Festival Trader Application Software
SmartGig is trader application software for festivals, markets and public events where the form is only the start of the work.
Trader applications bring business details, pitch choices, product categories, power needs, vehicle notes, insurance, food hygiene, risk assessments, payment status, questions, decisions, and the occasional surprise.
SmartGig turns that intake into a live workflow, so your team can review, approve, invoice, chase, place, message, and check in traders without rebuilding the story every time.
Collect applications online
Build public application forms for traders, exhibitors, caterers, suppliers and stallholders, then keep their answers useful after submission.
- Collect custom questions, trading dates, participant types, declarations, vehicle details, pitch requirements, uploads, and terms acceptance.
- Use save-and-review workflows 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.
Review trader details in one place
A good decision needs more than a business name and a hopeful email thread. SmartGig brings application answers, trader profile history, fees, notes, documents and status into one review view.
- Search and filter applicants by type, status, date, category, payment state and compliance readiness.
- Approve, reject, waitlist, rate, tag and message traders while keeping the audit trail attached.
- Reuse cleaner trader records across repeated markets or festival editions.
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 record.
- Track approved, rejected, missing, expiring, and carried-forward documents.
- Collect public liability insurance, employer liability insurance, food hygiene certificates, risk assessments, method statements, trading licences, waste documents and custom evidence.
- Send requests and reminders while keeping the evidence attached to the right trader.
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 record.
- 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.
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 record.
- Keep replies, logistics posts and requests connected to the participant history.
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, because of course someone has.
- Track arrival by date and keep attendance data ready for post-event reporting.
Suitable for trader-heavy events
Use SmartGig for the events where traders, stallholders, caterers, exhibitors or suppliers are central to the operation.
- Festivals, markets, food events, council-run public events and stallholder events.
- Recurring markets, multi-day events, seasonal events and mixed public programmes.
- Events that need applications, compliance, payments, site placement and arrival state to stay connected.