Event admins, staff, and speakers for the session will not be counted in the capacity If you add a maximum number of attendees in a session through the capacity field. So that means they can enter the session even when it says it's already full. However, take note that in workshops, there is a cap of 250 people total in a session, so if the 250 is already reached, then the 251st person can no longer enter, regardless of their role.
Examples:
The main stage session capacity is set to 20 and 20 attendees have entered the session. Speakers and Admins will still be able to enter the main stage session even if the capacity is full because the set capacity does not apply to them.
The workshop session capacity is set to 200 and 200 attendees have entered the session. Speakers and Admins will still be able to enter the workshop session even if the capacity is full because the set capacity does not apply to them.
The workshop session capacity is left blank, which means up to 250 people can enter the session. If 250 attendees have entered the session, the 251st person, regardless of whether that person is an attendee, speaker, or admin, can no longer enter the session because 250 is the cap on the capacity for workshop sessions and it applies to everyone entering the session.
| Can they still enter the session when the indicated capacity has been reached? |
Event Admin | Yes |
Event Staff | Yes |
Speakers assigned to the session | Yes |
Speakers assigned to the sessions but are not moderators | Yes |
Speakers not assigned to the session | No |
Speakers with a ticket but not assigned to the session | No |
Frequently Asked Questions
What will happen if someone tries to enter the session where the capacity has already been reached?
They will see an error message that says "Max user registration capacity reached"
What happens if the capacity is already reached, and one leaves the session? Can a new attendee enter the session?
No. Since the attendee who left already entered the session, that spot is reserved for that attendee, so they can still come back if they want to.
If attendees pre-register / bookmark a session, are they counted in the capacity?
Yes, we count the capacity based on the registered attendees to the session.
What happens to the attendee's registered spot in the session if they come in late?
They will still have their spot. So if your capacity is 10 and 10 attendees pre-register for that session. Those 10 attendees are guaranteed that they can enter the session even if they come in late. If an attendee who has not pre-registered tries to enter, they will not be able to because all 10 spots are already spoken for.
What if the pre-registered attendee for the session will not attend that session anymore or is no longer coming back? How can I replace that attendee with another attendee if the capacity is reached?
You can go to the Registrants tab in your session setup menu and delete them from there. It will not remove them from the event; it will only unregister them from a session.
Once a slot opens, the other attendee can enter / pre-register for the session.
You can also pre-register attendees through the admin console. Click here to learn more on how to pre-register attendees to a session.