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Can Event Admins and Speakers Still Enter a Session if the Maximum Capacity Has Been Reached?
Can Event Admins and Speakers Still Enter a Session if the Maximum Capacity Has Been Reached?
Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over a week ago

Event admins, staff, and speakers will not be counted in the capacity if you add a maximum number of attendees to a session through the capacity field. This means they can enter the session even when it says it's already full. However, 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.

You also need to restrict your bookmark to session capacity to ensure that attendees reserve a spot.

Examples:

  • The main stage session capacity is 20, and 20 attendees have entered. 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.

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."

Can a new attendee enter the session if the capacity is already reached and one leaves?

  • No. The attendee who left has that spot reserved for them, so they can still return if they want to.

If attendees pre-register / bookmark a session, are they counted in the capacity?

What happens to the attendee's registered spot in the session if they come in late?

  • They will still have their spot.

How can I replace that attendee with another attendee if capacity is reached?

  • You can go to the Registrants tab in your session setup menu and delete them. It will not remove them from the event; it will only unregister them from a session.

  • When a slot opens, other attendees 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.

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