One link per event
Make a "Summer market 2026" link and a "Christmas fair" link. Each has its own questions, its own documents and its own public link, carrying your logo and colours on your own subdomain.
For markets, fairs & festival organisers
Collect stallholder applications and insurance certificates before the event, not on the morning.
Two hundred traders, two hundred insurance certificates, and half of them arrive the week of the event. Intaky gives each event one stallholder application link, with the insurance, food safety certificate and booth requirements in the same place and reminders that go out on their own.
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What documents do event organisers need from stallholders?
Every stallholder should send a public liability insurance certificate that covers the event dates. Anyone selling food and drink should also send a food safety certificate, and most organisers ask for photos of the products and stall setup; registered businesses can add their business registration. Alongside the documents, the application asks for:
- the stall or trading name, product category, what they will sell or exhibit, and their website or social media;
- a phone number to reach them on the event day;
- booth size, whether they need electricity or water, and any special requirements;
- for a business, the number of staff on the stall;
- a declaration that everything is accurate and that they accept your terms of trading, including health, safety and hygiene rules on site.
Intaky’s stallholder template asks for exactly these. For the wider process, see how to collect documents from clients.
Why stallholder admin piles up before an event
- Insurance certificates arrive the week of the event, and some of them are for last year’s dates.
- A trader mentions they need power after the site plan has been drawn.
- Applications come through a web form and the attachments by email, and someone matches them up by hand.
- A food trader’s certificate is found to be missing on the morning of the market.
The job is putting on a good event. The admin is holding the thread between what you asked for, what has arrived and which traders still owe something — and Intaky is built to hold that thread instead of you.
The stallholder application template
A starter pack for fairs, markets and exhibitions, taking sole traders as individuals and businesses as companies. Each document sits next to the questions it evidences, and nobody is asked again for the name and email they gave when they signed up. Both sides end with declarations. Everything below can be renamed, removed or added to in the form builder, so a weekly market and a Christmas fair can be two different links from the same workspace.
Sole trader — questions
- Stall detailsStall or trading name, phone for the event day, product category, what they will sell or exhibit, website or social media. Documents: public liability insurance, food safety certificate, product and stall photos
- Booth requirementsBooth size, electricity, water supply, special requirements
- DeclarationsInformation and documents are accurate; agreement to the event’s terms of trading, including health, safety and hygiene rules on site
Sole trader — documents
- ✓ Public liability insurance Required · covering the event dates
- ✓ Food safety certificate If selling food & drink
- ✓ Product / stall photos Optional · several files
Business — questions
- Stall detailsStall or trading name, business registration number, product category, what they will sell or exhibit, website or social media. Documents: public liability insurance, food safety certificate, product and stall photos, business registration
- Booth requirementsBooth size, electricity, water supply, special requirements, number of staff on the stall, on-site contact phone
- DeclarationsInformation and documents are accurate; agreement to the terms of trading and on-site rules
Business — documents
- ✓ Public liability insurance Required · covering the event dates
- ✓ Food safety certificate If selling food & drink
- ✓ Product / stall photos Optional · several files
- ✓ Business registration If registered
The business side is filled in by the person managing the application, and there is no separate section per staff member: staff numbers and the on-site phone are asked once. Accepts PDF, Word, Excel and photos up to 10 MB each, and the photos request allows several files, so a trader’s whole range is one item.
How it runs for an organiser
A deadline before the site plan
Give the link a due date well ahead of the event and a reminder interval. Intaky emails traders who have not finished every few days, only during working hours in your timezone, and stops after six nudges.
Accept, or send one item back
When a certificate is for last year, reject that one item with a note; everything already accepted stays locked. Export the approved applications as PDFs for the event file, or let a signed webhook send them to your own systems.
Questions about stallholder applications
What documents should I ask stallholders for?
A public liability insurance certificate that covers the event dates, a food safety certificate from anyone selling food and drink, photos of what they sell and how their stall is set up, and a business registration where the trader is registered. Intaky's stallholder template asks for all of these, and you can rename, remove or add to any of them.
How do I collect public liability insurance from market traders before the event?
Send one application link with a due date well before the event. Each trader uploads the certificate against their stall details, and Intaky reminds anyone who has not finished every few days, only during working hours in your timezone, stopping after six reminders.
Can food traders and craft stallholders use the same application?
Yes. Every applicant picks a product category, and the food safety certificate is an optional item, so craft and fashion traders skip it. When you review a food trader's application you check that the certificate is there before you accept it.
Can sole traders and businesses both apply?
Yes. A sole trader applies as an individual, with their own phone number for the event day. A business applies with its registration number, the number of staff on the stall and an on-site contact phone. Both give booth size, power, water and any special requirements.
What happens when a trader uploads last year's insurance certificate?
You reject that one item with a note asking for a certificate that covers this event. The trader sees the note and replaces only that item; everything you have already accepted stays locked.
Can returning traders apply to our next market?
Yes. Give each event its own link. A returning trader signs in with the same email and applies to the new event as a separate application, and you keep their earlier applications on file.
Does Intaky take stall fees or allocate pitches?
No. Intaky collects the application, documents and requirements, and you accept or decline it; pitch allocation and payment happen in your own tools. A signed webhook can send an approved application to your own systems, and each case exports as a PDF.
Does Intaky check that a trader's insurance or food safety certificate is valid?
No. Intaky collects the documents and the trader's declaration that they are accurate; your team reads the certificate and checks the dates and cover before accepting it.
Other industries: all industries · KYC & vendor onboarding · membership associations · volunteer organisations
Try it on your next market.
Build the application once. If the certificates are in before the site plan, use it for every event after.
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