Creating A New Application
Hover over the Organize tab at the top of the homepage and select the event you wish to create applications for.
2. On your event dashboard, click the Artists, Vendors, & Exhibitors drop-down menu and select Applications at the top.
3. On the right-hand side, you will have two options: + New Application OR Create from Template.
If you choose to create from template, select the type of application you’d like to create from the drop-down menu.
If you do not see the application you would like to create, then proceed with the “+ New Application” option above.
4. You will need to fill out the general application information first before you can customize the application.
Cover Picture: Upload a cover picture to visually represent your event. Click "Click here to upload a cover picture" to add or replace the image. For best results, use the recommended image size of 1280px width by 960px height (4:3 aspect ratio).
Title: Name your application clearly to reflect its purpose.
Category: Select the appropriate category, such as “Arts and Crafts”.
Deadline: Set a final date for vendors to submit their applications.
Description: Provide key details about the event and what vendors need to know.
Terms & Conditions: Outline the rules and guidelines vendors must agree to.
Visibility: Decide if the application is public or private ( applicant can apply by link-only).
Payout Method: Choose how to receive payments, with Stripe recommended for faster payouts.
🚫 Danger / Error: Be sure to set your payout method to your connected Stripe account. If your payout method is set to Check or left blank, any payments processed for tickets, applications, etc. will be routed to manual payouts, meaning you won't receive your funds for 45-90 days. Review this guide to set up your payout method.
Editing Permissions: Specify if vendors can edit their application after approval, after submission, or no restrictions.
Sales Tax Rate: Enter the applicable sales tax rate for your event.
Primary Contact: Assign a primary contact person. By setting a primary contact, this means that when applicants click the "Contact Event Organizer" button on the application page (and throughout the application process), their messages will be sent to this contact.
Map: Link the application to an event map if applicable.
Vendors Can Select Their Booths: This setting only appears if you choose to connect the application to a specific booth map. If enabled, vendors will be able to select their own booths after their application has been approved.
Maximum Booths Allowed per Vendor: Decide the maximum amount of booths each vendor can select. This setting only appears if "Vendors Can Select Their Booths" is toggled on.
Approval Process: Choose whether you'll manually approve/reject all applicants, or set up auto-approval so applicants are automatically approved upon submission. For more details on setting this up, check out this guide.
Contracts: Choose whether contracts should be attached/generated immediately upon submission.
Select Contracts to Attach Upon Submission: If you've chosen to generate contracts upon submission, select which contract(s) should be attached here. Learn more about creating contracts here.
5. Once all the fields are completed to your liking, click the "Save" button at the top of your page.
Customizing Your Application
1. You can now add more information to your application. If you need to edit the general information you previously filled out, click the ✎ symbol at the top right.
Documentation templates, files, instructions & waivers
Scroll down to upload documents, files, instructions, and waivers pertaining to your event. It is best to include documentation that is important and should be reviewed by the applicant. Click the "+ New Upload" button to begin uploading your files.
Anything uploaded in this section will appear in the "Related Files" section of the application for applicants to review. Applicants will only be able to view and download these documents, they will not be able to sign or otherwise interact with them beyond reviewing the content.
If you want the applicant to sign a contract, be sure to enable the Contracts setting mentioned above instead.
Picture Uploads
Next, specify your photo requirements if you want applicants to upload pictures. Toggle the 'Allowed' or 'Not Allowed' option by clicking the ✎ icon to enable or restrict photo uploads.
Additional settings you can edit are:
Minimum Picture Requirement: Set the minimum number of pictures applicants must upload.
Maximum Picture Limit: Set the maximum number of pictures applicants can include.
Picture Instructions: Provide specific guidelines for applicants to follow.
Include Pictures in Jury: Decide if these pictures should be judged by jurors.
You can ask applicants to answer questions about their uploaded pictures. All questions are optional unless you toggle them as required, which will display a red asterisk.
Questions
Choose the questions to ask your applicants. Asterisked questions are mandatory and cannot be edited. Questions with a toggle can be switched between required and optional. Even when toggled off, these questions will remain visible but are not required to proceed to the next step.
Certificate of Insurance Collection
If you want to require applicants to submit a certificate of insurance for your event, toggle on Required for this setting. If left off, obtaining insurance will remain optional for applicants. If you require it, evCover will be enabled by default, allowing applicants to purchase insurance directly through the platform. You can also toggle on Additional Insureds if needed.
Toggle this on to add any additional insured parties that should be listed on the applicant's COI. Click + Add Another to include multiple parties.
evCover: Applicants will always see the option to purchase evCover insurance after submitting their application. If you require insurance, applicants can either purchase coverage through evCover or upload their own COI instead. Learn more here: Enable evCover
Toggle this on to add any additional insured parties that should be listed on the applicant's COI. Click + Add Another to include multiple parties.
Applicants will always see the option to purchase evCover insurance after submitting their application. If you require insurance, applicants can either purchase coverage through evCover or upload their own COI instead. Learn more here: Enable evCover
Custom Questions
You have the option to create custom questions that are not included in the pre-written questions. Click the +New Question button.
Fill out the following fields to create your question:
Question: Define the question you want to ask.
Answer Type: Choose the format for the response, such as Short Answer, Multiple Choice, Drop Down, Checkbox, Paragraph, File Attachment, Signature, or Numeric.
Answer Required: Determine if the applicant must answer this question.
Description: Provide any additional or relevant details for the question.
Show Question Only If An Answer Is Selected: Toggle this option to display the question only if a specific answer is selected for a preceding question.
Conditional Questions
1. To create conditional questions, click the +New Question button. you will need to first select an Answer Type of Multiple Choice, Checkbox, or Drop Down, this question will serve as the parent question. Enter in your answer choices.
2. You can also limit the number of applicants who can select a particular answer by clicking the three dots next to the answer choice and toggling Add Selection Limit.
3. Finish filling out the question editor and click Save to finalize the question.
4. Next, you will need to create another question that serves as the child question to the parent question, created in the steps above. Click on the +New Question button, select the answer type and fill in the answer choices as normal.
5. To make the child question conditional to the parent question, toggle the "Show Question Only If An Answer Is Selected" option. Select the question and answer that must be completed before the conditional (child) question appears. Click the "Save" button when done.
6. Once the conditional question is saved, it will display as a sub-question in the "Questions" section of your application dashboard.
7. Repeat the process above to make additional conditional questions as needed for each parent question you create.
8. During the application process, applicants selecting an answer to a conditional question will prompt additional questions to appear.
Tagging Applicants by Category
You can let visitors filter artist, vendors, and exhibitors on your public event page (list view and map) by tagging one of your application questions as a Category. To set this up:
1. Create a question on your application form with the options you want visitors to filter by (e.g., "What type of sushi?" with options like Tempura and Regular).
2. Click tag as category below the question.
Once tagged, whatever option an applicant selects becomes their category tag. When they're approved and the display setting is turned on (in the event's settings, under the option to show vendors on the main event page), they'll show up filterable by that category in both the vendor list and the map view.
⚠️ Heads Up: Approving a vendor doesn't automatically display them by category, the visibility setting must be turned on separately in your event settings, and the question must be tagged as shown above.
Booth & Space Prices
If you connect a map when filling out the general application information above, it will be displayed in the Booth & Space Prices section. Clicking on the Booth Prices button will open the map editor. In the map editor, you can edit your booths, set prices, and more. You can learn more about map creation through this master guide.
Additional Prices
In this section, you can create prices for additional things like special booths, electricity, use of a tent, and etc. Click on the + New Price button.
2. When creating an additional price, you will have the option to fill out the following fields:
Category: Slect the category of the price (Booth or Space, Rental, Fixed Fee, or Other)
Type: Choose the space type (Single Booth, Double Booth, Deep Booth Space, or Other)
Title: Choose a descriptive title for the price or fee.
Amount: Enter the fee amount that you would like to charge the applicant for this fee type.
Refundable: Specify if the fee is refundable for the applicant. You will be able to refund the charge as an admin, but this will notify the applicant that the fee is eligible to be refunded.
Quantity Available: Select the available quantity for booth/space or rental. This field won't appear for fixed fees.
Maximum Quantity Allowed: Set the maximum number of slots the applicant can select.
Charge Process: Select how the price will be charged (Upon Submission, Immediately after Approval, Scheduled Date After Approval, or Manually)
Fees: Choose whether to pass, absorb, or split the processing fees with the applicant.
Event Series (Optional): Select the event series this price item pertains to, if applicable. You can select multiple event series as well. Learn more about recurring events here.
Payment Plans: Allow your applicant the option to pay the price in split payments by toggling on 'Installments'. To learn more about setting up payment plans, read this guide.
Time Restriction: Specify if the fee will have a deadline, ideal for early bird pricing.
Description: Provide details about the price or fee visible to the applicant when applying for the event.
3. Click the "Save" button when done.
Custom Messages
1. Create custom messages that send out automatically for submitted, approved, rejected and waitlisted applicants. Click the pencil icon to enter in your custom message.
Jury Set Up
1. Create jury questions to be judged by jurors upon submission of the application. Click + New Jury Question to add a jury question. You have the option to fill out the following fields:
Question: Define what you want the juror to assess.
Question Type: Choose if the juror should give a rating, vote (yes/no), or write a paragraph.
Visible to Applicant After Decision: Decide if the applicant can see the juror's response post-decision.
Minimum Score: Set the lowest possible score for the question.
Maximum Score: Set the highest possible score for the question.
Weight: Assign importance to the question relative to others.
2. Click the "Save" button when done. Click here to learn more about using the jury feature.
Making Your Application Live
Once all settings have been configured and any customizations are complete, scroll back to the top of the application and be sure to toggle it to Live.
You'll also want to double-check that your Visibility setting is configured correctly:
Live + Private: Only those with the direct link to the application will be able to access and apply, it will not be publicly listed.
Live + Public: Anyone can access the application and begin applying, and it will be displayed publicly on your event page.
Application Options and Statistics
Back on the "Applications" page, you can view some basic statistics pertaining to your application right underneath the title: visibility, deadline, price, publish status, and how many applicants were approved, rejected, etc. and the description.
Underneath the statistics section, there are four options: preview, copy, share and remove.
Preview
View the application exactly as applicants will see it.
Copy
Duplicate this application, either to the same event or a different one. Update the New Title (be sure to change it so it's distinguishable from the original), select the Destination Event, and choose which items to carry over, Uploads, Picture Uploads, Questions, Prices, Message Templates, and Jury Setup are all included by default, but can be unchecked individually if you don't want them copied. Click Create Copy to finish.
Share
Get a shareable link to send the application directly to potential applicants.
Remove
Delete this application from your event.
Share & Embed
Click the Share & Embed button at the top-right corner to:
Share: Opens a Share & Embed window where you can share the application link directly via WhatsApp, Messenger, Facebook, or X, or copy the direct link to share manually.
Embed: Switch to the Embed tab to generate an embed code you can add to your own website, allowing the application to display directly on your site. You can select which application(s) to include and customize the embed before copying the code with Copy Embed Code.
