Capacities, limits and availability determine how many tickets can be sold to your event, as well as how many tickets can be purchased in a transaction.
Event capacity
Event capacity determines the maximum number of tickets that can be sold for each session. This is set at the session level on the Section, allowing you to set different capacities for individual sessions if required.
When creating an event, you'll be prompted to enter the maximum number of attendees, which establishes the initial capacity for each session.
If your event has allocated seating, your seating plan will determines the event capacity per session.
You can also set capacity limits at the ticket level, to restrict the number of tickets available for a particular ticket type. The session capacity takes precedence over individual ticket capacities. Once the session reaches its maximum capacity, no further tickets can be sold, even if individual ticket types still have availability.
To edit the event capacity:
From the Dashboard, under Manage events overview, click the name of your event
From the left menu, select Allocation, then Seat/Space
Using the drop-down menus, select the session and section you'd like to update. If Master is selected in Session Time, the changes will apply to ALL sessions using that section
Update the Maximum number of attendees
Click Save
To see what the total capacity is and check the capacity of each session:
From the Dashboard, under Manage events overview, click the name of your event
From the left menu, select Allocation, then Sections
The figures will show the total for ALL sessions. To view per view per session, select the individual session via the Capacity, booked and available for field above the table
The Availability Report will also provide this data
Ticket capacity
You can set individual capacities for ticket types when you want to restrict the number available for purchase. This is particularly useful when your event has multiple ticket types and you need to limit the availability of one or more of them.
The event capacity controls the overall number of tickets that can be sold for each session. There is no need to set an individual ticket capacity if:
Your event has only one ticket type
You want all ticket types to share the overall event capacity without individual limits
Ticket capacities do not override the overall event capacity. Once the event capacity is reached, no further tickets can be sold, regardless of the remaining availability of individual ticket types.
To set a capacity on your ticket:
From the Dashboard, under Manage events overview, click the name of your event
From the left menu, select Ticketing, then Pricing group (ticket prices)
Click on the name of your pricing group
Click on your ticket type (or set up a new ticket type)
Click on the Capacity tab, and enable Limit the number of tickets available for sale
Change the values in the Capacity column for each session time
Click Save
If your ticket is a Group Ticket, then the capacity you set needs to be a multiple of the number set in the Good For field i.e. Table of 10 ticket, where Good For is set to 10 and you only have 10 table tickets available, you would set the capacity on the Table of 10 ticket to 100.
Limits by event and session
Limits restrict the number of tickets buyers can purchase in a transaction. This can be useful to ensure your community has equal opportunity in securing tickets, especially on events that have high demand.
Setting a limit on the Event or Session will set the restriction no matter what combination of tickets is selected by the customer.
This area sets the limit per transaction. If you are wanting to set the limit per customer, please see: Password Protect.
To set a limit at the event or session level:
From the Dashboard, under Manage events overview, click the name of your event
From the left menu, select Ticketing, then Limits
Using the Limit option drop-down menu, set the limit to per session time or per event
In the Maximum field, set the maximum number of tickets that can be purchased per transaction
Click Save
The system's maximum number of tickets that can be purchased in a single transaction is 100.
Limits by ticket type
Setting a limit at the ticket level allows you to control the number of tickets a buyer can purchase for a specific ticket type, rather than applying a limit to the event as a whole.
This can be particularly useful when offering group discounts or managing Staff/VIP tickets.
You can set a minimum and/or maximum purchase quantity for each ticket type:
Minimum: The fewest tickets a buyer must select if they choose to purchase that ticket type.
Maximum: The most tickets a buyer can purchase of that ticket type in a single transaction.
Setting a minimum does not require buyers to purchase that ticket type. However, if they choose to do so, they must select at least the minimum quantity specified to proceed with their booking.
To set up a limit on a ticket type:
From the Dashboard, under Manage events overview, click the name of your event
From the left menu, select Ticketing, then Pricing group (ticket prices)
Click on your pricing group
Click on your ticket type (or set up a new ticket type)
Click on the Limits tab
In the Limit Option field, select either to limit to Per Event or Per Session Time
To set a minimum: Enter the required quantity in the Minimum field. Please note that minimum limits can only be applied when the Limit Option is set to Per Event
To set a maximum: Enter the maximum quantity allowed in the Maximum field
Click Save