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Limit number of event registrations for each registration type [1328]

We desperately need the ability to limit registrations by the registration type. For example, we will have one event where there is an upper and a lower draw. There is room for 10 players in both draws.

Right now all we can do is say that the max number of players is 20. But that means we could get 15 players in upper and only 5 in lower. So we have to keep an eye on it and go in and manually close the type and hope we do it at the right time. We need this to be automatic.

Thanks in advance!

GLTF

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  • kellye83 commented  ·   ·  Flag as inappropriate

    I would like to vote for this as well. One of the non-profits that I provide oversight for is on Wild Apricot, but we struggle when it comes to our annual golf tournament.

    I have another non-profit that I would like to encourage to use Wild Apricot for their website, but again their annual golf tournament would be impossible to run using the software.

  • Amy Dooley commented  ·   ·  Flag as inappropriate

    I just wanted to cast my vote for this enhancement in the future! Our organization often needs members to volunteer for shifts during an event. We would love to be able to limit the number of people who could sign up for each shift, then once that limit was reached, the shift would disappear from the list of options.

    Currently, we just manually monitor the registrations. Once a limit is reached, we remove that option. However, we need to export an attendees list before doing so, as once we remove the option, we lose any record that people have signed up for it.

    Thank you!

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    There is no argument that this would benefit our customers - however event registration is one of the most complicated workflows in WA so these changes require careful analysis and design. Given some other changes we are already working on in the events area in the next couple of releases, we can't consider this for now. Also, we will probably implement limits by individual registration options before we tackle this one (based on commonality of requests/votes).

  • skipat commented  ·   ·  Flag as inappropriate

    We also would like the ability to limit registration by type.

    Our example is this: For most events, we are selling a limited number of seats on a bus for a ski trip. Members are also allowed to meet the bus at the ski area and purchase discounted group lift tickets, but right now, we can't really do this within the event in WA since they would take up a bus seat and distort our breakeven calculations for subsidizing the bus.

  • MatthewAG commented  ·   ·  Flag as inappropriate

    Hi Dmitri,

    This is really disappointing that this feature has not moved further. Why can't you start with the relatively simple change - for Events, add the ability to define a cap on registration for each registration type. This would likely be a setting at the event level where you can specify "Use Limits by Registration Type" and if you select that, a couple of options appear and you have to choose one: (1) Use Registration Types as the only way to limit event registration; (2) Use both Event limit and Registration Types limits and Event Limit will be enforced.

    In Option 1, you set no limit by event - so if your 3 reg types each have a 30-person limit, then the event will naturally be limited at 90.

    In Option 2, so can set limits at reg type and event level and both will be enforced until the Event Limit is reached at which point registration is done. For example, your room can only hold 90 people AND you can't have more than 10 people at the head table. So you set an event limit of 90 and the 'head table' reg type at 10.

    I think this will benefit MANY WA Customers! What do you think?

  • kcbetts commented  ·   ·  Flag as inappropriate

    [quote user="mmcconnell"]

    There are a couple of limits that are important to a variety of event types.

    1. Limit number of guests for a registration type.

    Good examples are:

    Table based events (Annual Dinners, Awards Events etc) where number of guests should be limited to the number of seats at a table.

    Events like Golf Tournaments where number of guests would be limited to say 3 for a foursome (registrant + 3 other golfers)

    2. Limit available registrations for a registration type

    Mandatory in cased where a registration is limited.

    Using the golf example above, A registration type of "Tee & Team" (Tee Sponsorship that includes a team of 4 golfers:

    The Tee & Team Registration type would be limited to 18 (18 holes on the course) and number of guests would be limited to 3 (registrant + 3 additional golfers).

    Many organizations do dinners, golf tournaments, and other events that have these kinds of limits.

    This is a priority item with our organization as well.

    [/quote]

    YES! We need to be able to offer group registrations for our golf tournament and limit it to four golfers per group and have the fields for the team members to auto-populate.

  • kcbetts commented  ·   ·  Flag as inappropriate

    I agree- in order to be able to support all of our events needs in WildApricot, we need the ability to cap registrations for a specific type for our golf events and early bird pricing as well.

    It would also be helpful to auto populate group registrations. For example, for a special group price for our golf event, you get a better rate if you come as a foursome, but it is limited to four per registration and it must be four participants.

    kc

  • Colin Reid commented  ·   ·  Flag as inappropriate

    I also need this feature as well for our events. We offer limited early bird and VIP registrations and we cannot oversell these. That would create too much refunds and actually incease my admin work - LOL

    Nonetheless as outlined in previous post; this is a critical function in event planning. I sincerely hope that some attention be given to this request.

    Regards

    Colin

  • JD1200 commented  ·   ·  Flag as inappropriate

    We also could use some functionality to accommodate specific sponsorships. . We have sponsorships for various functions during our annual meetings. It looks like the only way to make it work currently is to set it up as an event with a limit of one registration. Unfortunately, the sponsorships will clutter up the event list.

  • Rachel commented  ·   ·  Flag as inappropriate

    We desperately need this as well... we're limited in how many tickets for our events we can offer to the public, but guarantee tickets for our sponsors (members).... I've been trying to figure out a way to work around this, since I've been monitoring event registrations constantly to make sure we don't over-promise free tickets.... Any suggestions for a work around?

    This is crucial to the functionality of our site. Thanks for any help you can provide!

    Rachel

  • wiftaweb commented  ·   ·  Flag as inappropriate

    Will it ever be possible to limit the number of guests in event registration on this next release?

    I just discovered that this functionality does not exist. We had planned to allow our members to purchase 1 guest ticket at the member rate, and any additional would be at the non-member rate. Additionally, we will be offering the purchase of a table. My work around for this is in the registration form, even though it doesn't apply to all registration types.

  • MatthewAG commented  ·   ·  Flag as inappropriate

    With our club, we need people to sign up for particular volunteer jobs. A particular event might have 15 jobs - 3 set-up, 4 during, 5 clean-up, and 3 other, and once we hit 3 people signed up for set-up we need to close that option. So for us, it's really best accomplished by setting limits for particular registration types with a single event. Right now we can only limit the event at 15, and someone has to manually manage who gets what job - really a pain!! The alternative is to use another site, like Formsite, but it's not at all integrated into WA, and we strongly prefer to stay within WA for this. Once someone completes their volunteering, the event registration serves as an enduring record. We also have paid events where people buy individual tickets or buy a table, and we need to set limits on those reg types too.

    We don't see a need for limits by member level or # guests, etc., as you ask above. If you can set up any kind of limits within an event / more granular than an event, that would probably work, so it doesn't have to be registration type, but it seems like there are many other users who would benefit from adding limits by reg type.

    Please add this feature before next spring!! It will be extremely beneficial to the community.

    Thanks!

    Matt

  • Dmitry Buterin commented  ·   ·  Flag as inappropriate

    Jay, thanks for posting on this, your detailed examples illustrate the need quite well. I plan to promote this to the roadmap soon.

    Everyone - I would be interested in input re any other possible limits to event registrations.

    Discussed so far:

    - for the whole event

    - for a registration type

    - for a particular registration option (e.g. for sessions)

    - by member level (can be handled by the above since registration types can be limited by level)

    - number of guests in each registration for specific reg. types

    Anything else?

  • jay commented  ·   ·  Flag as inappropriate

    The ability to limit the number of event registrations for each registration type is critical to any organization with a sizable membership size and events with limited seating.

    We are 5,000+ member-strong and growing. Our memberships range from Sponsors (2.5K and up), premium members (paying 500+), regular members, affiliate members, and students.

    We have events ranging from 20-seat events to 200-seat events.

    While we love out student members, can you imagine an event filled with just students? That is simply unacceptable, as this changes the audience dynamic.

    Clearly, we would want our Sponsors and premium members NOT to get locked out of events, so we would like to be able to limit how many seats are made available to affiliate members and especially students.

    So, let's say for 200-seat event, I would like to be able to say there's no limit to the number of Sponsors and Premium Members that can attend, maybe set aside at most 125 for regular members, 75 for affiliate members, 25 for students, and 10 for guests (free).

    This feature is something that every other provider in this space (you know who they are) has it, as there is clearly a need for it. And of course, if they can do it, it certainly can't be that hard!

    So, how about it Wild Apricot?

  • PureVril commented  ·   ·  Flag as inappropriate

    We would be interested in this as well. We host venues that have tickets at different levels with a total limit in each section.

    Example:

    Total Venue: 120

    Front Seats: 40

    All other: 80

  • mmcconnell commented  ·   ·  Flag as inappropriate

    There are a couple of limits that are important to a variety of event types.

    1. Limit number of guests for a registration type.

    Good examples are:

    Table based events (Annual Dinners, Awards Events etc) where number of guests should be limited to the number of seats at a table.

    Events like Golf Tournaments where number of guests would be limited to say 3 for a foursome (registrant + 3 other golfers)

    2. Limit available registrations for a registration type

    Mandatory in cased where a registration is limited.

    Using the golf example above, A registration type of "Tee & Team" (Tee Sponsorship that includes a team of 4 golfers:

    The Tee & Team Registration type would be limited to 18 (18 holes on the course) and number of guests would be limited to 3 (registrant + 3 additional golfers).

    Many organizations do dinners, golf tournaments, and other events that have these kinds of limits.

    This is a priority item with our organization as well.

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