Yes, that's right - we're literally still cleaning up after the 2025 events, and already onto 2026!

This is the earliest we've ever started to gather stall holders, as I normally start pestering people in January of each year, but the difference this time is that we're taking all of our bookings for the stalls online.

Previously, we'd put PDF versions of our forms onto our website and direct people there to download and complete them, before sending them back.

PDFs are great, and we've even been making them 'editable', meaning that a stall holder can complete the form on-screen and email it back... although this doesn't always work. At least one quarter of all forms for a year are received as blank, meaning I have to go back again to clarify with the stall holder. Sometimes it ends in them printing the form, filling it our by hand but then either posting it to me (hello 2003!) or taking a photo on their phone and emailing it back. Either way, lots of faff. And yes, this could be on the stall holder's part, but there's too many to be an accident.

Starting in 2025, the stall holder forms are all online - this means that a stall holder simply logs onto our website, clicks a few buttons and adds a few details, and we're done.

Not to get geeky too much here, but this is where the magic starts, as we're notified of a new form, which we can review immediately and accept right away. Once accepted, the stall holder gets an email notification, but can always log onto the website at any point to see the status of their application.

But it gets better! From there, we can track payments for stalls ahead of time, and have all payments made directly into the Carnival bank account, and show our Treasurer uptodate info at all stages!

AND... our team can then use this info for the front gate, to welcome our stall holders on the day, tell them immediately which pitch number they're on and check-them-in, so we can track attendance.

Ok, maybe a little over-excited on the geek-front, but you can see why this makes a huge difference to us, despite the occasional gremlin in the systems!

What it does mean, though, is that we have now started to show a running list of the stall holders that are coming for all to see. This is available on the Sports Afternoon page, and is automatically updated once a stall is approved.

Hopefully, this is a little insight into the background processes that affect just one part of the Carnival organisation. We're already working on moving all paper forms to be in the 21st Century, so hang-tight and we'll keep you posted on our progress!