Events & Remote Locations
Taking card payments at an event is often a connectivity problem before it is a payment-provider problem.
Festivals, markets, agricultural shows, pop-ups and remote venues can involve unreliable Wi-Fi, weak mobile coverage, temporary power, sudden peaks in transaction volume and payment systems selected by the event organiser.
Key Takeaways
Taking payments at events and remote locations
- Many larger festivals and organised events require traders to use the organiser's chosen EPOS or payment system.
- Where you can choose your own setup, do not rely on venue Wi-Fi alone.
- Mobile-data terminals with built-in SIM connectivity can be useful, but they still depend on usable network coverage.
- Some payment systems support an offline mode, but supported hardware, transaction types and reconnection requirements vary.
- An offline payment is not necessarily guaranteed: a transaction may later fail or be declined when connectivity is restored.
- High-volume events should plan terminal numbers, power, connectivity, queues, settlement and backup procedures before the event begins.
Need payments for events or remote locations?
Tell us where you trade, expected payment volumes, connectivity concerns and whether you need terminals, EPOS or integration with an existing payment setup.
Why are event payments different?
A normal shop, restaurant or office usually operates from the same location every day and can build its payment setup around known broadband, Wi-Fi, power and mobile coverage.
Events can be very different.
A business may suddenly need to process payments:
- in a field;
- inside a temporary marquee;
- at a market stall;
- from a food truck;
- at an agricultural show;
- at an outdoor sporting event;
- inside a temporary bar;
- at a pop-up shop; or
- across several temporary trading points.
At the same time, large numbers of customers may attempt to pay during very short periods.
That combination makes connectivity, terminal capacity and contingency planning particularly important.
What if the festival chooses the payment system?
At many larger festivals and organised events, individual traders do not get complete freedom to choose their own EPOS or payment provider.
The organiser may require all bars, food traders or concession operators to use a central payment environment.
This can help the organiser create consistent:
- EPOS reporting;
- cashless operation;
- transaction reporting;
- venue-wide connectivity;
- sales monitoring;
- refund processes; and
- settlement arrangements.
In this situation, the relevant questions are not necessarily “Which processor should I choose?”
Instead, a trader should establish:
- which payment system the organiser requires;
- whether use of the system is mandatory;
- what transaction fees apply;
- whether equipment is supplied;
- whether equipment hire or deposits apply;
- how connectivity is provided;
- what happens if a terminal fails;
- when funds are settled;
- how refunds are handled;
- what sales reporting is available; and
- how disputes are managed after the event.
Trading at a Festival?
Check the organiser's payment rules before arranging your own terminal
Do not assume you can simply arrive with your normal card machine. Establish whether the organiser requires traders to use a particular EPOS, terminal or cashless-payment system before arranging separate merchant services for the event.
How can you take card payments where there is no Wi-Fi?
Wi-Fi is only one way for a card terminal to communicate with a payment provider.
Depending on the equipment and provider, event payments may use:
- mobile data through a built-in SIM;
- a smartphone's mobile-data connection;
- event-provided Wi-Fi;
- a dedicated router;
- Ethernet at a fixed event location; or
- an offline-payment function where supported.
Some standalone mobile terminals include both Wi-Fi and mobile-data connectivity, which can reduce reliance on a single connection type.
However, a SIM-enabled card machine still needs usable mobile coverage. A terminal cannot create a mobile signal where none exists.
What if there is no mobile signal either?
This is where event-payment planning becomes more difficult.
If a site has neither reliable Wi-Fi nor usable mobile coverage, businesses should establish what infrastructure will be available before relying on card payments.
Options may include:
- connectivity supplied by the event organiser;
- a dedicated event network;
- fixed broadband or Ethernet where infrastructure exists;
- specialist temporary connectivity;
- an offline-capable payment setup; or
- a combination of primary and backup connections.
The appropriate option depends on the site, expected transaction volumes, number of payment points and the payment technology being used.
Important
Offline card payments are not the same as guaranteed authorisation
Some payment systems can temporarily accept supported transactions while the device is disconnected and submit them when connectivity returns.
Because the transaction may not have been fully authorised in real time, the merchant can carry additional risk if the payment later expires, fails or is declined. Offline capabilities, time limits and supported payment methods vary between providers and devices.
How do offline card payments work?
An offline-payment feature can allow a supported terminal or POS system to record eligible transactions temporarily when the normal connection is unavailable.
When the device reconnects, the stored transactions are submitted for processing.
Businesses should check:
- whether offline payments are supported at all;
- which terminals or devices support them;
- which transaction types work offline;
- whether transaction limits apply;
- how long transactions can remain pending;
- when the device must reconnect;
- who carries the risk of a later decline; and
- how staff can identify pending transactions.
Offline mode should be treated as a contingency feature rather than automatically assuming it can replace reliable event connectivity.
Can contactless payments work offline?
The answer depends on the payment provider, terminal, card type and offline-payment implementation.
Businesses should not assume that every contactless card, digital wallet or Tap to Pay transaction will work without connectivity.
Offline functionality can differ significantly by device and payment type, so the exact supported payment methods should be confirmed before an event.
Can Tap to Pay solve poor event connectivity?
Not automatically.
Tap to Pay allows a compatible smartphone to be used as a payment acceptance device, potentially removing the need for a separate traditional card terminal.
That can be very useful for:
- market traders;
- mobile businesses;
- pop-ups;
- queue-busting;
- temporary sales points; and
- additional staff taking payments.
But Tap to Pay should not automatically be treated as a solution to a complete lack of connectivity.
The payment app, provider and device still determine what connection is required and whether any offline functionality is available.
Mobile card machines for events
A mobile card machine with its own SIM can be useful where a business cannot rely on venue Wi-Fi.
This type of terminal may connect using mobile data and, depending on the device, may also support Wi-Fi.
When comparing terminals for event use, consider:
- mobile-network connectivity;
- whether more than one network is available;
- Wi-Fi support;
- battery life;
- charging speed;
- offline capability;
- contactless payments;
- digital wallets;
- receipt options;
- durability; and
- how quickly another terminal can be deployed if one fails.
For more information, visit our Card Machines UK hub .
Plan for more than one connection
Where card payments are commercially important, relying on one connection creates an obvious point of failure.
Depending on the event and provider, businesses may consider:
- mobile data as the main connection and Wi-Fi as backup;
- Wi-Fi as the main connection and mobile data as backup;
- terminals that support more than one connectivity route;
- more than one mobile network;
- separate payment devices where permitted; and
- offline functionality as an additional contingency.
Read our Card Machine Connectivity, Outages & Backup Payment Options guide for wider resilience planning.
Power and battery planning at outdoor events
Connectivity is only part of the problem.
A terminal with excellent mobile coverage is still useless if its battery runs out halfway through the trading day.
Businesses should consider:
- expected trading hours;
- terminal battery life;
- charging points;
- portable power banks where appropriate;
- spare devices;
- charging overnight at multi-day events; and
- how phones or tablets used for EPOS will also remain powered.
How many card machines do you need for an event?
The answer should be based on peak transaction demand rather than the average number of sales over the whole day.
A bar might process relatively little during the afternoon and then receive hundreds of customers immediately before a headline act.
Businesses should consider:
- expected customer numbers;
- average transaction time;
- peak trading periods;
- number of tills or serving points;
- whether staff take orders and payments separately;
- queue layout;
- terminal failure; and
- spare capacity.
One terminal may technically be capable of processing the day's turnover, but that does not mean it can process customers quickly enough during the busiest twenty minutes.
EPOS systems at festivals and events
Larger event environments may need much more than standalone card machines.
An event EPOS setup may include:
- multiple tills;
- mobile ordering devices;
- integrated terminals;
- stock or product management;
- central pricing;
- staff permissions;
- venue-wide reporting;
- several bars or concessions;
- refund controls; and
- real-time sales reporting where connectivity permits.
Visit our EPOS & POS Systems UK hub for wider information about EPOS and payment integration.
MAS Specialism
Events can become complex when payments need to connect with wider systems
Event organisers, hospitality groups and larger operators may need payment terminals to connect with EPOS, ticketing, booking, CRM, reporting or other operational software.
MAS helps businesses understand these payment and integration requirements before comparing providers. Read our Integrated Payments Solutions guide for more information.
Markets, pop-ups and mobile traders
Smaller events can give traders more freedom to use their own payment setup.
This can apply to:
- Christmas markets;
- farmers' markets;
- craft fairs;
- food markets;
- trade exhibitions;
- temporary shops;
- mobile catering;
- food trucks;
- county and agricultural shows; and
- independent outdoor events.
In these environments, flexibility may matter more than a sophisticated fixed EPOS system.
A business may prioritise:
- no long hardware installation;
- mobile-data connectivity;
- simple pricing;
- portable equipment;
- quick setup at a temporary location; and
- the ability to use the same payment arrangement elsewhere.
Event organisers: think about the whole payment environment
Event organisers have a different challenge from individual traders.
They may need to provide or coordinate payments across:
- bars;
- food concessions;
- merchandise;
- ticketing;
- VIP areas;
- parking;
- temporary retail;
- multiple operators; and
- several physical locations across the site.
This creates questions around:
- who is the merchant of record for each sale;
- Merchant ID structure;
- settlement;
- reporting;
- EPOS;
- connectivity;
- refunds;
- reconciliation;
- provider support; and
- fallback procedures.
What happens to refunds after the event?
Refunds can be overlooked when planning temporary payment arrangements.
Businesses should establish:
- who can issue refunds;
- whether the physical terminal is required;
- whether refunds can be managed through an online portal;
- how long the merchant account remains accessible;
- how refunds appear in event reporting;
- what happens if the event uses a central payment system; and
- who handles customer enquiries after the site has closed.
Event payment settlement
Traders should also establish when event takings will reach their bank account.
Settlement may be affected by:
- the payment provider;
- the organiser's payment arrangement;
- weekends and bank holidays;
- risk controls;
- reserves;
- processing structure; and
- whether the organiser settles traders separately.
Do not assume that event sales will necessarily reach the bank account the morning after the event.
What should you compare when choosing an event payment provider?
Connectivity
Which connection methods does the terminal support and what coverage is available at the venue?
Offline capability
Can supported transactions be accepted temporarily without connectivity, and what risk does the merchant carry?
Hardware
How many terminals are required and what happens if one fails?
Battery and power
Can equipment operate for the full trading period?
Transaction capacity
Can the setup cope with short periods of very high demand?
EPOS
Do terminals need to integrate with tills, stock or an event-wide system?
Settlement
When will card takings reach the business bank account?
Contracts
Does the business need the payment arrangement only for events, or will the same setup be used throughout the year?
Support
What support is available if payment acceptance stops during the event?
Planning payments for a remote or temporary location?
Tell us about the site, expected transaction volumes, connectivity and systems your payment provider needs to support.
How Merchant Advice Service helps
Merchant Advice Service helps businesses understand their payment requirements before comparing providers.
For events and remote locations, this can include:
- card terminals;
- mobile connectivity;
- offline-payment requirements;
- merchant accounts;
- EPOS;
- multiple payment points;
- settlement;
- temporary and mobile trading;
- existing payment infrastructure;
- software integrations; and
- backup payment arrangements.
MAS does not supply event connectivity or operate festival-wide payment systems. Our role is to help businesses understand the payment requirement and explore providers that may fit the technical and commercial setup.
Related payment guides
Event & Remote Payments
Find a payment setup that works where you trade
Tell us where you take payments, expected transaction volumes, connectivity concerns and any EPOS or integration requirements. We can help you explore providers that may fit the setup.
✓ Events & remote locations ✓ Connectivity & backup planning ✓ Card machines & EPOS ✓ Independent UK payment advice
Editorial & Commercial Disclosure
Merchant Advice Service provides independent payment information and provider-matching services.
MAS may receive commission or a referral fee from some payment providers where a business proceeds following an introduction. This does not determine the factual information or provider-selection principles included in this guide.
Offline-payment functionality, connectivity, supported payment types, transaction limits and upload requirements vary by payment provider and device. Businesses should confirm the exact functionality of their proposed setup before relying on it at an event or remote location.
Event organisers may also impose their own payment, EPOS and connectivity requirements. Traders should confirm these directly with the organiser before arranging separate payment services.
Merchant Advice Service does not provide telecommunications infrastructure, event Wi-Fi or festival-wide payment systems and does not guarantee connectivity, provider acceptance, technical compatibility or uninterrupted payment processing.
