SmartGig is built for organisers who need current event records without stitching together spreadsheets, inboxes, payment links, file drives, map PDFs, and chat threads. Each event starts as one central record. You then switch on the modules that event needs, such as Trader Manager, Ticketing, Stage Manager, Site Plan, or Transport.
The practical idea is simple: the application, approval, payment, document, ticket, route, schedule, site-plan, and export records should all point back to the same event. When one part changes, the rest of the team can work from the latest information instead of comparing scattered files and messages.
The main areas
- Core Event Workspace: the central event record, dates, venue, status, modules, setup progress, activity, and generated documents.
- Trader Manager: participant types, applications, participant directory, approvals, compliance, payments, invoices, logistics, messages, arrivals, and QR check-in.
- Ticketing: public ticket pages, ticket types, sale rules, promo codes, checkout, orders, attendees, tickets, refunds, check-in, and reports.
- Stage Manager: act records, performer applications, stages, lineups, availability, scheduling checks, running orders, public links, and exports.
- Site Plan: maps or image backgrounds, participant placement, zones, infrastructure, rules, generated layouts, reusable templates, and visual exports.
- Transport: fleet records, reusable transport contacts, stops, route plans, fixed departures, 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, statuses, and secure downloads.
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.
- Viewers can inspect records without changing them, which is useful for finance, production, gate, site, or management colleagues who need answers but should not edit the workspace.
- Applicants, participants, performers, and ticket buyers use public forms and portal links. They do not need a full SmartGig account for those public workflows.
- 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 records.
- It is not one fixed workflow. Most accounts use a mix of modules, public portals, manual review, and event-specific settings.
If you are new, start with the central event record, then add only the modules and public links you are ready to manage. Keep the event in draft until pricing, terms, forms, and document requirements have been checked.
Event management software
Setting up a cleaner event workflow?
SmartGig gives event teams one workspace for applications, payments, documents, transport, site plans, stages, ticketing and event-day operations.
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