Open Forum

Hello friends,
I am currently working on an event which will include multiple sessions that will take place a few evenings per week over the space of a month.  I need to set it up so that 'general admission' folks are only able to sign up for one session, but our 'staff/presenters' are able to sign up for as many sessions as they are available to attend.  I also need this to be part of the registration process. 

It is important that I am able to maintain an accurate count for these sessions as much as possible, as we have concerns about hitting venue capacities.  I've played around a bit with registration types and admission items, but I am not finding a way to make this work.  So far the only thing I have found to limit session selection is Session Groups... but then that doesn't work for our staff/presenters who need to be able to select more than one. 

Does anyone have any thoughts on the best way to accomplish this?

#Registration

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Lindsey Brogdon
Program Assistant III
TAESE Department of Utah State University
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I am sure there is a better way but the first thing that comes to mind is an advanced rule. You can enable the rule based on admission item and/or reg type.
I like to use advanced rules as a last resort.

Ideally you would probably want to use a session group so people can only select one session, but that won't solve the issue allowing staff to register for multiple sessions.

Is everyone registering using the same admission item and are you using multiple reg types?

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Steven Schlossman
Jack of all trades. Master of none.
BMW Car Club of America
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This worked for me!  Thanks so much, Steven.  I have decided to have multiple reg types, and with the advanced rule I have been able to limit the session sign-up.  I appreciate the help.

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Lindsey Brogdon
Program Assistant III
TAESE Department of Utah State UniversityUnited States
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Original Message:
Sent: 05-06-2023 10:16
From: Steven Schlossman
Subject: Session Limit for General Admission, but not Staff/Presenters

I am sure there is a better way but the first thing that comes to mind is an advanced rule. You can enable the rule based on admission item and/or reg type.
I like to use advanced rules as a last resort.

Ideally you would probably want to use a session group so people can only select one session, but that won't solve the issue allowing staff to register for multiple sessions.

Is everyone registering using the same admission item and are you using multiple reg types?

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Steven Schlossman
Jack of all trades. Master of none.
BMW Car Club of America
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I endorse Steven's solution. This is what we do when presenters offer their topic more than once - set up an advanced rule associating the 'duplicate' sessions. General registration types can select a max of one session from the associated set, and staff/presenter registration types are not added to the rule. 
It's a little clunky that the advanced rule only activates when the user clicks the next button; we try to make the message at the top of the sessions page clarify what they can select to give some forewarning. You can use a different registration path for the staff/presenter registration types to make things neater.

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Coralie Pietsch
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I also agree that Steven has the best choice. The only other option I could think of is to make two versions of the session, one for the GA folks that is part of a session group, and one for the presenters that is not, each associated to the corresponding registration type. But then you would have to manually track the count for both, which isn't efficient, so the advanced rule seems like a much better option!

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Tori Martinez
Event Technology Specialist
Direct Travel
United States
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Hi Lindsey, 
Steven and others gave great suggestions. One other suggestion I'll let you know of for the future (which would only work in your use case if the general admission people have 1 admission item and the staff/presenters have another admission item) but within the advanced settings tab of the admission item(s), if you click on edit, you can set a minimum and/or maximum number of sessions that invitees who have that admission item can select. So for your example, in the general admission item, the maximum would be set to 1 and then for the staff/presenters admission item, there would be no maximum set. You can also choose whether you'd like to count waitlisted sessions towards these limits as well (if you use a session waitlist.) See screenshot below. They will get an error message that says "Based on your admission item, you cannot have more than 1 sessions" but you can control/change what this message says within Language Management within the event.

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Julia Plymack
Client Success Manager
Cvent
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