When organizing events, one of the challenges that organizers encounter is the restriction on the number of on-site participants. Different countries have varying regulations regarding the maximum capacity allowed in specific venues.
To assist you in managing on-site attendance effectively, we provide the option to establish a precise limit on the number of participants for the event. Additionally, you can set individual limits for specific sessions, accommodating different participant capacities based on their locations.
How can I limit the on-site attendance for the entire event?
Navigate to the Configuration section. Within the Registration Settings, locate the Attendance Type Settings where you will find the field labeled On-site Spots Limit.
First, click the toggle switch to enable Attendance types.
Next, in the On-site spots limit field, you can establish the maximum number of on-site participants for the event by entering your preferred number directly into the field or by using the plus (+) and the minus (-) icons to adjust the limit as needed.
Note: The on-site spots limit indicates the highest number of participants permitted to attend the event in-person.
Once the limit is established, participants will see this information reflected in the registration form.
What happens when the limit of on-site spots is reached?
Once the limit of validated on-site participants is reached, new participants are not able to register on-site anymore. Also, any existing remote participants will not be able to change their attendance type to on-site.
Note: It is essential for the event organizer to promptly validate participants to minimize the number of rejections for on-site attendance.
When the limit is approached (>90%) or if it has been exceeded, you will see a notification above the Participants list in the Admin tool. However, you always have the option to adjust the on-site spots limit in the Admin tool as needed.
Once the limit for on-site spots has been reached, participants will no longer be able to register for in-person attendance, as the option for on-site registration will be disabled. In this case, a message stating No remaining spots left will be shown in the attendance type selection step.
Note: The overall limit for on-site attendance at the event is separate from the individual participant limit you can set for each session.
If you didn't find an answer to your questions, please get in touch with the Support Team here.