Free events: The tools for managing your attendee limit and your queues

Free events: The tools for managing your attendee limit and your queues

Organ­is­ing an event or an activ­i­ty with free entry requires mas­ter­ing cer­tain essen­tial points, just like for events that charge for entry, includ­ing atten­dees present on site, the con­cen­tra­tion of peo­ple in the queues and in cer­tain areas of the event, and more. This is even more impor­tant in the cur­rent con­text of the pan­dem­ic. With Weezevent, organ­is­ers of free events have access to tried and test­ed solu­tions that can be adapt­ed to all types of organ­i­sa­tions, be they pub­lic — e.g. schools, local author­i­ties, char­i­ties, etc. — or pri­vate — e.g. com­pa­nies, sports clubs, the­atres, foun­da­tions, and so on. Dis­cov­er them now and learn how to man­age your events’ attendee lim­its and queues.

Sum­ma­ry

  1. Man­age your attendee lim­it pri­or to the event
  2. Lim­it queues on site

1. Manage your attendee limit prior to the event

Create an online registration module

Man­ag­ing your attendee lim­it to respect the max­i­mum capac­i­ty of an event venue is child’s play for organ­is­ers who know in advance how many peo­ple are plan­ning to attend their event — whether entry is free or not. To do this, all you need to do is ask future atten­dees to reg­is­ter online in advance in order to access the event.

This has sev­er­al advan­tages for organ­is­ers:

  • Lim­it­ing the num­ber of tick­ets issued;
  • Reduc­ing the queue on site;
  • Col­lect­ing atten­dees’ email address­es to keep them informed and build loy­al­ty.

Cre­ate your first event in just a few clicks, then inte­grate your reg­is­tra­tion mod­ule to your web­site, a mini-site and social net­works in order to attract an opti­mum num­ber of atten­dees. Then con­fig­ure a free rate with a quo­ta adapt­ed to your venue’s capac­i­ty.

Notes: Weezevent takes no com­mis­sion on free tick­ets.

Limit the number of registrations with quotas

When you set up your reg­is­tra­tion mod­ule, there are two types of quo­tas you can use to lim­it the num­ber of peo­ple who attend your event. Let’s take the exam­ple of an event with 100 peo­ple:

  • Quo­ta of 100 reg­is­tra­tions avail­able online
    • The max­i­mum attendee lim­it will not be exceed­ed, but it’s inevitable that a cer­tain num­ber of peo­ple won’t show up at the event. This means that your venue won’t be com­plete­ly full.
  • Quo­ta of 100 reg­is­tra­tions avail­able online + option of reg­is­ter­ing on site
    • The max­i­mum attendee lim­it will not be exceed­ed, and you can com­pen­sate for any atten­dees who haven’t shown up by offer­ing on-site reg­is­tra­tion. To do this, com­mu­ni­cate about the require­ment to reg­is­ter online, but set up an on-site Weezevent box office all the same in case any atten­dees have missed the infor­ma­tion. Con­tact our advis­ers to choose the type of box office that best suits your event.

If your event is an all-day event, plan for a quo­ta that’s high­er than your attendee lim­it. You’ll be mon­i­tor­ing the num­ber of atten­dees com­ing in and out of your event so you know exact­ly how many peo­ple are in your venue — see part 2.

Track registrations in real time

Track the num­ber of reg­is­tra­tions in your mod­ule as soon as it’s online. Go to ATTENDEES > Sta­tis­tics for real-time mon­i­tor­ing of the num­ber of reg­is­tered atten­dees and the fill rate of your quo­ta.

Antic­i­pate the num­ber of atten­dees and pre­pare your access con­trol plan accord­ing­ly, tak­ing into account queues for scan­ning, the num­ber of access con­trol staff and devices, and so on. You also have the option of using an on-site box office in case reg­is­tra­tions have trou­ble tak­ing off online.

Communicate important information

By col­lect­ing reg­is­tra­tions, you can retrieve valu­able infor­ma­tion through the reg­is­tra­tion form. The most cru­cial data is email address­es. They allow you to com­mu­ni­cate impor­tant infor­ma­tion to your atten­dees, includ­ing prac­ti­cal infor­ma­tion reminders, the health and safe­ty sys­tems in place, instruc­tions to be respect­ed, and so on.

Above all, they allow you to build up a data­base that you can use for all your future activ­i­ties. Fur­ther down the line, and after your event, seg­ment your atten­dees with Weez­Tar­get, our CRM spe­cial­ly designed for event organ­is­ers.

2. Limit queues on site

Scan tickets at the entrance

Man­age atten­dees’ tick­ets by choos­ing a scan­ning solu­tion that’s adapt­ed to the num­ber of peo­ple expect­ed at your event, be it our pro­fes­sion­al scan­ning ter­mi­nals or our free mobile appli­ca­tion. With either type of sys­tem, you can check the valid­i­ty of tick­ets pre­sent­ed in just a few moments and pre­vent queues from form­ing.

Tip: Scan­ning tick­ets is essen­tial at the entrance to your event, but it can also be need­ed in cer­tain spe­cif­ic areas — e.g. the cater­ing area, con­fer­ence room, work­shop area, etc. Wher­ev­er capac­i­ty is lim­it­ed, you can set up access con­trol. This allows you to man­age your attendee lim­it by area and, above all, find out who’s tak­en part in which activ­i­ties. This is use­ful for build­ing loy­al­ty among atten­dees!

Scan tickets at the exit

Our solu­tions also allow you to scan atten­dees leav­ing your event, mean­ing you can find out exact­ly how many peo­ple are actu­al­ly inside your venue. This is huge­ly help­ful for organ­is­ers of day-long events where atten­dees only stay for a few hours.

Organ­is­ing a free event deserves just as much prepa­ra­tion as an event that charges for entry. Our solu­tions can be adapt­ed to these spe­cif­ic aspects and our teams are used to jug­gling between these dif­fer­ent con­fig­u­ra­tions. Pre­pare your future free event and dis­cov­er all the fea­tures of our solu­tions for tick­et­ing, access con­trol, cash­less pay­ment and CRM by click­ing on the but­ton below:

Plan­ning an event

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