Stalls booked by vendors, with approval
Vendors apply for a stall on the event page without a login. Your organisers approve or decline, the vendor pays online or at the counter, and their staff get passes for each session.
PLANSScale only
The problem it solves
- Stall requests arrive by phone and email and end up in a spreadsheet.
- Two vendors are promised the same space.
- Stall staff walk in without passes, and nobody knows who they are.
- Stall money is collected in cash and never reaches the books.
How it works
- On the event's Stalls tab, add the stall spaces: name, size, what may be sold, place, price and tax, how many, and staff passes.
- While the event is published and applications are open, the event page shows Take a stall. Vendors apply with name, mobile, email and what they will sell.
- The application goes through the Stall application approval chain: the event's organisers and the event managers, or the levels you set.
- On approval the vendor gets a link to pay online, or pays at the counter. A free stall is confirmed on approval.
- Once confirmed, the stall's staff passes are issued for each session to come, as tickets with a QR.
Everything it does
Stall spaces
- Name / Number, Size, What may be Sold, and Place in words; there is no stall map
- Price (0 means free) and Tax
- How Many: 1 to start with; 0 means no limit
- Staff Passes: 2 per session to start with
- Stall Applications Open: on to start with; For Stall Holders: a note shown to applicants
Applying and deciding
- No login needed; the vendor keeps the link to their stall page
- States: Applied, Approved to Pay, Confirmed, Declined and Cancelled
- Before deciding, the place, passes, price or tax of this stall can be changed
- Approving counts the space: never more stalls than How Many
- Declining needs a reason, which the vendor sees
- An application waits while the space is full or the event is not published
Paying
- Online on the stall page, through your Entity's payment provider
- At the counter: Cash, UPI or Card with a reference, then Paid at the Counter
- No time limit to pay; cancel the stall if the vendor does not pay
- Income on the event's Stall Income Account, else the ticket income account; no SmartMy fee
Passes and cancelling
- Passes for every session still to come; they count in the session's capacity
- Issue the Passes for a session added later or one that was full
- Passes are not complimentary tickets and do not say VIP
- Cancel the Stall frees the space and cancels the passes; a paid stall is paid back in full, by hand
Who uses it
Stall holderApplies on the event page, pays once approved, and shows the passes at the gate.
Event organiserSets up the spaces and decides the applications of their events.
Event managerDecides any application, adds approval levels and pays back cancelled stalls.
Where you use it
- Web: the Stalls tab of the event; Events > Stalls (opens on To Decide); Events > Configuration > Approval Chains
- The event pages: Take a stall, and each vendor's stall page with payment, passes and receipt
- The SmartMy Events app: Stalls under the event, to approve or decline (built and in testing, not in the app stores yet)
- Not in the app: setting up spaces, payments or cancelling
- Not on Starter or Growth
What you control
Settings
- Stall Applications Open: on
- How Many: 1; Staff Passes: 2 per session
- Approval chain: one level, the event's organisers and the event managers
Approvals
- Stall application: one level to start with, the event's organisers and the event managers; an event manager adds levels. Nobody decides their own application
Notifications
- Stall Application Received: to the event's organisers, in the app and by email
- Stall Approved, Stall Declined and Stall Confirmed: to the applicant, by email, WhatsApp or SMS, with the link to pay or the reason
- Each of these goes out at once. WhatsApp or SMS go where you set them up, from your message credits; app push follows once the apps are in the stores. A person can switch off email, WhatsApp or SMS for themselves, never the event; in-app notices always arrive
- A cancelled stall sends no message; get in touch with the vendor
Questions
Do vendors need an account?
No. They apply on the event page and keep the link to their stall page, where they pay and find their passes.Can two vendors get the same space?
No. Approving counts the space, and no more stalls are approved than How Many allows.Can a principal approve stalls too?
Yes. An event manager adds a level to the Stall application chain. The vendor gets the link to pay after the last level.How are stall refunds paid?
A cancelled paid stall is paid back in full, by hand: cash or bank transfer. It is booked with a credit note.Are stalls in the event reports?
No. Use the Stalls list, which groups by event, space and status.Related features
ACROSS SMARTMY EVENTSApproval chainsIn SmartMy Events, stall applications go through an approval chain. With no set-up the organisers of the event and the event managers decide. An event manager can add levels, such as the principal or the fest committee head, without code.SELLINGSponsor packagesOffer packages such as Title sponsor, Gold or Stage partner, each with what it includes, a price and how many can be sold. Record each sponsor, confirm, invoice, and issue the complimentary tickets the package includes.SELLINGOnline payment through your own gatewayBuyers pay through the payment provider of your own Entity, and your gateway settles the money to your account. Only a confirmed payment issues tickets, with a receipt and an accounting entry.AT THE GATEQR tickets checked in at the gateEvery paid or complimentary ticket carries a QR code. Gate staff scan it with a phone; the screen turns green with the name and seat, or red with the reason. Each ticket lets one person in, once.ACROSS SMARTMY EVENTSNotificationsBuyers get their tickets, reminders and any change to their session. Organisers hear when a session sells out or sells slowly and when a stall application arrives. Messages go in the app and by WhatsApp, SMS or email, each with wording you can change.
See your next event on it.
Tell us what you are running, how many people come and how you sell today. We will set up the event with you on SmartMy Events.