Help Documents - Version 5 Event PreferencesHow do I set the maximum number of registrants allowed?

How do I set the maximum number of registrants allowed?

Be careful with this setting. Setting a maximum number of registrants can cause problems if you have sessions.

Most event organizers set upper limits on session capacities. If you do so, DO NOT USE this tool... because your sessions may not be full, but your event maximum is reached and your event then displays the Event is Full message.

Does your Admin Dashboard have Menus or Buttons?

rsvpBOOK has 2 versions of the Admin Dashboard. Which one do you have?

Does your Admin Dashboard have Menus or Buttons?

If Menus, your Event Preferences tool is located here ...

If Menus, your Event Preferences tool is located here ...

If Buttons, your Event Preferences tool is located here ...

If Buttons, your Event Preferences tool is located here ...

Click the Maximum Registrants link in the Quick Nav panel

Click the Maximum Registrants link in the Quick Nav panel

Edit the settings

You can set the maximum number of registrations that you will accept. You can also turn on an event level waitlist to capture registrant's names and addresses after your event has stopped accepting registrations because your maximum was reached.

CAVEAT: If you have set a maximum number of sign ups allowed for sessions OR you have set maximum inventory amounts for tickets, this maximum registrations number overrides all other limits that you set.

These examples illustrate how this Maximum Registrant count overrides ALL other settings. If you are using sales inventory and/or session sign up limits, CAREFULLY consider what this maximum should be. Here are some examples:

  • Let's say you have 10 sessions with a sign up cap at 50 each session - which means you have space for 500 attendees. If you set the event maximum to 300 (you only have 300 seats in the event venue), then when your event hits 300 registrants (set below), the event will go offline automatically, regardless of your session sign up capacities.
  • You have 5 different tickets, each with an inventory of 100 tickets available for purchase. When your event hits 300 registrants (set below), the event will go offline automatically, regardless of remaining ticket inventory.

BEST PRACTICE: Understand what you are doing when you set this event limit - it trumps all other settings regarding numbers of registrants, session signups and sales inventories (maximum event number is the BOSS!).

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