How to Apply for Event Trade Stands
How to Apply for a Trade Stand
Before you start:
Make sure cookies are enabled on your device - we will prompt you when you enter our website. This allows Event Owl to communicate with your device, save your details, and automatically pre-fill most of the application form for you.
Please note - Event Owl is not the organiser of the events listed. Each organiser requests different questions to be answered and offers different types of trade stalls. The layout of the forms is standard, however, to make it easier for you to complete them using your saved information. If in doubt, use the pink 'Contact the organiser' button to contact them on their event page. Tech issues -reach out to us via our form under the information tab.
1. Sign in or Register
Your details will be stored in your own profile. When using the platform, we will use your saved details and documents to automatically pre-fill most of the application form fields, or start saving your new answers and details for future applications.
2. Choose the Event
Browse the listings and select the event you want to apply for.
3. Complete the Booking Section (Pale Yellow Box)
Tell the organiser what type of stand you need and add any extras.
The system asks you to input numbers or tick a box. Click on the package to reveal more information if the organiser has provided any.
If the organiser requires an additional form to be completed, download it to your device, fill it in, save it on your device, and upload it later in the relevant Documents section.
4. Click “Book Items and Apply Now”
If you’re not registered or signed in, you’ll be prompted to do so before continuing.
5. The Application Form
If you’ve used Event Owl before or completed your Exhibitor Profile, your saved details and documents will appear automatically.
Each event is different, so you may still need to answer extra questions or upload additional documents.
Fields marked with a * must be completed.
Use simple documents such as Word, PDF, Excel, or small files for images as PNG, JPEG. We advise what we can accept. Large and old files clog up our data storage, so make sure to delete old files regularly.
Do upload an image or three of your stall. Organisers will check the products you sell on your website or social media account, so please do not upload zillions of images of every single product!
If you have problems, check:
- Your insurance details are entered correctly - the date field may behave differently on different devices, depending on your VPN location. Try using month/day/year if the UK format isn't working, or change it on another mobile device. Our insurance reminder uses this date.
- Your Risk Assessment and Public Liability Insurance documents are uploaded in the right place and format
- All required fields are filled in
6. Go to Your Basket
Each event you start will stay in your basket until you’re ready to apply.
If the form says Edit Form - you have correctly completed your application form (however, the system cannot determine what your documents contain, so please check you've uploaded the required documents in the correct area)
If the form says "Form Incomplete," click this link to return to the application form and check that each field (in particular*) is completed, that documents are uploaded in the correct areas, and that the correct format is used (e.g., for a website, it should be the full address https://www.eventowl.co.uk). A trouble-shooter section is at the top of the basket page.
Do check that what you have ordered is correct. Adjust as required using the number boxes, or delete extra lines using the X in a circle. Enter any promotional codes or select the deposit scheme if these are presented by the organiser.
When you’re ready, select the event and click Apply.
Some organisers offer a deposit option — if available, it will be shown.
7. Enter Your Payment Details
A secure Stripe pop‑up will appear.
Only a payment intent is created at this stage. Payment will only be taken if you are approved, which could be the same day or a few weeks later; if your application is declined, your details will be deleted.
Follow the checkout steps until you see a green tick and are returned to Event Owl.
Your card details are stored securely and only charged if the organiser accepts your application.
If your application is declined, your card details are deleted.
Please ensure you have enough funds available until the organiser makes their decision.
8. After You Apply
You’ll receive an email from us confirming your application has been sent to the organiser, along with a copy of their terms and conditions.
You can track your application status under My Applications.
When the organiser approves or declines your application, you’ll receive another email with the next steps. Approval times vary depending on the organiser.
Your sales receipt is stored separately but can also be found under My Applications.
You can edit the application form - but you cannot edit the order once it's sent.
Product Safety Reminder
Before applying, please ensure your products meet current UK and EU regulations. Your local Trading Standards team can advise — one quick call can save you a lot of trouble later.
Disclaimer
Event Owl relies on organisers to provide accurate event information. We check details with organisers when they set up their event, but we recommend reading their terms and conditions before applying and undertaking your own checks on the organiser and their event (s). Their terms and conditions will be included in the application form, and a copy will be sent to you with your application acknowledgement.
If an issue arises due to organiser‑provided information, you must contact the organiser directly. Event Owl can only assist with issues related to our system, not how an event is run or advertised.
If you want, I can also create a shorter “quick version” for confident users, or a friendlier version for craft/market traders who get overwhelmed by admin.