Participant Portal Guide

The participant portal is a private public link for one event participant. It is not a full SmartGig login. It lets the participant see and update the parts of their own event record that your team has made available.

Portal states

• After an application is submitted, the applicant sees a confirmation page.
• Participants not yet approved or confirmed may see a pending page.
• Approved and confirmed participants can access the full participant portal for that event.
• Portal links should be treated as private because they identify the participant record.

What participants can usually see or do

• View event details, status, selected dates, payment state, compliance state, pitch or location reference, arrival time, entrance, and organiser contact details where available.
• See their own published site-plan location, assigned zone, pitch size, assigned power point, nearby public facilities, arrival gate, setup window, access notes, contact point, and republish change summary when the event has an official published plan.
• Request a location change from the published site-plan panel when something needs planner review.
• Receive controlled arrival gate or setup window reminders when the organiser deliberately sends them.
• When they open published site-plan location details, SmartGig records the viewed revision for the event team.
• Upload required documents and add expiry dates where the document type requires them.
• View document review outcomes and replacement requests.
• Select available catalogue items when selections are still allowed.
• Download invoices and pay by card when Stripe Connect is enabled and ready.
• Add vehicle registrations, manage SMS notification preference, read logistics posts, and send messages to the event team.

Document upload rules

• Documents that require expiry need a future expiry date.
• Uploads may show as scanning or pending review before staff can approve them.
• Participants may need to replace rejected, expired, or wrong documents.

QR codes and check-in

Confirmed participants can have QR details associated with their event attendance. Event-day staff can scan eligible records with the mobile scanner app when the event and scanner access are set up.