This is the shortest sensible path from a new account to a usable event. It does not cover every optional setting, but it prevents the most common early problems: missing participant types, unfinished pricing, public forms with the wrong questions, and payment details that nobody checked.
Set up the reusable basics first
Create participant categories if useful
Use categories when you have groups such as Food, Retail, Charity, Exhibitor, Performer, Supplier, or your own structure.
Create participant types
Add the types applicants and staff will recognise. Connect required and optional compliance documents to each type.
Create document types
Add clear names such as Public Liability Insurance, Food Hygiene Certificate, Risk Assessment, or Trading Licence. Use expiry dates only where the document genuinely expires.
Create pricing catalogues if needed
Add reusable pitch sizes, power, equipment, add-ons, or other chargeable choices before building the event form.
Connect Stripe if card payments are needed
Open Settings > Payments and complete Stripe Connect before relying on card payments in participant portals or ticket checkout.
Create the event
Open Events or Trader Manager
Choose Create Event and add the event name, venue, address, dates, times, and description.
Choose one-off or recurring
Use one-off for a single event workspace. Use recurring series for repeated dates where the recurring feature is available.
Enable the modules this event needs
Trader Manager is the usual route for participant-led events. Add Ticketing, Stage Manager, Site Plan, or other modules only when you are ready to configure them.
Set participant setup, pricing, forms, payment methods, and branding
Work through the setup tabs. Save as Draft while checking public wording and operational details.
Open the event
Move the event to Open only once forms, pricing, payment wording, terms, and required documents are correct.
Before you share links
- Submit one test application using the same public form applicants will use.
- Check the total price, catalogue choices, coupon behaviour, terms wording, and confirmation message.
- Open the created participant profile and check answers, payment state, document requirements, and portal behaviour.
- Send a test invoice or reminder only after checking the payment methods and invoice wording.
An event needs at least one participant type before it can be opened. Keep public links quiet until the event is ready for people outside your team.
Setting up cleaner event operations?
SmartGig gives event teams one workspace for applications, payments, documents, transport, site plans, stages, ticketing and event-day operations.
Related articles
Create an Event
Use the event setup flow to create the central event workspace before adding applications, tickets, stages, site plans, or transport work.
Choose Manual or Online Applications
Decide whether participants are added by staff, apply through public forms, or use both routes for the same event.
Set Up Event Payment Methods
Choose bank transfer, PayPal, Stripe Connect card payments, VAT, and payment instructions for a specific event.