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.
This article covers:
Event capacity
Event capacity refers to how many tickets can be sold to your event. This is set at the session level on the Section, allowing to you have a different capacity per session if need be. When going through Create an Event, you are prompted for the maximum number of attendees, establishing the event capacity per session.
If your event has allocated seating, your seating plan will dictate the event capacity per session.
You will also have the option to set capacity at the ticket level, should you wish to limit the sale of a particular ticket type. The capacity set at the session level on a Section will over-ride the ticket capacity.
To edit the event capacity:
- From the left menu, click Dashboard
- Under Manage events overview, click the name of your event
- From the left menu, click Seat/space, under Allocation
- Using the drop-down menus, select the session and section you'd like to update
- Update the maximum number of attendees
- Click Save
If you leave session time as Master, it will update the maximum number of attendees for all sessions using that section.
To see what the total capacity is and check the capacity of each session:
- From the left menu, click Dashboard
- Under Manage events overview, click the name of your event
- From the left menu, click Sections, under Allocation
By default, the figures shown on this screen are cumulative for all sessions. To view per session, select the individual session via the CAPACITY, BOOKED and AVAILABLE FOR drop-down field above the table. The Availability Report will also provide you with this data.
Ticket capacity
Tickets can have their own capacity. This can be useful if you have a limited number available of a particular ticket type, or want to reward the first 20 buyers with a reduced ticket price.
Keep in mind, the event capacity will control the overall number of tickets that can be sold to your event. You will not need to set a capacity on your tickets should this value be the same as your Event Capacity.
To set a capacity on your ticket:
- From the left menu, click Dashboard
- Under Manage events overview, click the name of your event
- From the left menu, click Pricing group (ticket prices), under Ticketing
- Click on your pricing group
- Click on your ticket type (or set up a new ticket type)
- Click on the Capacity tab
- Change the values in the Capacity column
- 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 of that ticket i.e Table of 10 ticket, where Good For is set to 10 and you have a limit of 10 available, you would define the capacity as 100.
Limits by event and session
Limits restrict the minimum or maximum 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 left menu, click Dashboard
- Under Manage events overview, click the name of your event
- From the left menu, click Limits, under Ticketing
- Using the Limit option drop-down menu, set the limit to per session time or per event
- Set the maximum number of tickets that can be purchased
- Click Save
The system's maximum number of tickets that can be purchased in a single transaction is 100. Bookings that require more than 100 tickets to be selected need to be split across multiple transactions.
Limits by ticket type
Setting a limit at the Ticket level will set the restriction to a particular ticket type rather than the event as a whole.
It can be useful for both group discounts as well as setting up Staff/VIP tickets.
To set up a limit on a ticket:
- From the left menu, click Dashboard
- Under Manage events overview, click the name of your event
- From the left menu, click Pricing group (ticket prices), under Ticketing
- Click on your pricing group
- Click on your ticket type (or set up a new ticket type)
- Click on the Limits tab
- Using the Limit option drop-down menu, set the limit to per session time or per event
- If required, set the minimum number of tickets that have to be purchased. This can only be applied when the limit option is set to limit per event
- If required, set the maximum number of tickets that can be purchased
- Click Save
When you have a number of ticket types available for selection, setting a Limit with the minimum of 1 will not force the customer to select this ticket type in their purchase. If you have a mandatory cost for attending your event, consider building this cost into your available ticket prices.
Availability Count
Availability refers to how many tickets remain unsold and are still available to guests.
By default, Vanco Events displays a countdown when there are 20 tickets or less remaining for that item. It assists your customers in knowing whether their group can be accommodated for, as well as encouraging them to book straight away due to limited tickets available.
To turn this countdown off and hide the number of tickets being displayed:
- From the left menu, click Dashboard
- Under Manage events overview, click the name of your event
- From the left menu, click Event publication, under Event promotion
- In the Publication tab, change the drop-down box for Show ticket count to No
- Click Save