How to Set Up a Waiting List for Sold-Out Events

What is a waiting list registration?

A waiting list for an event is a system feature that helps organizers capture the interest of attendees even when the event is sold out. When an event reaches its full capacity or sells out, any subsequent visitors to the event page will see a "sold-out" status. However, cancellations may occur before the event, which could result in lost revenue for the organizer. The waiting list helps mitigate this by allowing users to register their interest, join the queue, and be notified if a spot becomes available. This way, if any attendees cancel their tickets, the organizer can offer the available spots to those on the waiting list.

This article will guide you through the process of setting up a waiting list for your sold-out event.

Steps to set up a waiting list

Start by logging in to your organizer account, go to Registration > Approval/Waitlist.

To activate the waiting list, select YES and click on 'Configure'.

Once you've clicked 'Configure', you can adjust various settings:

Activation based on ticket type or total capacity

You can choose to enable the waiting list based on specific ticket types (e.g., VIP, General Admission) or based on the total event capacity.

Limit waiting list registrations

You can limit the number of people who can join the waiting list. By default, the limit is set to Zero, which means there's no maximum limit. You can adjust this to a specific number based on your preferences.

Customize email notifications

To keep your waitlisted attendees informed, you can customize the following email notifications:

• Submitted for waiting list notification: This email will be sent to attendees once their registration has been placed on the waiting list. You can edit the email body using the built-in text editor.
• Registration release notification: This email will be sent to waitlisted attendees once a spot becomes available and their registration is approved. You can also edit this email's content to suit your event's needs.

Set time limits for waiting list

You can specify a timeline for how long to hold a waitlist registration after which the link to complete the registration using the waitlisted registration link becomes expired.

Choose the appropriate time limit based on hours, minutes, or days.

Save your changes

After configuring all the settings, make sure to click Save Changes to apply the waiting list configuration to your event.

By enabling the waiting list feature, you can efficiently manage cancellations and keep interested attendees engaged. Following the steps above will help you easily set up and customize your waiting list to suit your event’s needs.

For further questions or assistance, feel free to reach out to our support team at help@eventzilla.net