A directory participant becomes part of a specific event when they are attached to that event. From that point, the event participant record can hold event-specific status, selected dates, payments, invoices, compliance, portal link, logistics, notes, pitch details, and check-in information.
Ways participants join an event
- Staff add a participant manually from the event participant list.
- An applicant submits an event application form.
- A recurring applicant joins selected occurrences in a series.
- A prospect application is approved into the directory and later attached to an event.
- A returning participant is invited or added from the directory.
Status meanings
- Applied: the person has applied and needs review.
- Approved: the organiser has accepted them in principle and the portal can show more event detail.
- Confirmed: the place is locked in for operations, QR check-in, plans, and reports.
- Rejected: the application is not going ahead.
- Withdrawn: the participant is no longer taking part.
Before confirming
- Check participant type, selected dates, and application answers.
- Check payment status and outstanding balance.
- Check required documents and expiry dates.
- Check any notes, flags, pitch details, vehicles, or logistics requirements.
Approved is useful while something still needs finishing. Confirmed should mean your event-day team can trust the record.
Trader management
Keeping trader records tidy across events?
SmartGig connects trader applications, participant records, documents, payments, approvals and arrival state so your team is not rebuilding the same list every event.
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