Trader compliance software for markets and festivals.
SmartGig gives market and festival organisers a clearer way to collect trader compliance documents, review evidence and see who is ready before event day.
The trader profile shows insurance, food hygiene, risk assessments, method statements, licences, expiry dates, previous events and approval status.
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.
A practical UK trader document checklist
Councils, venues and event teams often need evidence before a trader is approved. SmartGig gives you one place to request, review and track the documents that matter for your event.
Request public liability insurance, employer liability insurance, food hygiene certificates, risk assessments, method statements and trading licences.
Set different requirements for food vendors, makers, exhibitors, charities, suppliers and other trader types.
Open the trader profile to see evidence, expiry dates, notes and decisions instead of searching through email attachments.
Collect the documents you actually need
Different trader types need different evidence. SmartGig lets you set requirements around the participant type instead of chasing every applicant with the same vague request.
Request required or optional compliance evidence during application, approval or follow-up.
Add optional or required custom document types for your event, market or festival.
Let traders upload files through their application or portal, with each document kept against the correct participant and requirement.
Trader compliance before approval
Trader compliance software should make the readiness picture clear before an organiser approves a trader, places them on site or lets them check in on the day.
Separate application decision, payment state and compliance readiness so teams do not assume one means the other.
Track evidence by trader, event, participant type and document requirement.
Use compliance status across market, festival and public event work without maintaining a side spreadsheet.
Review evidence in context
A compliance file is only useful if the reviewer can see who it belongs to, what event it affects and what decision has already been made.
Track approved, rejected, missing, expiring and carried-forward documents.
Store review notes and rejection reasons beside the upload.
Use compliance status to support application decisions and event readiness checks.
Keep readiness visible
SmartGig helps teams spot who is safe to approve, who needs chasing and who should not make it onto the event-day list yet.
Filter participants by compliance status and document state.
Send reminders and requests from the event workspace.
Make arrival, site planning and team handover less dependent on someone remembering the latest document state.
Connect compliance to the wider event
Compliance affects trader approval, payments, placement, communications and event-day confidence.
Use compliance detail alongside application answers, fees, messages and arrival state.
Link compliance back to trader applications and market organiser work.
Export cleaner compliance history for post-event review and audit needs.
View 3 more areas+
Make approval status easier to trust
A trader can be popular, paid and still missing the one document that blocks approval. SmartGig separates application decisions, payment state and compliance state so teams can see the real readiness picture.
See approved, rejected, missing and expiring evidence together.
Avoid treating a paid invoice as proof that a trader is ready to trade.
Use compliance state to support site planning, trader communications and event-day check-in.
Useful for returning traders
Returning traders should not have to upload the same valid document forever, and reviewers should not have to guess whether old evidence still applies.
Carry forward approved, unexpired documents where they still satisfy the current requirement.
Ask for fresh uploads when the event needs a newer certificate, different licence area or clearer evidence.
Keep document history visible so the next reviewer is not starting from zero.
Useful for council, market and festival teams
Different organisers ask for different evidence, but the operational need is similar: know what is missing, what expires soon and which traders are safe to progress.
Collect public liability insurance, employer liability insurance, food hygiene certificates, risk assessments, method statements and trading licences.
Use approval notes and rejection reasons so traders know what to fix.
Export cleaner compliance reports when a council, venue or event lead needs a handover file.
Questions organisers ask.
Practical answers, without a sales pitch between every sentence.
What trader compliance documents can SmartGig track?+
SmartGig can track public liability insurance, employer liability insurance, food hygiene certificates, risk assessments, method statements, trading licences and custom evidence set by the organiser.
Can different trader types have different requirements?+
Yes. Organisers can set required or optional documents around participant types, so a food vendor, maker, exhibitor, supplier, kite flyer or display team can be asked for the evidence that fits their role.
Can returning traders reuse approved documents?+
Approved, unexpired documents can be carried forward where they still satisfy the current requirement, while fresh evidence can be requested when the next event needs it.
Does compliance affect event-day check-in?+
Compliance state can sit beside application, payment and arrival status, so teams can see who is ready and who needs attention before traders reach the gate.
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.
