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Virtual Room Size

  • 1.  Virtual Room Size

    Posted 08-03-2020 16:52
    Good Day to All,

    How are event organizers managing their virtual room size limits?  With our live conference we could put about 50 people in a room.  Now that we have gone virtual we can manage more, but are there any ideas on how to control the access so people are not trying to enter a virtual room that is at capacity.


    Edward House
    Event Technologist
    Virginia Association for Supervision and Curriculum Development

  • 2.  RE: Virtual Room Size

    Posted 08-06-2020 14:58
    Edited by Annika Petroski 10-22-2020 10:37

  • 3.  RE: Virtual Room Size

    Posted 08-06-2020 16:38
    Hi Ed,

    We are still using the capacity feature in Cvent to limit how many can sign up for a session. then we will send links to each session to only those who have pre-registered. We are still brainstorming how to handle day-of-event schedule changes as we know that will come up. I haven't tested this out yet, but I think I'll be able to setup the modification email so that it includes links for individual sessions using data tags. I'm picturing using the data tag for the agenda and somehow manipulating that table to show with the session link included. 

    If you are using zoom or a similar platform, I think the waiting room and a guest list will be the best bet but it will be time consuming with 50 people. You'll want to make sure they know ahead of time that they can't be logged in with their kids school account that says some funny name that no one would ever associate with you or your organization ;) Ha!

    Good luck with your event!

    Sharna Pascolo
    Program Director
    Texas Society of Architects

  • 4.  RE: Virtual Room Size

    Posted 08-07-2020 09:03
    Hi, Ed! Dependent on what event platform you're using, those features may be available to you through the provider.
    • As others have mentioned, Zoom has the waiting room feature, so you could keep certain individuals on hold until your attendees were all in the room. 
    • Remo has room capacity limits that vary based on the plan that you select and individuals will not be admitted after the capacity has been met. 
    • Creating a private event through Crowdcast would allow you to only send the link to those individuals you wanted to attend, so again, you could control who receives the link and therefore has the ability to enter. 
    • If you go with a custom configured platform through a provider like On24 or Chime Live, you can import a list of individuals that are allowed to enter the event.
    Good luck! 

    Amy Bell
    Meeting and Event Planner
    Carlisle Construction Materials

  • 5.  RE: Virtual Room Size

    Posted 08-10-2020 10:45
    Hi Ed,
    In our case, we are not wanting to hit capacity, so we have upgraded our webinar subscription to ensure that anyone who registers or wants to register will have access to our webinars.

    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.

  • 6.  RE: Virtual Room Size

    Posted 08-10-2020 17:13
    Hi Ed - We've tried to limit the number of registrants in Cvent, but then came across the issue of not using all of our meeting capacity, as some people wouldn't join the day of.  So now we open up the event to a handful of more people, just in case of a drop in attendance.  You can set a zoom meeting and set a password (send info via Cvent email)  to only the people who are on your registration list.  Hope this helps!

    Kayla Sisco
    Convention Coordinator
    Impact XM

  • 7.  RE: Virtual Room Size

    Posted 08-13-2020 08:24

    Our method is to communicate concisely, up front, and often. People need to know what to expect... what will happen if a room is not full, what will happen if a room is full, what will happen if a room is full and only 2/3 of your group can attend. Will content be recorded and available fully later? Will content be recorded and available for a limited time later? Will there be access to session materials before or after for people who can/can not make it into the room? 

    We also feel it's best to speak to our most vigorous attendees about their needs. If we can get closer to offering what will be most attended, then we will have plenty of space. It's not a perfect system by any means, but if you're giving people what they need and want from your event, then you are one step closer to each session room being close to or right at capacity.

    We have also expanded capacity by tasking specific session facilitators, support staff, and others who can make super-user type changes on the fly in Cvent. If capacity can max out at 85, then we can set initial capacity at 70 & open more space as needed on the day of the event. The communication seems to be the best way for registrants and attendees to understand what to do, what to expect, and how important it is to be open about their needs so we can support and serve them.

    Amanda Adams
    Professional Learning Coordinator
    Cognia, Inc.

  • 8.  RE: Virtual Room Size

    Posted 08-17-2020 09:32
    We require registration to our events/sessions versus allowing people to add them to their calendars themselves. Virtual meeting room details (e.g. links and call in numbers) are provided in an event reminder email two weeks before the event/session. This allows us to touch base with attendees to provide further details to reinforce our event/session messaging & branding. In our email we provide the ability to "Cancel" if plans have changed and they no longer wish to attend. Doing this has helped us manage our attendance numbers with better accuracy and control.

    Jennifer Jones
    Senior Event Specialist
    Corning Incorporated