allows you to define the maximum number of guests for your experiences. This prevents overbooking and ensures a high-quality experience; for example, a tour operator can limit each tour to 15 guests to maintain a personalised service. Managing capacity also helps you to optimise resource allocation and maximise revenue.
Accessing this feature
Go to Events Module > Event List . Locate and click on the title of your event to open its configuration page.
How to use it
Define Overall Event Capacity
Upon accessing the Capacity Management tab, locate the "Overall Event Capacity" field.
Enter the maximum total number of participants permitted for the entire event. This limit applies across all ticket types and time slots unless further subdivided. This setting acts as the primary constraint for event attendance.
Configure Capacity for Specific Dates/Time Slots (If Applicable)
For events with multiple dates or scheduled time slots (e.g., tours, workshops), go to the "Schedule & Time Slots" section.
For each date or time slot, enter the unique maximum capacity. This allows for granular control, accommodating varying operational capabilities throughout the event duration.
Ensure that the sum of individual time slot capacities does not inadvertently exceed the overall event capacity if a shared resource pool is in use.
Set Capacity for Ticket Types
If your event uses multiple ticket types (e.g., Adult, Child, VIP), locate the "Ticket Type Capacity" section.
For each defined ticket type, specify a maximum allocation. This is particularly useful for managing exclusive access or tiered pricing structures.
The system will automatically prevent further sales of a ticket type once its allocated capacity is reached, irrespective of remaining overall event capacity.
Implement Buffer or Contingency Capacity
Consider reserving a small portion of your total capacity as a buffer for unforeseen circumstances, last-minute VIP additions, or operational flexibility.
This can be managed by setting the initial sellable capacity slightly below the absolute maximum, or by using a specific "Buffer" field if available.
Enable Waitlist Functionality (Optional)
If the platform supports it, activate the waitlist feature.
When an event or ticket type reaches full capacity, guests can register their interest, creating a pool of potential attendees for future openings. This allows for efficient re-engagement if cancellations occur.
Review and Save Changes
Review all capacity settings across overall event, time slots, and ticket types.
Confirm that the configured capacities align with your organisational capabilities, venue limits, and business objectives.
Click the Save Changes or Update Event button to apply your new capacity settings.
Monitor Capacity Use
Regularly check the event dashboard or reporting tools to monitor real time bookings against set capacities.
This provides insights into remaining availability and helps identify trends or potential oversubscription early.
Capacity Overrides
Temporarily adjust or override set capacities for bookings or scenarios, providing organisational flexibility.
Reporting and Analytics
Access reports detailing capacity use, booking trends, and remaining availability to inform future planning.
Tips
Regularly review capacities based on historical data, operational changes, and current demand to ensure optimal performance.
Always set capacities with a clear understanding of your available resources, including staff, equipment, venue limitations, and safety regulations.
Consider a small buffer to account for typical no-show rates, without overcommitting.
Use capacity use reports and booking trends to forecast future demand accurately, enabling proactive adjustments to staffing and resource allocation.
Ensure that capacity limits and availability are clearly communicated to potential attendees through your booking channels and event descriptions.
Always retain a small, unadvertised buffer capacity for unforeseen operational needs or VIP arrangements.
Synchronise your capacity management system across multiple booking platforms to prevent discrepancies and overbookings.
Before launching an event, conduct testing of your capacity settings to confirm they function as intended, especially with complex ticket types or time slots.
Need help?
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