What is Eventaly?
Eventaly is a digital platform created to streamline the organisation and management of independent artisan and craft markets. It aims to simplify booking processes for market organisers and stallholders, ultimately saving on admin time.
What are the key features of Eventaly’s platform?
Eventaly’s platform provides a centralised hub for managing all aspects of a market. Organisers can streamline applications, handle stall bookings, process payments, and communicate with stallholders through a user-friendly interface. Stallholders, in turn, benefit from simplified application processes, centralised payment management, and access to a wider range of market opportunities.
What is the greatest benefit for market organisers using Eventaly?
Eventaly is designed to save time organising events. It offers a range of features that automate and streamline many time-consuming tasks, such as:
Effortless Communication: Contact stallholders with a click of a button, simplifying communication and coordination.
Integrated Financial Management: Inbuilt invoicing, receipts, and records management features automate financial tasks, saving you time and reducing errors.
Efficient Applicant Management: Manage and vet applicants to your events using their submitted user profiles, streamlining the selection process.
Automated Reminders and Follow-ups: Schedule automated reminders and follow-ups, ensuring timely communication without manual effort.
By automating these tasks and centralising event management processes, Eventaly frees up your time to focus on more strategic and creative aspects of event planning.
Market Organisers FAQs
Can an organiser set up multiple dates & events?
Yes, an organiser can set up as many dates and venues as they wish.
What if an event has different stall types and prices?
An organiser has the ability to create and specify different stall types and prices when they create each event information.
Can an organiser add VAT to invoices?
Yes, VAT can be added at standard rate, zero rate and reduced rate to individual stall types and therefore VAT compliant invoices are sent to stallholders.
Can an organiser offer a discount for some stallholders?
Yes, on each participant profile pop-up window (within the ‘Manage Applications’ page) an organiser will be able to adjust the invoice amount if it is different to the amount set against that stall type. This can be actioned by clicking on ‘modify’ and setting a custom stall price.
Is there the option to specify when applications close for an event?
Yes, when an organiser creates each event in Eventaly, they have the ability to select how many days before the event that applications will close.
How do market organisers manage applications within the website?
Organisers receive applications for their events as a list in their ‘Pending’ column. They can then curate their market by clicking on each applicant in their list and deciding whether to add them to their accepted, waitlist or decline lists.
Is there the option to specify when invoice reminders are sent to stallholders?
Yes, an organiser can specify when they require payment to be made before a booking. This can be a specified by X amount of days after an invoice date or X days before an event.
How will an organiser know whether a market applicant has been sent a notification email or invoice or reminder?
Each event’s ‘Manage Applications’ page displays icons informing the organiser whether they have been sent a notification email, an invoice or a reminder. Icons also tell the organiser whether or not the applicant has paid their invoice. A key to symbols can be found on this ‘Manage Applications’ page for clarity. There is also an ‘activity log’ for each stallholder for each event, which is displayed in their participant profile pop-up window within the ‘Manage Applications’ page.
When are invoice reminder emails sent to stallholders?
Depending on when the deadline is set, the reminders are emailed to stallholders 5 days before their deadline date and if it’s still unpaid after that – 24 hours before their payment deadline.
At this point it is for you (the organiser) to chase this business to find out if they wish to keep their stall.
How does an organiser change the stall type an applicant has been allocated?
If an organiser wants to change a stall type that has been selected by the applicant, they simply click on their participant profile in ‘Pending’ applications and select the ‘modify’ button. However, if an applicant has already received an ‘Accepted’ email notification and/or an invoice, it is no longer possible for the organiser to modify their stall allocation, in this case the organiser would need to contact us at [email protected]
Is it possible for an organiser to add a stall type to their event once the event is ‘live’?
Yes, under the ‘Event information’ tab an organiser would select ‘Amend dates’. Choose the date to amend, and then add the new stall type.
How does an organiser cancel a participant/applicant’s stall?
By opening the relevant venue and date, if the applicant has already been accepted, but the invoice hasn’t been paid, cancelling them would require clicking on the X, then ‘Save Changes’, followed by ‘Send Email Notifications’. The participant will then receive a decline email.
If an applicant has already paid their invoice, cancellation can be made by clicking on the participants profile, and then ‘cancel’. Then add the amount to be refunded and click ‘yes’. Refunds will then need to be processed through Stripe or BACS.
How does an organiser share ALL of their different event application details?
If organisers have other events/venues open to apply for, an applicant will be able to view these by clicking ‘View all other events for this organiser’ within their application link.
Each application link that an organiser shares will include every date they have on offer at that venue.
How much does it cost to use Eventaly?
View our pricing options for event organisers here.
What payment method does Eventaly use?
You will need to set up or connect to an existing Stripe account to use all the features of Eventaly. If you prefer to use BACS to receive payments from stallholders you can still use Eventaly to curate your markets and send notifications and emails, but certain features like chasing invoices will not be available unless you have a Stripe account. By choosing to use the BACS payment method, you will need to subscribe to a Silver or Gold plan.
Does it cost stallholders to use Eventaly?
No, Eventaly is free to use for stallholders. Stall fees will be paid to market organisers via the Eventaly platform.
Stallholder/Event Participant FAQs
I’ve accidentally set up an Organiser account instead of a Participant account! How do I change the account type?
By emailing [email protected] and a member of the team will change the account type.
Does it cost stallholders to use Eventaly?
No, Eventaly is free to use for stallholders. Stall fees will be paid to market organisers via the Eventaly platform.
How does a trader apply for an event?
A trader/maker will need to find the direct application link shared from the organiser for the event they want to apply for. An organiser is likely to have shared it on their social media, emails or website. Once a trader has clicked a link, it will take them to that application page. A trader will need to have set up a particapant (stallholder) account in order to successfully apply. You cannot search for events on Eventaly.
Can a trader search for an event within Eventaly?
No, Eventaly is a booking system designed for organisers to use to take stall bookings onto their market events. It isn’t currently possible to search for events on Eventaly. An event application link will have to be shared with potential stallholders on email/social media/websites. It is possible to search for events using Eventaly’s sister company – Pedddle.
Why do participants/traders have to create a profile and upload images?
Filling in a participant profile is similar to completing an application form for a market or other event. An organiser will need to preview a trader’s business details and images in the same way as if reviewing an application form. The good news is that a trader will only have to complete this profile once and then they can apply for multiple events and dates (with organisers using Eventaly), they never have to fill it in again – unless their business details change in which case their profile can easily be edited.
I’m having issues uploading images to my profile?
Please click here to view a guide on uploading images. If you are still having issues please contact [email protected]
I have completed my participant profile but it’s not saving?
Please check that all the required fields are filled in including uploading images. If any fields have red comments next to them they will need filling in. Click here to view a participant setup guide.
If it is a URL issue for a website or a social media link. The full and correct URL starts with a https: not www. (Copy the link in your browser for a website and on social media it usually says ‘share profile’ and it will give you a link.)
How do I copy across my social media/website links?
As above – The full and correct URL starts with a https: not www. (Copy the link in your browser for a website and on social media is usually says ‘share profile’ where it will give you a link.)
How do I cancel an application for an event I am booked on to?
If your application is still showing as ‘Pending’, simply click on the black cross next to the name of the event in your ‘Applications’ section and it will as you if you’re sure you wish to cancel.
If your application for a stall on an event has been ‘accepted’, but you have not yet paid your invoice, please go to the ‘Invoices’ section of your Eventaly dashboard and find the invoice for the event you want to cancel. Then click on the red cross next to this invoice. It will then ask you if you’re sure you want to cancel this booking, click yes. The event organiser will then be notified that you have cancelled.
If you have already paid your invoice for this event, please reach out to the event organiser to ask them to process your refund and to cancel your place; this will be in line with any of their own published terms and conditions.