--- 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 is 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" --- # Get your traders ready for show day | Ticket Fairy Guides 1. [Ticket Fairy](https://www.ticketfairy.com/) 2. [Guides](https://www.ticketfairy.com/guides) 3. Get your traders ready for show day Running the production # 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. For: Getting approved traders' paperwork, payments and load-in sorted Takes: 9 minutes - [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) ## 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 In **Vendors**, 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 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](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--set-up-terms.png) 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**. **Note:** 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](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--set-up-load-in.png) 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. **Note:** 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](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--approved-trader.png) 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. **Note:** 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 and fees with **Pay invoice**, your trading terms to accept, the load-in times to book, the certificates you need, their menu or products and the staff working on the stall. It changes as you update their panel. ![Ticket Fairy trader page for Smoke & Salt BBQ, with the pitch and invoice, the trading terms to accept, a load-in time to book, certificates and staff](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--trader-page.png) The trader's own page. 5. ## 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. **Note:** 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. 6. ## 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. **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 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 Select **Pitch list** at the top of **Vendors**. Every trading trader is listed with their pitch, the power they need in amps and whether they need water. ![Ticket Fairy pitch list with each trader's pitch, the amps of power they need and whether they need water](https://www.ticketfairy.com/embeds/posters/marketing-event-traders--pitch-list.png) Vendors, Pitch list. ## Try these steps on your own event Create a free account, build your event and follow the steps above in your own dashboard. It takes a few minutes and you do not need to book a sales call. Your email address [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## 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. ### In your dashboard, with Fai Which traders at \ are still missing certificates or have not paid, and send each of them a reminder ## Let Fai do it for you Fai works inside your Ticket Fairy dashboard. Create your account, open Fai and paste the prompt above. [Create a free account](https://manage.ticketfairy.com/welcome) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) No setup fees. No required monthly ticketing fee. No credit card required. ## Stop a trader page link 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 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 also listed in the event's Compliance section, under the trader. ## 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 required monthly ticketing 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) - [Run your event from its Today page](https://www.ticketfairy.com/guides/run-your-event-from-its-today-page) - [Find any performer, stage or day on your event](https://www.ticketfairy.com/guides/find-any-performer-stage-or-day-on-your-event) - [Build the running order for your event day](https://www.ticketfairy.com/guides/plan-your-event-production) - [Track every artist booking for your event](https://www.ticketfairy.com/guides/book-and-brief-your-artists) - [Balance your event team's workload](https://www.ticketfairy.com/guides/balance-your-event-teams-workload) - [Read your event's email in one inbox](https://www.ticketfairy.com/guides/read-your-event-email-in-one-inbox) - [Take notes on your event calls with Fai](https://www.ticketfairy.com/guides/take-notes-on-your-event-calls-with-fai) - [Choose what Fai does on your event](https://www.ticketfairy.com/guides/choose-what-fai-does-on-your-event) - [Keep rider lists and notes for your event's artists](https://www.ticketfairy.com/guides/keep-rider-lists-and-notes-for-your-artists) - [Advance your performers before the show](https://www.ticketfairy.com/guides/advance-your-performers-before-the-show) - [Keep track of where your event's artists and crew are staying](https://www.ticketfairy.com/guides/book-travel-and-accommodation-for-your-artists) - [Share your event's rooming lists with hotels and pickups with drivers](https://www.ticketfairy.com/guides/share-rooming-lists-with-hotels-and-pickups-with-drivers) - [Plan your run of show and who calls it](https://www.ticketfairy.com/guides/plan-your-run-of-show-and-who-calls-it) - [Share day sheets with your event's on-site teams](https://www.ticketfairy.com/guides/share-day-sheets-with-your-on-site-teams) - [Call your show live on show day](https://www.ticketfairy.com/guides/call-your-show-live-on-show-day) - [Book dressing rooms and plan build and break days for your event](https://www.ticketfairy.com/guides/book-dressing-rooms-and-plan-build-and-break-days) - [Hold dates for shows at your venue](https://www.ticketfairy.com/guides/hold-dates-for-shows-at-your-venue) - [Make an offer to an artist's agent for your show](https://www.ticketfairy.com/guides/make-an-offer-to-an-artists-agent) - [Settle a show with an artist after your event](https://www.ticketfairy.com/guides/settle-a-show-with-an-artist) - [Send your event contracts and get them signed online](https://www.ticketfairy.com/guides/send-contracts-and-get-them-signed-online) - [Raise purchase orders and track what your event owes](https://www.ticketfairy.com/guides/raise-purchase-orders-and-track-what-your-event-owes) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Build your event rota and check staff in](https://www.ticketfairy.com/guides/build-your-event-rota-and-check-staff-in) - [Issue accreditation passes for your event](https://www.ticketfairy.com/guides/issue-accreditation-passes-for-your-event) - [Recruit volunteers for your event](https://www.ticketfairy.com/guides/recruit-volunteers-for-your-event) - [Give your event volunteers their own page and track their hours](https://www.ticketfairy.com/guides/give-volunteers-their-own-page-and-track-hours) - [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event) - [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew) - [Handle lost property at your event](https://www.ticketfairy.com/guides/handle-lost-property-at-your-event) - [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event) - [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event) - [Send your event lists to your team on a schedule](https://www.ticketfairy.com/guides/send-your-event-lists-to-your-team-on-a-schedule) - [Publish your event line-up and set times](https://www.ticketfairy.com/guides/publish-your-line-up-and-set-times) - [Add everyone who sends your event form to your volunteers, traders or crew](https://www.ticketfairy.com/guides/add-form-applicants-to-your-event-teams) - [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 Everything in these guides is in your dashboard from the day you sign up. - Set up your event in minutes - Free events are free - Fai, your co-pilot, is built in [Create a free account](https://manage.ticketfairy.com/welcome) No setup fees. No required monthly ticketing 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 organisers who sell out, 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) ยท [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)