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Trader Compliance Software for Event Organisers

SmartGig gives event organisers a clearer way to collect trader compliance documents, review evidence and see who is ready before the event day pressure arrives.

Insurance, food hygiene, risk assessments, method statements, licences, expiry dates and approval status stay attached to the trader record, where they belong.

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Compliance review

Insurance, risk assessments and approval status

SmartGig trader compliance visual showing required documents, expiry dates, approval status and event readiness

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 public liability insurance, employer liability insurance, food hygiene certificates, risk assessments, method statements and trading licences.
  • Add optional or required custom document types for your event, market or festival.
  • Let traders upload files through their application or portal without emailing mystery attachments.

Trading compliance before approval

Trading 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 in market, festival and public event workflows 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 participant records by compliance status and document state.
  • Send reminders and requests from the event workflow.
  • Make arrival, site planning and team handover less dependent on memory. Bold strategy, memory. Not our favourite.

Connect compliance to the wider event

Compliance is not a side quest. It affects trader approval, payments, placement, communications and event-day confidence.

  • Use compliance detail alongside application answers, fees, messages and arrival state.
  • Link back to trader application and market event workflows.
  • Export cleaner records for post-event review and audit needs.

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.

  • Keep approved, rejected, missing and expiring evidence visible in one workflow.
  • 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 records when a council, venue or event lead needs a handover file.

Keep exploring the connected bits.

SmartGig works best when the workflows around the event talk to each other. Wild concept. Quite useful.

Festival trader applicationsMarket event softwareEvent-day check-in softwareEvent management softwareCreate document typesReview event complianceApprove, reject and replace documents

See SmartGig with your own event in mind.

Bring the messy version: the application process, ticket flow, site plan, route sheet, stage schedule, or spreadsheet you would rather stop nursing back to life.

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