Prospect Applications are always-open intake forms. Use them for waiting lists, seasonal recruitment, supplier interest, performer enquiries, or first-stage participant applications before you know which event they should join.
How prospect applications differ from event applications
- They are not tied to one event date.
- They create submissions for review before adding or updating a participant directory profile.
- They are useful for future programming, recruitment, or pre-vetting.
- They do not replace event-specific applications where pricing, dates, terms, and catalogue choices need to be tied to a particular event.
Create the form
Open Prospect Applications
Choose Create Application Form.
Add the public basics
Set the form name, description, participant wording, welcome message, terms, and branding.
Choose accepted participant types
Limit the form to the types that make sense for this intake route.
Add questions and uploads
Ask for the information reviewers need at this stage.
Save the form
SmartGig creates a public URL.
Share after testing
Submit a test response and check the review screen before wider sharing.
Form statuses
- Active accepts submissions.
- Paused shows a paused message instead of the form.
- Closed stops new submissions.
Before sharing the prospect link
- Check the form explains that the applicant is not applying for one confirmed event date yet.
- Make sure reviewers know what approval should do next: create a profile, update an existing profile, or hold the applicant for later.
- Use event-specific application forms instead when pricing, dates, terms, or catalogue choices need to be confirmed during application.
Managing trader applications for a market or festival?
Collect trader, stallholder, food vendor, exhibitor and trade stand applications, then review documents, track payments, approve applicants and check them in from the same event.
Related articles
Choose Manual or Online Applications
Decide whether participants are added by staff, apply through public forms, or use both routes for the same event.
Manage Event Application Forms
Create, edit, pause, close, and share event-specific application forms for different applicant groups.
Build Event Application Questions
Ask clear questions, collect useful files, and avoid making applicants fight the form before your team even reviews them.