Open Forum

I have an upcoming event on zoom with a long waitlist and I was planning to share the video recording of the event afterwards with the waitlisted registrants but have come across an issue. While a majority of those on the waitlist get free tickets for the event, there are about 75 people on the waitlist who would usually pay if their registration was accepted. Usually people who have registered will receive a recording of the event afterwards but with our events becoming more popular, I'm coming across issues with the way we process registrations, payment and sharing of event recordings because of the waitlist. 

I'm not sure what is the best way of receiving payment from those 75 people on the waitlist so that we don't lose out on that revenue. The waitlist registration page did not include payment details so even if I increase the capacity and register those 75 people, we still won't be collecting that revenue. I could potentially make another registration page to collect their details but that may not be the most efficient way to do this. I'm open to suggestions. 

#Registration
#ManagingVirtualEvents

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Charlie Watkins
Events Support Officer
Royal Academy of DanceUnited Kingdom
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Hi Charlie,

To ensure you're still able to collect revenue from the 75 paid waitlisted individuals, you can create a separate registration page specifically for post-event access. This page would allow only those individuals to register, pay, and receive access to the event recording.

Here's how it works:

• Duplicate your existing event (or create a new one)

• Set up a paid admission item titled something like "Recording Access – $XX"

• Customize the site content to clarify this is not for live attendance, but only for accessing the recording

• Update the confirmation email to include or follow up with the video link

• Share the registration link directly with those on the waitlist

This method allows you to manage payment and access cleanly without modifying your original waitlist registrations.

Let me know if you'd like help setting this up or need a hand managing it in Cvent - happy to assist! 

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Amarnath Annamalai
Freelance Cvent Specialist
www.cvntexpert.com
info@cvntexpert.com
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Original Message:
Sent: 04-09-2025 11:02
From: Charlie Watkins
Subject: Collecting payment from waitlisted registrants

I have an upcoming event on zoom with a long waitlist and I was planning to share the video recording of the event afterwards with the waitlisted registrants but have come across an issue. While a majority of those on the waitlist get free tickets for the event, there are about 75 people on the waitlist who would usually pay if their registration was accepted. Usually people who have registered will receive a recording of the event afterwards but with our events becoming more popular, I'm coming across issues with the way we process registrations, payment and sharing of event recordings because of the waitlist. 

I'm not sure what is the best way of receiving payment from those 75 people on the waitlist so that we don't lose out on that revenue. The waitlist registration page did not include payment details so even if I increase the capacity and register those 75 people, we still won't be collecting that revenue. I could potentially make another registration page to collect their details but that may not be the most efficient way to do this. I'm open to suggestions. 

#Registration
#ManagingVirtualEvents

------------------------------
Charlie Watkins
Events Support Officer
Royal Academy of DanceUnited Kingdom
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