Topic: Limit the total number of all participants (from all participant groups)  (Read 116977 times)

Our total capacity for participants is limited by the number of seats in the biggest auditorium. Can we set a limit for the total number of participants?

ConfTool Pro:
This answer is for users of ConfTool Pro.
For users  of VSIS ConfTool, please take a look at the second answer.

You can easily limit the total number of participants. Please go to this page:
Overview => Settings => Main Settings for Participant Registration
… and activate the expert settings by scrolling to the bottom of the page and clicking on "Expert Settings Disabled" or the cogwheel icon.

Go to the section "Participant Registration Options" and set the limit for the option "Maximum number of participants" (see image).

Then make a choice for the option "Filter for participant counter" to define which participants will be considered for the maximum number of registrations:
  • Count all persons who have registered for participation: This option will count all participants who have successfully registered for participation, regardless of any events / items chosen.
  • Count only persons who have to pay a registration fee: This option will count all participants who have successfully registered for participation, regardless of any events / items chosen, but only when they do have to pay a fee. This option can be useful when you do not want to include organizers or invited speakers in the total number.
  • Count registrations for: "name of event / item": This option will count only participants who have also booked a specific event / item for the total number.

You can always keep track of the current number of registrations when you open this page:
Overview => User and Participant Management => Statistics of Events, Participants and Sums

If you limit the number of participants, it is advisable to update the wording on the login screen. Please go to:
Overview => Settings => Wording and Phrases
... and search for "S_LOGIN_WELCOME" (introduction text) and/or "S_LOGIN_CREATEACCOUNT" (create account text) to update the login screen.

Users with the status "Approved to participate" can still register, even if the maximum number of registrations has been reached. Please see the second answer of the entry Conference is booked out: waiting list for interested persons for more information.

If you want to limit the number of a certain participant group only, please refer to this forum entry:
Limit the number of participants from one specific participant group

VSIS ConfTool:
This answer is for users of standard VSIS ConfTool

There is neither a function to define a maximum number of total registrations in VSIS ConfTool, nor can you limit the registrations per event / item.

Therefore, you will have to monitor the registrations for participation, disable the phase for registration for participation and - depending of the setup of your event - probably also for user registration manually, once the limit of registrations has been reached.

Please go to:
Overview => Settings => Conference Phases and Deadlines
and uncheck the box "Activated in above period" for both the options "Registration of New ConfTool Accounts" and "Registration for Conference Participation".