.47

Kiosk: $16,840.00

9. What are your di erent price tiers & overall average ticket price?

For the State Fair this year, tickets range from $10 to $70.

Bull riding tickets are $15 for youth and $25 for adults.

Concert prices are $70 - Standing Room, $60 – Grandstand Reserved Seating, and $50 – Grandstand General Admission.

The truck and tractor pull is $10 for youth and $20 for adults.

We o er packages that include two nights of bull riding and three nights of concerts.

Those are typically a 15% discount. We also o er a VIP package that among other things, include two nights of bull riding and three nights of concerts. This year the package price is $460.

10. What different methods of delivery do you currently utilize, including RFID?

Our delivery methods are currently mail, print at home, text message, and will call.

11. What are your equipment needs?

Historically for the State Fair, we will utilize 13 tablets or laptops for the gate admission houses, 11 laptops for di erent sales areas, 15 Epson printers, six Boca printers, 21 card readers, two wired scanners, 34 handheld scanners, credential printer, and eight kiosk stations.

Of those numbers, we order four handheld scanners, laptop and Boca printer in January. Another order is placed for equipment in the spring so it’s available for grandstand ticket sales. The balance of the equipment is ordered so we have it early August for the State Fair.

12. How many entrances are at each of your event spaces?

For the State Fair, we have nine gate admission houses. We have one entrance to the grandstand. For other events, there is typically one entrance.

13. What is the capacity for the Grandstand shows?

a. 3520 in covered grandstand

b. 2598 in wings

c. Approximately 423 in VIP

d. 2500 standing (this can be increased based on layout)

14. Could you please share the following information for the most recent three (3) years available for all events expected to be serviced by the ticketing partner awarded through this RFP: total number of tickets sold and total ticketing revenue per year, broken down by payment method (credit card, cash, other) and sales channel (online, at-the-gate/box o ice, and any other channels)?

2025 is listed below. Prior years are similar.

2025 Total Revenue Stalling, livestock/horse trailer parking, shavings o Tickets sold: 8,112 o Ticketing revenue: $223,228.06

Credit card: $218,305.71 Cash: $4,907.60

Grandstand tickets o Tickets sold: 19,367 o Ticketing revenue: $832,765.15

Credit card: $589,632.90 Cash: $242,929.25

Gate admission o Tickets sold: 55,544 o Ticketing revenue: $421,543

Credit card: $105,879.50 Cash: $315,663.50

2025 Revenue per Sales Channel

Online: $614,946.77

Please note numbers don’t add up in some cases because of the method in which numbers were pulled.

15. For non-fair time events referenced in Sections 3.11 and 3.12, could you provide a summary of the types of events held, approximate number of events per year, and typical ticket volumes per event?

For non-fair time events where we utilize services from our ticketing vendor, we have approximately 13 events (subject to change). All events but one are barrel races, rodeos or livestock shows so during those, stalling, horse/livestock trailer parking and shavings are sold.

For barrel races and rodeos, the average is 177 stalls per event. The average is 76 horse/livestock trailer parking permits per event. On average, 117 bags of shavings are sold per event.

16. Section 3.11 references both reserved and general admission grandstand ticketing.

Can the State provide a seating map or capacity count for the Grandstand, along with details on how many grandstand events are typically held during the annual Fair?

Attached is the seating map. See Question 13 for capacity. Typically, we host two nights of bull riding, three concerts, and one auto event.

17. Section 3.13 references camping and trailer parking sales, and Section 3.14 references camping reservations. Could the State provide additional detail on the current process for managing camping reservations — including the number of camping/trailer sites available, how far in advance reservations open, and whether reservations are currently managed through a ticketing system or a separate process?

There are two types of camping/trailer parking sales. One reference is for livestock/horse trailer parking and the other is for State Fair camping.

For livestock/horse trailer parking, it’s sold general admission style, based on the amount of nights needed. Reservations typically open up one and a half months ahead of the event. Reservations are managed through the ticketing system. We average 76 parking permits per event.

For State Fair camping, there are just under 2,000 sites available. Most sites are specific on a map, about 200 are “general admission” style assignment (Gate H).

The majority of the sites are done as a reservation renewal (same site each year), payments open in early January and are done by mid-March. New reservations start

June 1 and are taken through the end of August. Reservations renewal payments are currently managed through a ticketing system, each person is sent a paper invoice created in o ice and they can choose to mail in a check or log into the ticketing system to pay with a card. The main database of camper information is housed on Access, not the ticketing system. New reservations are done over the phone/in person only, and payments are taken by card and run through the ticketing system.

On the ticketing system, each camping costumer has an account with their specific reserved site. Customer campsites are initially listed as reserved. Once payment is processed, the orders are labeled as sold/issued instead of reserved. We are charged by sold/issued orders instead of the number reserved.

18. Section 3.15 references horse stall sales for both fair and non-fair time events.

Could the State provide detail on the number of horse stalls available, how stall assignments are currently managed, and the approximate volume of stall transactions per year?

We historically have between 200-300 stalls available for reservation, depending on the event. Stall assignments are currently managed through a reservation process with our ticketing vendor. Customers are able to select their preferred stall on a stalling map and make the reservation.

In 2025, we sold 1,944 stalls, averaging 177 stalls per event.

19. Section 3.7 references selling equipment and scanners for eight gate admission houses and the Grandstand ticket box o ice, and Section 3.8 references seven kiosks for gate admission sales. Could the State clarify whether "kiosks" refers to self-service/unattended units that fairgoers use independently, or sta ed point-of-sale stations? Additionally, does the State currently own any of this equipment, or is the expectation that the selected vendor will furnish all hardware?

The term kiosks refer to self-service/unattended units that fairgoers use independently. The expectation is that the selected vendor furnishes all hardware.

20. What internet connectivity and power infrastructure is currently available at each of the eight gate admission locations and the Grandstand box o ice? Does the State provide network connectivity, or is the vendor expected to supply its own (e.g., cellular hotspots)?

The State provides network connectivity to a majority of gate houses and the Grandstand box o ice. Where network connectivity is not provided, the vendor supplies the hotspot. Electricity is provided at all areas.

21. Section 3.9 references a credential printer and system to manage credentials.

Could the State describe the current credentialing workflow — including the types of credentials issued (e.g., exhibitor, sta , media, VIP, vendor), approximate volume, and whether credentials require scannable access control or are primarily for visual identification?

Credentials are issued to sta only. We issue approximately 350 credentials. They serve as visual identification, and also need to be scannable.

22. Who is the State's current ticketing provider, and is there existing historical data (customer records, ticket sales history, seat maps, etc.) that the State expects the incoming vendor to migrate or reference?

The State’s current ticketing provider is Etix. Historical date would be used more for reference than migration.

23. Does the State currently use any CRM, email marketing, or other software systems that the ticketing platform would need to integrate with or support data exports to?

We currently use Hive for email marketing. We would want the ticketing platform to either integrate into Hive, or a have a similar email marketing service it integrates with.

24. Section 3.6 references onsite technical support during the annual Fair, including setting up all gate admission houses. Does the State expect the selected vendor to provide gate sellers and box o ice sta , or only the technology, equipment, setup, and technical support — with the State providing its own selling sta ?

The selected vendor will provide technology, equipment, setup, and technical support. The State will provide gate sellers and box o ice sta .

25. Section 7.0 indicates o erors may submit multiple cost proposals. Could the State clarify its preferred fee structure — for example, does the State prefer per-ticket convenience fees passed to the buyer, a flat annual fee, a revenue share, or is the State open to evaluating multiple approaches?

The State prefers per-ticket convenience fees passed to the buyer but would consider other approaches.

26. Are there any state-mandated payment processing requirements or preferred payment processors that the selected vendor must use or integrate with?

The selected vendor must be able to integrate with First Data.

27. Can you provide annual gross revenue for all in-scope categories, including:

a. Gate admissions: $421,543

b. Grandstand ticketing: $832,765.15

c. Camping and trailer parking: $51,798.00

d. RV and campsite reservations: SD State Fair camping is handled di erently.

We upload approximately 1500 reservations. All State Fair camping reservations are handled through our current ticketing vendor so the fairgoer customer has the ability to make the reservation online. We also process reservations through the box o ice. Regardless of where the reservation is handled, a set fee is charged for each camping reservation that is sold.

e. Horse stalls and any related inventory: $118,487

Revenue numbers given do not include any type of fee revenue.

28. If available, can this be broken out by category and by fair vs. non-fair events?

2025 Total Revenue

Stalling, livestock/horse trailer parking, shavings o Most of this is non-fair.

o Tickets sold: 8,112 o Ticketing revenue: $223,228.06

Credit card: $218,305.71 Cash: $4,907.60 Credit card and cash do not add up to total because of a store credit that shows.

Grandstand tickets o Fair only.

o Tickets sold: 19,367 o Ticketing revenue: $832,765.15 Credit card: $589,632.90 Cash: $242,929.25 Credit card and cash do not add up to total because of a store credit that shows.

Gate admission o Fair only.

o Tickets sold: 55,544 o Ticketing revenue: $421,543

Credit card: $105,879.50 Cash: $315,663.50

29. If you could change one thing about your current ticketing and sales operation going into the next contract cycle, what would it be?

Nothing comes to mind.

30. What percentage of sales currently occur:

a. Online vs. onsite (box o ice / gate)

b. Kiosk vs. sta ed POS

2025 Revenue per Sales Channel Online: $614,946.77

31. Are there peak on-sale moments or high-demand events that drive significant volume spikes?

For grandstand shows, volume spikes occur on the first day of sales, and the day of the show.

32. Are there specific reporting requirements tied to state accounting, audits, or budgeting that we should design for upfront?

There isn’t anything specific outside of a typical daily sales report that breaks down sales by venue/performance, payment method and refunds.

33. May we please have a copy of the RFP in Microsoft Word format so we can answer in line with the questions? It would be available upon request.