What SmartGig Does

SmartGig is event management software for festivals, markets, ticketed events, and busy event teams. It gives each event one current workspace for the jobs that usually get split across forms, spreadsheets, inboxes, payment links, file drives, map PDFs, route sheets, running orders, and chat threads.

You start with the central event workspace: dates, venue, status, modules, team activity, setup progress, and generated documents. Then you switch on what that event needs, such as Trader Manager, Ticketing, Stage Manager, Site Plan, or Transport.

The practical idea is simple: applications, approvals, payments, documents, tickets, routes, schedules, site plans, and exports should all point back to the same event. When one part changes, gate, site, finance, transport, and production teams can work from the latest information instead of comparing scattered files and messages. No spreadsheet archaeology required.

Where SmartGig helps most

• When applications, payments, compliance documents, and arrival details are all changing at once.
• When the team needs to know who is approved, paid, missing a document, placed on the site plan, routed, scheduled, ticketed, or checked in.
• When recurring events need reusable participant profiles, document requirements, pricing, layouts, routes, and handover material.
• When event-day staff need clear answers without opening the whole back office.

What SmartGig connects

• Core Event Workspace: dates, venue details, event status, enabled modules, setup progress, team activity, and generated documents.
• Trader Manager: trader, stallholder, exhibitor, caterer, or supplier applications, participant profiles, approvals, compliance, payments, invoices, messages, arrivals, and QR check-in.
• Ticketing: public ticket pages, ticket types, sale rules, promo codes, high-demand protection, checkout, orders, attendees, ticket PDFs, refunds, check-in, and reports.
• Stage Manager: performer applications, act profiles, stages, lineups, technical detail, scheduling checks, running orders, public links, production packs, and exports.
• Site Plan: map or image backgrounds, participant placement, pitch requirements, zones, infrastructure, safety checks, generated layouts, reusable templates, published snapshots, and visual exports.
• Transport: vehicle details, reusable transport contacts, stops, route plans, fixed departures, route optimisation, route review, driver portal emails, shared calendar feeds, Current RMS imports with selected PDFs, and driver job sheets.
• Document Centre: generated reports, invoices, transport sheets, site plan exports, ticket PDFs, running orders, file status, and secure downloads.

How the parts stay connected

• Public application forms feed participant profiles instead of creating another spreadsheet to reconcile later.
• Document decisions, payment state, invoices, messages, and arrival status stay attached to the right participant or ticket order.
• Site plans can use live participant details such as pitch choices, power needs, zones, vehicles, and placement rules.
• Transport routes, stage schedules, ticket reports, scanner access, and generated exports stay tied to the event they support.
• Published snapshots and secure links give people outside the back office the version they should use, not a mystery PDF from last Tuesday.

Who uses which part

• Owners manage billing, account security, domains, team access, roles, data export, retention, and higher-risk settings.
• Admins and event managers run the day-to-day event work, including setup, applications, participants, payments, documents, communications, tickets, stages, plans, and routes depending on their role.
• Finance, production, gate, site, transport, and management colleagues can use viewer or focused roles when they need answers but should not edit the workspace.
• Applicants, participants, performers, and ticket buyers use public forms, checkout pages, and portal links. They only see the form, portal, or link meant for them.
• Scanner users can be given limited event-day access to search and check in participants or tickets without opening the full back office.

What SmartGig is not

• It is not a replacement for your own on-site safety procedures, venue judgement, or finance policy.
• It is not an automatic clean-up for old data. Imports and old spreadsheets still need sensible review before they become reliable operational data.
• It is not one fixed process. Most accounts use a mix of modules, public portals, manual review, and event-specific settings.
• It is not just ticketing, just forms, or just a map builder. Those pieces are useful because they stay tied to the same event workspace.