Applications submitted through a public form create event participant activity. The useful work happens in review: checking answers, type, selected dates, catalogue choices, coupon use, total cost, documents, notes, flags, and previous history before changing status.
Where to review
Open the event
Go to the event in Trader Manager.
Open Applications or Participants
Applications focuses on form submissions. Participants shows the wider event participant list.
Open the participant record
Review application answers, pricing, documents, payments, logistics, notes, and activity.
Choose a decision
Approve, Confirm, Reject, or Withdraw depending on the outcome.
Send any follow-up
Use communications, invoices, reminders, or logistics updates if the decision needs action from the participant.
Decision guide
- Applied means received and waiting for review.
- Approved means accepted in principle, often before payment or final documents are complete.
- Confirmed means ready for operational planning and event-day use.
- Rejected means the application is not going ahead.
- Withdrawn means the participant is no longer taking part after previously being in the process.
Review checklist
- Participant type and selected dates.
- Application answers and terms agreement.
- Catalogue selections, coupons, discounts, VAT, and total pricing.
- Required documents, scanning state, expiry dates, and review decisions.
- Directory history, notes, flags, and possible duplicates.
- Payment status and invoice readiness.
Confirming too early can make a record look event-day ready when it still needs money, documents, placement, or logistics work.
Trader applications
Managing trader applications for a market or festival?
SmartGig helps you collect applications, review documents, track payments, approve traders and run event-day check-in from one connected workflow.
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Build Event Application Questions
Ask clear questions, collect useful files, and avoid making applicants fight the form before your team even reviews them.