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Changing Capacity based on registration

  • 1.  Changing Capacity based on registration

    Posted 02-18-2020 16:17
    Hello All,

    I'm new to using CVENT. I am creating a two day conference that has one session on Monday and one session on Tuesday. Each session has the capacity for 80 people.

    I want to provide three registration options:
    Full Conference (Monday/Tuesday)
    Monday Only
    Tuesday Only

    The problem I have is that if a registrant signs up for the Full Conference, I need the numbers on Monday and Tuesday to reflect that. Meaning I can't have 80 Monday/Tuesday people and then another 80 on the individual days. In total, there can only be 80 participants each day. Is there a way to do this?

    I hope this makes sense.

    Thank you,

    Heather Hurley
    Learning Forward Virginia

  • 2.  RE: Changing Capacity based on registration

    Posted 02-18-2020 17:45
    The way I do it is by having 3 admission items.

    • Full Conference (Monday/Tuesday) (Include Monday and Tuesday)
    • Monday Only (include Monday)
    • Tuesday Only (include Tuesday)

    If that is all they can register for, you don't even need to show their sessions page.

    I have small registration about to go live.

    Admission 1 (Invitee only, includes session A and session B)
    Admission 2 (Guest only, included session B)

    It just doesn't get any simpler than that. :)

    I'm sure there may be other ways to do this.

    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America

  • 3.  RE: Changing Capacity based on registration

    Posted 02-19-2020 08:42
    I just did a registration where I had that similar issue. Unfortunately there wasn't a great automatic way to do that in Cvent but I was able to manually take care of it.
    I divided up my total registration between my admission items. I then set up planner alerts to let me know when admission items got to a certain percentage of their capacity so I could adjust the admission item capacities as needed. In my case I had one option that was way more popular than another one so I was able to trim that capacity down to add seats to the popular one until I hit my total for the event.

    Hope that makes sense! I'm happy to answer any questions you have about that setup.

    Ginger Swart
    Training Program Coordinator
    Electronic Theatre Controls, Inc.

  • 4.  RE: Changing Capacity based on registration

    Posted 02-19-2020 11:16
    The way I've done this is with session capacities. It's not ideal, but works. Since the different paths are going to the same session, the session capacity will kick in and not allow folks to register. This means people may get a few steps into the registration process before discovering it's full, but they should be prevented from completing registration once the session is at capacity.

    Tristin Blalack
    Executive Director
    Oregon Head Start Association