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Get your traders ready for show day

Food, drink and market traders need their insurance, hygiene certificates, terms and load-in times sorted before the gates open at your event, and chasing forty traders by email takes a week. Each trader's own page lets them do their part, while you see at a glance who still owes what.

Give each approved trader their own page to accept your trading terms, pay their invoice, book a load-in time and upload certificates, chase what is missing, and check every pitch, power and water need before your event.

Til
Getting approved traders' paperwork, payments and load-in sorted
Tager
9 minutter

Før du går i gang

  • You need an owner, admin or producer role on the event.
  • The traders are approved, as in the guide to taking trader applications.

  1. Add your trading terms and email wording

    In Traders, select Set up, then Terms and emails, and enter or paste your Trading terms.

    Bemærk: Traders accept the terms on their page, and we keep the time, their name and the exact text. If you change the terms, every trader accepts them again.

    Ticket Fairy Set up traders panel on Terms and emails, with the trading terms and the wording of the approved, waiting list and declined emails
    Set up traders, Terms and emails.

  2. Add load-in times

    Select Load-in, then Add load-in time, choose when it Starts and Ends, the Gate or area and how many Traders at a time.

    Bemærk: Approved traders choose a time on their page, and each time shows how many are booked. A time that traders have booked cannot be removed until you move them.

    Ticket Fairy Set up traders panel on Load-in, listing load-in times by gate with how many traders are booked on each
    Set up traders, Load-in.

  3. Open an approved trader

    Select Trading, then select the trader. Their panel shows the pitch, invoices, Paperwork and whether their trader page link works.

    Bemærk: The row in the list says how many things are to chase, or Paperwork in when everything is done.

    Ticket Fairy trader panel for an approved trader on pitch F12, with the paid invoice, the trading terms accepted, a load-in time booked and an insurance certificate still missing
    An approved trader.

  4. Send the trader their page

    Under Paperwork, select Send trader page, then confirm. The trader gets an email with a link to their page and needs no password.

    Bemærk: Any earlier link stops working when you send a new one. The panel says when the link works until and when the trader last opened it.

The trader's own page

The trader page shows their pitch on a map and their fees with Pay invoice, your trading terms to accept, the load-in times to book, Vehicle passes to book into an arrival time, the certificates you need, their menu or products, and the staff working on the stall up to the staff passes their pitch includes. It changes as you update their panel.

Bemærk: The same page carries their directory listing, the dates of a market series they applied for, and their takings after the event.

Ticket Fairy trader page for Smoke & Salt BBQ, with their pitch on a map, their market dates, vehicle passes, directory listing and takings
The trader's own page.

  1. Add a certificate yourself

    Optional: If a trader sends you a certificate by email, open their panel, enter What the certificate is, then select Add a certificate and choose the file.

    Bemærk: Use a PDF, a photo or a Word file up to 25 MB. Leave the expiry date empty and Fai reads it from the file.

  2. Check the expiry dates Fai read

    A date Fai read shows Read by Fai. Select Confirm date if it is right, or Change date if it is not.

    Bemærk: A certificate that runs out before the event ends shows as expiring under Paperwork, and the trader is counted as having something to chase.

  3. Chase what is missing

    Select Remind about what is missing, then confirm. The trader gets an email listing what is still missing, with a new link to their page.

    Tip: Fai checks for missing or expiring certificates and unpaid invoices, and suggests reminders on the event's Today page for you to approve.

  4. Check every pitch

    Select Pitches at the top of Traders. Every trading trader is listed with their pitch, the power they need in amps and whether they need water.

    Bemærk: Place traders on pitches on the site map, and share a power sheet with your electrician from the same view.

    Ticket Fairy Pitches view with each trader's pitch, the amps of power they need and whether they need water, and the power sheet links
    Traders, Pitches.

  5. Check who arrives on show day

    Open Run of show and choose the day. Trader load-in lists each load-in time with the traders booked into it and the vehicles coming.

    Ticket Fairy trader load-in on the run of show, with each load-in time, how many traders are booked, their names and the vehicles coming
    Trader load-in on the run of show.

Eller få det gjort for dig

Fai sets up your trading terms and load-in times, sends a trader their page or a reminder of what is missing, sets a pitch and reads the certificates traders upload. She asks you before anything is sent or changed.

I dit dashboard, med Fai

Which traders at <EVENT NAME> are still missing certificates or have not paid, and send each of them a reminder

Lad Fai gøre det for dig

Fai arbejder inde i dit Ticket Fairy-dashboard. Opret din konto, åbn Fai og indsæt instruktionen ovenfor.

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Ingen oprettelsesgebyrer. Intet obligatorisk månedligt gebyr. Intet kreditkort påkrævet.

Stop a trader page link

  1. Stop the link

    Open the trader, select Stop link, then confirm.

    Bemærk: The trader can no longer open their page until you send a new link.

Fai stops a trader's page link after you confirm.

I dit dashboard, med Fai

Stop the trader page link for <BUSINESS NAME> on <EVENT NAME>

Spørgsmål du måske har

Who can open a trader's certificates?
Owners, admins and producers of the event, from the trader's panel. Each file opens through a link that lasts five minutes, and every opening is recorded.
What if a trader's link has expired?
Their page says the link has expired and asks them to ask you for a new one. Select Send trader page to send it.
What happens to a trader's load-in time if I cancel them?
Their place goes back to the load-in time, so another trader can book it. The same happens when you decline them or they withdraw.
Do the certificates show anywhere else?
Yes. Each certificate is kept in Licences and certificates with the rest of the event's certificates, under the trader.
How many staff can a trader name on their page?
As many as the Staff passes included in their pitch fee and extras allow. Set the number on each pitch fee and extra under Fees; with no number set, there is no limit.
How does a trader book a vehicle in?
Under Vehicle passes on their page, they book each vehicle into an arrival time you open to traders, and show the gate code on arrival. Their first booking also adds the trader to your outside teams.

Har du stadig et spørgsmål?

Book en demo, så besvarer vi det i en samtale ud fra din type event. Eller opret din konto og se det selv.

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Relaterede guides

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