Organiser: create and run an event

This guide is for you if you are running an event: a fair, a market, a popup, or a food event. You create the event, decide who gets a stall, and control the page visitors land on.

If your business is instead taking part with a stall, you want Events and stand sales instead. The two roles are separate on purpose: the organiser owns the event and the stall names, the exhibitor owns their own menu and prices.

Before you start

• Your account needs organiser access. Finta.no grants it, and it arrives as an invitation link you open while signed in.
• Without it, the organiser pages show an access message rather than an empty screen.

What you will learn

• Creating an event and getting it ready for review
• The difference between the two QR codes, and why only one belongs on a poster
• Three ways to build the stall roster
• Placing stalls on a map or a floor plan
• Removing a stall, and what happens to it afterwards
• Reading visitor numbers and billing

The whole organiser flow

1. Create the event as a draft.
2. Upload a cover image, write the description, and add contact details.
3. Build the roster: add stalls yourself, invite by email, or share the self-join QR.
4. Submit the event for review.
5. After publishing: place stalls on the map and share the public link.
6. During and after: follow visitor numbers and billing.

Create the event

Pick a type — fair, food event, market, popup, or expo — and fill in the name, dates, and location.

The event stays a draft until you submit it. You can only edit the details while the event is a draft or has been rejected; once published they are locked. So it is worth reading through the dates and location before submitting.

A draft you decide not to use can be deleted. A published event cannot.

Get the event ready

The event page shows a checklist of what is still missing. Two items block submission:

The last two are recommendations, not gates. Requiring stalls would be a deadlock: registration is opened in order to get them.

Submit for review

Once the cover image is in place, you send the event to Finta.no for review. The statuses mean:

Build the stall roster

You have three ways, and each solves a different situation.

Add the stall yourself. For an exhibitor not yet on Finta.no. You create the stall with a name and it appears on the event page immediately. The exhibitor can take it over later.

Invite by email. You send an invitation with a stall name and a message. The exhibitor opens the link, signs in, and picks which business is taking part. The stall becomes theirs.

Share the self-join QR. The exhibitor scans it, signs in, and requests a stall. The request lands with you, and the stall does not go public until you approve it.

The two QR codes are not the same

This is the most important point on the page.

An event has two QR codes, and they serve opposite purposes:

• The public QR code sends visitors to the event page. It is made for posters, programmes, and social media. Share it freely.
• The self-join QR code lets whoever scans it request a stall. It carries a secret. Put it on a poster by the entrance and any passer-by can register a stall at your event.

Give the self-join code only to exhibitors you actually want — by email, in a closed exhibitor letter, or shown at the desk.

The code is shown once only. Finta.no does not store it in readable form, so if you leave the page without copying or printing it, it is gone. The only way back is to generate a new one — and that invalidates every code already handed out.

Place stalls on the map

An event has three map modes:

• Geographic map — each stall gets real coordinates. Suits a market spread across a square or a street.
• Floor plan — you upload a plan drawing and drop a point per stall. Suits indoors, in an exhibition hall.
• No map — the map is hidden entirely. Suits a small event where placement does not matter.

Choose the mode first; the first two are mutually exclusive.

The event page

Under the event page tab you control what visitors see: the description, the image gallery, and the contact details.

The cover image lives here too, and can be changed even after publication — it is the only one of the approved fields that can. This is also where you find the public link and the QR code for the page. To check how the event looks from outside, open the link — it is exactly the page a visitor gets.

Stall names and placement are yours

The stall name belongs to the organiser, not to the exhibitor. It is the name that appears on the map and in the participant list, so it has to match the floor plan and the printed programme. An exhibitor who wants it changed has to ask you.

The exhibitor, in turn, owns the stall description, the menu, and the prices. You do not edit those.

Removing a stall

A removed stall disappears from the event page immediately, but it is not deleted straight away. It is kept for 30 days, so a stall removed by mistake can be restored without losing anything.

A stall that has received orders is never deleted automatically. Order history is accounting, and it stays.

Visitor numbers

Event analytics show page visits and participation.

They do not show an individual exhibitor’s revenue. That is deliberate: what a stall sold is the exhibitor’s figure, not the organiser’s.

Billing

The billing page shows what you as organiser owe Finta.no in stall fees, grouped by event, with outstanding and invoiced amounts per stall.

Exhibitor revenue is not shown here either, for the same reason as above.

Common problems

The organiser pages say I have no access. The account does not have organiser access yet, or you are signed in with a different account than the invitation was for.

I cannot submit the event for review. The cover image is missing. It is the only blocking item.

I can no longer edit the dates. The event is published. Details can only be changed while it is a draft or rejected. The cover is the exception: it sits under the event page tab and can be swapped at any time.

A stall I do not recognise has appeared as a request. The self-join QR has got out. Reject the request and generate a new code — the old one stops working.

An exhibitor says the stall name is wrong. The name is yours to change, in the participant list.

A stall was removed by mistake. Add it back within 30 days.

Next steps

Read Events and stand sales for the exhibitor’s side of the same event, and Reviews and support if you need help.

Flowchart

flowchart TD
  accTitle: The organiser's flow from draft to finished event
  accDescr: The flow shows creating the event, the checklist before submission, review by Finta.no, the three ways to build the stall roster, and operations after publishing.
  A["Create the event<br/>as a draft"] --> B["Upload cover image,<br/>description and contact details"]
  B --> C{"Cover image in place?"}
  C -- "No" --> B
  C -- "Yes" --> D["Submit for review"]
  D --> E{"Does Finta.no approve?"}
  E -- "No" --> F["Rejected:<br/>edit and submit again"]
  F --> D
  E -- "Yes" --> G["Published"]
  G --> H{"How do stalls join?"}
  H -- "Exhibitor not on Finta.no" --> I["Add the stall yourself"]
  H -- "Known email address" --> J["Send an invitation"]
  H -- "Self-join QR" --> K["Exhibitor requests a stall"]
  K --> L{"Do you approve?"}
  L -- "No" --> M["The stall stays private"]
  L -- "Yes" --> N["The stall is public"]
  I --> N
  J --> N
  N --> O["Place the stall on a map<br/>or floor plan"]
  O --> P["Share the public link<br/>and QR code"]
  P --> Q["Follow visitor numbers<br/>and billing"]