Lay Out Every Pitch by Your Rules and Invoice Your Share of Sales

Drag Each Trader Onto Their Pitch

Every approved trader without a pitch waits under Traders to place beside your site map. Drag one onto a pitch, or choose Place here on the pitch, and the trader takes the pitch name and the zone around it, such as the food court. Their trader page then shows their pitch number, the zone and a map of the area around it, and it changes the moment you move them.

The pitches are the areas you already drew on your festival site map, so there is no second plan to keep in step. When a pitch is taken, the dialog names who is there before you swap. A trader who phones on the morning of load-in asking where to go can open their own page and see the map, and your crew sees the same pitch in the trader panel.

A small market with no site map works too. Enter a pitch number in the trader's panel, and their page shows the number without the map.

• Traders to place: drag and drop onto the pitches you drew
• Pitch and zone: shown in the trader's panel and on their page
• Taken pitches: the dialog names who is there before you swap

• Place your traders on pitches on your event site map
• Keep Your Site Plan Current and Every Delivery Through the Right Gate

Enter Pitch Rules the Way You Would Say Them

Enter a rule such as keeping the two coffee vans apart, keeping hot food near the seating or keeping the fire lane clear, and Fai reads it against your map and shows the rule she will check. Rules can keep traders apart or near a place, limit the traders in a zone, keep a place clear or set the power a zone has. The pitch check then lists every pitch that must be fixed and every one worth a look.

Each problem is outlined on the map, so you see the coffee van parked across the fire lane rather than reading about it. A rule Fai cannot read opens for you to say what it does and which traders and places it is about, so no rule is lost because the words were unusual. Turn a rule off for a weekend when it does not apply and back on again later without entering it twice.

Rules guide you without blocking you. You can still place a trader anywhere by hand and see what breaks, while Fai's plan and the answers to move requests will not use a pitch that must be fixed.

• Rules in your words: read by Fai and shown back as the check she applies
• Pitch check: must fix and worth a look, outlined on the map
• Turn a rule off: pause it without losing it

• Set pitch rules and let Fai plan your trader pitches at your event

Let Fai Draft the Plan for Traders Still Without a Pitch

Ask for Fai's pitch plan and she puts the traders still without a pitch on free pitches that keep every rule and overlap nothing, with her reason for each. Untick anyone you would rather place yourself, then place the rest together. Nothing moves until you say so, and the pitch check reads Nothing to fix once every pitch keeps your rules.

Fai's plan turns an evening of moving names around a spreadsheet into a few minutes of checking her reasons. Each placement is checked again as it lands, so if a teammate takes a pitch while you are reviewing the plan, that trader is refused and you are asked to try again, and nobody ends up on a pitch twice.

• Fai's pitch plan: free pitches that keep every rule, each with a reason
• You approve it: untick any trader before the plan is placed
• Nothing to fix: the check confirms the whole layout

Answer Every Request to Move Pitch

A trader on a pitch asks to move from their own page, with the reason and where they would like to be, so nobody needs to phone you. You choose a free pitch, the dialog checks it against your rules before you confirm, and the trader sees the answer on their page and by email.

Every request waits in one Move requests list with the trader's reason, such as needing a flat, hard pitch for a coffee van. Decline with a note when they cannot move, and the note reaches them on their page and in their email. Every past request keeps who asked, who answered and when, so a dispute on the day has a clear answer.

• Move requests: each with the trader's reason and wish
• Checked against your rules: fire lanes, zone limits and power kept
• Answer by email: the new pitch or your reason, on their page too

• Handle trader requests to move pitch at your event

Give Your Electrician a Power Sheet That Is Always Current

Make a private link for one zone or the whole site and send it to your electrician. The sheet lists each pitch with its trader, the amps they need and whether they need water, grouped by zone with the totals at the top. It needs no sign-in and shows the pitches as they are now, so a trader you move appears in the right place the next time it opens.

The power sheet never shows a trader's contact details, so you can send it to a hired contractor without a second thought. The link shows how many times it was opened, so you know your electrician has looked before the build starts, and you can stop it whenever you choose. The same amps and water figures sit in the Pitches view for your own site crew.

• Power sheets: amps and water for each pitch, by zone
• Opened count: see that your electrician has looked at it
• Stop link: end access whenever you choose

• Share a power sheet with your event electrician
• Keep the Power On, the Effects Safe and Every Team Online

Collect Takings With the Till Report Attached

When a pitch fee includes a share of sales, the hard part is getting real takings after the event. Each trader's page asks for their total takings, card and cash if they like, and their till or card machine reports as a PDF, a photo or a spreadsheet. A trader who hands you a paper sheet is just as easy, because you enter their takings yourself and the figure shows as entered by the event team.

The share itself was agreed before the gates opened. A pitch fee carries a percentage of sales with a minimum and a maximum if you want them, so a quiet weekend still earns you the minimum and a trader who sells out never pays more than the maximum. Traders see the fee when they apply and, after the event, what their share would be.

• Reports on every figure: till and card reports sent with the takings
• Card and cash: split out when the trader has the figures
• Enter takings: for traders who report on paper
• Minimum and maximum fees: a floor and a ceiling on each share of sales

• Check your traders' takings after your event and invoice their share of sales

Let Fai Check Each Report Against the Figure Entered

Fai reads every report and marks the takings Reports match, Reports differ or Reports unclear, with what she found, such as a card export total higher than the trader entered. Open the reports beside her reading, and if she cannot read a file, ask her to read it again or check it yourself. Fai only reads, and you decide which figure stands.

When the numbers do not add up, ask the trader about it with a note on what is wrong. The trader gets an email, their page asks them to enter their takings again, and the new figure comes back to you for review. The earlier figure stays in the trader's panel marked Replaced, so the history of every declaration is there if anyone asks later.

• What Fai read: the totals she found in each report
• Match, differ or unclear: a reading for every trader in the Takings view
• Ask about it: your note to the trader, by email and on their page
• Replaced figures kept: every earlier declaration in the trader's history

Invoice Your Share and See Who Has Paid

Accept the takings and the share is worked out from the trader's pitch fee, with the panel saying whether the minimum or maximum applied. Raise the share-of-sales invoice and the trader gets it by email with a link to pay. The Invoices view lists every trader invoice with what it is for and whether it is paid, with totals paid and still to pay in each currency.

Pitch fees, deposits, balances and shares of sales sit together in the Invoices view, so finance sees what every trader owes for the event without opening each panel. Every trader invoice also shows in Bulk Invoices with the rest of your invoices, and traders pay on your event's own payment account.

• Share-of-sales invoice: raised from the accepted figure, with a link to pay
• Invoices view: fees, deposits, balances and shares of sales together
• Paid and still to pay: totals in each currency

• Pay Everyone on Time and Settle Every Show With Figures Both Sides Can Check