Trader application software for markets, festivals and shows.
SmartGig is trader application software for markets, festivals, food fairs, county shows and public events where the form is only the start of the job.
Turn trader, stallholder, food vendor, exhibitor and trade stand applications into a live review process for approval, invoicing, document chasing, placement, messaging and check-in.
When someone asks what’s happening, you should have the answer.
SmartGig keeps applications, payments, plans and event-day details with the event, ready for the people who need them.
Collect applications online
Build public application forms for traders, stallholders, food vendors, exhibitors, caterers and suppliers, then keep their answers useful after submission. The form should be the start of the trader review, not the start of spreadsheet reconstruction.
Collect custom questions, trading dates, participant types, declarations, vehicle details, pitch requirements, menu or product categories, uploads, and terms acceptance.
Use save-and-review steps instead of treating every form response as a spreadsheet row waiting to cause trouble.
Keep the applicant, application, event status, documents, fees, notes, and messages together.
Use your own event language
Trader is the module name, not a rule for what your event has to call people. A kite festival can work with kite flyers and display teams; a market can work with stallholders, makers, caterers and suppliers.
Create participant type names that match the event, then use them on forms, pricing, compliance requirements, filters and team lists.
Ask different questions, documents and fees by type, so kite flyers are not treated like food vendors unless they really are both.
Keep the same application-to-arrival process while the labels make sense to applicants, organisers and site teams.
Review the full trader application
A good decision needs more than a business name and an email thread. SmartGig brings application answers, trader history, fees, notes, documents and current status into the review view.
Search and filter applicants by type, status, date, category, payment state and compliance readiness.
Approve, reject, waitlist, rate, tag and message traders, with each decision recorded in the application audit trail.
Reuse cleaner trader profiles across repeated markets or festival editions.
Trade stand and exhibitor applications
Trade stand application management has the same practical problem as market trader intake: the application needs to stay useful for payment, compliance, stand placement and event-day handover.
Collect stand size, category, frontage, power, access, product and vehicle details during the application.
Review exhibitors, suppliers and trade stands with notes, status, messages, documents and payment state together.
Use the same trader application software pattern for markets, festivals, county shows, exhibitions and supplier-led public events.
Manage insurance, food hygiene and risk documents
Insurance certificates, licences, food hygiene proof, risk assessments, and expiry dates need to be visible before the site team is asking who can trade.
Set required documents by participant type and review uploads from the trader profile.
Track approved, rejected, missing, expiring, and carried-forward documents.
Send requests and reminders from the trader record, where the team can also review the evidence and decision history.
Take payments, deposits and balances
Applications often become finance work very quickly. SmartGig keeps charges, invoices, adjustments, deposits, Stripe payments, manual payments and balances beside the trader profile.
Build pitch fees, add-ons, VAT handling, coupons and adjustments into the event setup.
Let approved traders use their portal for payment status, invoices, document requests and messages.
Keep finance follow-up visible to the team without making everyone decipher bank notes and exports.
View 3 more areas+
Approve, reject, waitlist and communicate
Trader management gets slower when decisions live in an inbox. SmartGig keeps each decision, note, message and status where the team can see it.
Move applicants through draft, submitted, approved, waitlisted, rejected and event-ready states.
Send targeted updates to selected traders or groups from the event workspace.
Show replies, logistics posts and requests on the participant history.
Returning traders and post-approval work
The useful work starts after a trader is accepted. SmartGig keeps returning trader history, fresh requirements, payment state, compliance evidence, pitch notes and messages close to the application.
Reuse trader profiles across recurring markets, seasonal events and next-year editions.
Carry useful history forward while still asking for fresh dates, documents, declarations or pitch details when the event needs them.
Give finance, compliance, site and gate teams a current view without asking them to decode the previous event spreadsheet.
Run event-day QR check-in
Once a trader is accepted, SmartGig keeps the operational detail moving: fees, invoices, balance, pitch notes, power requirements, messages, arrival dates, QR check-in, and exports.
Use scanner-code access for event-day staff without giving them full workspace permissions.
Search manually when someone has lost the email, without slowing the queue.
Track arrival by date and keep attendance data ready for post-event reporting.
Questions organisers ask.
Practical answers, without a sales pitch between every sentence.
What should a trader application form collect?+
A useful trader application form should collect contact details, trading dates, participant type, pitch needs, power, vehicle notes, product or menu detail, declarations, document uploads and payment context.
Can SmartGig handle stallholder and food vendor applications?+
Yes. SmartGig supports trader, stallholder, food vendor, caterer, exhibitor, supplier and trade stand applications, with documents, payments, messages and approval state tied to the same profile. You can also use your own participant type names when the event language is more specific, such as kite flyers or display teams.
Can we call traders something else?+
Yes. Participant types can use the names your event uses, so the same application process can handle traders, vendors, exhibitors, kite flyers, display teams, suppliers or other groups without forcing every applicant into the same label.
Can payments happen after approval?+
Yes. Organisers can review the application first, then track pitch fees, add-ons, deposits, invoices, Stripe payments, manual payments and balances beside the trader profile.
How does SmartGig help with waitlists?+
SmartGig keeps waitlisted traders in the same review process, so the team can see their application answers, documents, messages, notes and next decision without searching an inbox.
Can returning traders reuse details?+
Returning trader profiles can carry useful history forward across recurring markets and later event editions, while still collecting fresh answers or documents when the new event needs them.
How does trader check-in work on event day?+
Event-day staff can use QR check-in or manual search through scoped scanner access, so arrival state updates without giving the gate team the full organiser workspace.
A real event day, mapped step by step.
See how a Bedfordshire motoring event handled emailed applications, insurance documents, paper check-in, a site map and stage timings, and how SmartGig connects the same work.
