--- title: "Get your traders ready for show day | Ticket Fairy Guides" description: "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's missing, and check every pitch, power and water need before your event." canonical: "https://www.ticketfairy.com/guides/get-your-traders-ready-for-show-day" --- 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Get your traders ready for show day Traders and exhibitors # Get your traders ready for show day Your 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 does their part on their own page, and you see at a glance who still owes what. Fai, your AI teammate, can check sales, update your event or change a ticket when you ask. Takes: 9 minutes [Watch the video: Get your traders ready for show day](https://d3lcdr963b5ubl.cloudfront.net/uploads/guides/video/get-your-traders-ready-for-show-day/c4c0f1e73d8d256bc73a4c4f9bce5e11b90b291d43e7926e8de5d91deec3051e/c4bb0b73a4da042e/guide.mp4) · [English](https://www.ticketfairy.com/resources/captions/guides/guide-get-your-traders-ready-for-show-day-c4bb0b73a4da.vtt) ***Watch how it's done** 3 min 40 s, with captions.* - [Add your trading terms and email wording](#step-1) - [Add load-in times](#step-2) - [Open an approved trader](#step-3) - [Send the trader their page](#step-4) - [The trader's own page](#step-5) - [Add a certificate yourself](#step-6) - [Check the expiry dates Fai read](#step-7) - [Chase what is missing](#step-8) - [Check every pitch](#step-9) - [Check who arrives on show day](#step-10) ## Before you start - 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 [Play from here](#guide-video) In **Traders**, select **Set up**, then **Terms and emails**, and enter or paste your **Trading terms**. **Note:** 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 has to accept them again. ![The Set up traders panel on Terms and emails, with the trading terms and the wording of the approved, waiting list and declined emails](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--set-up-terms.png) *Set up traders, Terms and emails.* 2. ## Add load-in times [Play from here](#guide-video) 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**. **Note:** Approved traders choose a time on their page, and each time shows how many are booked. You can't remove a time that traders have booked until you move them. ![The Set up traders panel on Load-in, listing load-in times by gate with how many traders are booked on each](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--set-up-load-in.png) *Set up traders, Load-in.* 3. ## Open an approved trader [Play from here](#guide-video) Select **Trading**, then select the trader. Their panel shows the pitch, invoices, **Paperwork** and whether their trader page link works. **Note:** The row in the list says how many things are **to chase**, or **Paperwork in** when everything is done. ![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](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--approved-trader.png) *An approved trader.* 4. ## Send the trader their page [Play from here](#guide-video) Under **Paperwork**, select **Send trader page**, then confirm. The trader gets an email with a link to their page and needs no password. **Note:** Any earlier link stops working when you send a new one. The panel shows how long the link works and when the trader last opened it. ## The trader's own page [Play from here](#guide-video) 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. The page updates as you change their panel. **Note:** The same page also has their directory listing, the dates of a market series they applied for, and their takings after the event. ![Trader page for Smoke & Salt BBQ, with their pitch on a map, their market dates, vehicle passes, directory listing and takings](https://www.ticketfairy.com/embeds/posters/marketing-event-traders-finished--trader-page.png) *The trader's own page.* 5. ## Add a certificate yourself [Play from here](#guide-video) 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. **Note:** Use a PDF, a photo or a Word file up to 25 MB. If you leave the expiry date empty, Fai reads it from the file. 6. ## Check the expiry dates Fai read [Play from here](#guide-video) A date Fai read shows **Read by Fai**. Select **Confirm date** if it is right, or **Change date** if it is not. **Note:** A certificate that runs out before the event ends shows as expiring under **Paperwork**, and the trader is counted as having something to chase. 7. ## Chase what is missing [Play from here](#guide-video) 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. 8. ## Check every pitch [Play from here](#guide-video) Select **Pitches** at the top of **Traders**. Every trader who is trading is listed with their pitch, the power they need in amps and whether they need water. **Note:** Place traders on pitches on the site map, and share a power sheet with your electrician from the same view. ![The Pitches view with each trader's pitch, the amps of power they need and whether they need water, and the power sheet links](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--pitch-list.png) *Traders, Pitches.* 9. ## Check who arrives on show day [Play from here](#guide-video) 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. ![Trader load-in on the run of show, with each load-in time, how many traders are booked, their names and the vehicles coming](https://www.ticketfairy.com/embeds/posters/marketing-event-traders-finished--load-in-on-the-run-of-show.png) *Trader load-in on the run of show.* ## Or have it done for you 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. Your own AI assistant can list the traders and what each still owes over the MCP server. ### In your dashboard, with Fai ``` Which traders at are still missing certificates or have not paid, and send each of them a reminder ``` ### From your own assistant, over MCP Connect your assistant to [our MCP server](https://www.ticketfairy.com/mcp-server) and ask it: Keep `--read-only` in your MCP configuration. This task only reads data, so your assistant does not need tools that make changes. ``` Find my event and list the traders who still owe paperwork ``` ## From your terminal Install the CLI from [our CLI page](https://www.ticketfairy.com/cli), sign in with `ticketfairy auth login`, and choose the brand you are working on with `ticketfairy brand use `. `ticketfairy brand list` and `ticketfairy event list` show the IDs the other commands use. Use the CLI to list the traders and read one trader's details. ### List the traders. ``` ticketfairy event-os traders list ``` ### Show one trader. ``` ticketfairy event-os traders show ``` ## Stop a trader page link [Play from here](#guide-video) 1. ### Stop the link Open the trader, select **Stop link**, then confirm. **Note:** The trader can no longer open their page until you send a new link. Fai stops a trader's page link after you confirm. ### In your dashboard, with Fai ``` Stop the trader page link for on ``` ## Questions you might have **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 we keep a note of every time someone opens one. **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 on the load-in time opens up again, 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 **Licenses 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. ## Still have a question? Book a demo and we will answer it on a call, on your kind of event. Or create your account and see it for yourself. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## Related guides - [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) - [Take food, drink and market trader applications for your event](https://www.ticketfairy.com/guides/take-trader-applications-for-your-event) - [Run ticketing for a county, state or renaissance fair](https://www.ticketfairy.com/guides/run-a-fair) - [Keep the jobs behind your event moving](https://www.ticketfairy.com/guides/keep-your-event-tasks-on-track) - [Book delivery times for your event and check vehicles in at the gate](https://www.ticketfairy.com/guides/book-delivery-times-and-check-vehicles-in-at-the-gate) - [Place your traders on pitches on your event site map](https://www.ticketfairy.com/guides/place-your-traders-on-pitches-on-your-site-map) - [Show your traders in a directory on your website](https://www.ticketfairy.com/guides/show-your-traders-in-a-directory-on-your-website) - [Check your traders' takings after your event and invoice their share of sales](https://www.ticketfairy.com/guides/check-trader-takings-and-invoice-a-share-of-sales) - [Handle trader requests to move pitch at your event](https://www.ticketfairy.com/guides/handle-trader-requests-to-move-pitch) - [Every Ticket Fairy guide](https://www.ticketfairy.com/guides) ## Do this on your own event Create your account, build your event and follow the steps in your own dashboard. You do not need to book a sales call. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) ## Sell tickets with Ticket Fairy Start free with unlimited events and no monthly fee, and choose a paid plan when you need more. - Set up your event in minutes - Free events are free - Fai, your AI teammate, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No monthly fee. No credit card required. ## See it on a call Book a demo and we will show you how Ticket Fairy handles your kind of event. [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) [More ways to use Ticket Fairy](https://www.ticketfairy.com/features) ### Tips for selling more tickets Practical advice from working event organizers, and every new guide as it is published. We respect your privacy. Unsubscribe anytime. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)