Here you can define the capacity for the meeting. You must define the capacity so people can register for the meeting. For information on session capacity, please see Defining Session Capacity and Session Control.
Only
active meeting registrations count towards the meeting capacity. However,
if the Commit Meeting Inventory for Proforma
Orders checkbox is checked on the Organization
Unit Maintenance, proforma meeting registrations will be included
when calculating available spaces.
Guest
badges do NOT count against meeting capacity.
Each organization needs to decide if they want to allow waitlisting on a meeting-by-meeting basis. Not all meetings should be defined to allow waitlist, because some meetings might be scheduled in a room that only holds a certain amount of people. For example, for an annual conference, an organization might want to accept waitlist registrants for sessions to keep track of the number of participants in the room, and if they get more registrants than the room can hold, then they can move to a bigger room, release the waitlist registrants, and allow additional registrants if necessary.
If an organization allows waitlisting for a meeting, it is assumed that they either intend to eventually release the waitlist or accept cancellations to open up spots. The assumption is that when meeting registrants are put on a waitlist, the meeting capacity will eventually be increased or if a cancellation comes in and waitlisted registrants will be "released". If a meeting has strict restrictions on room size or number of participants and there is no option to move to a room bigger or accept more participants, you may want to consider NOT allowing waitlisting.
For meetings that allow waitlist, once the meeting capacity is increased, the waitlisted registrants are entitled to get a confirmed registration before any new registrants. The MTG900 batch process can be run to release registrants from the waitlist in the order in which they were added to the waitlist. However, if the organization wants to manually release waitlisted registrants from the waitlist in the order which they deem appropriate, that can be accomplished manually in the back office only. To do so, you would right-click the meeting order line and select "Make Active". For example, if there a number of non-members on a waitlist, the organization may want to the release the meeting capacity to members first. You can view a list of registrants on the waitlist from the Registrants and Wait Lists screen.
If the meeting capacity is increased by more than the number of registrants on the waitlist, then there would then be enough capacity for the waitlisted registrants AND additional registrants. If registering from the web, if the capacity exceeds the number allowed for waitlist, web users can register in the open spots. Once the capacity gets reduced, the system will start putting registrants on the waitlist. For example, if the meeting capacity is originally set at 100 with a waitlist capacity of 10, once 100 registrants have registered for the meeting, the next 10 registrants will be put on the waitlist. Once the waitlist capacity of 10 is reached, no additional registrants can register for the meeting. If the meeting capacity is increased to 125, MTG900 can be run to release the 10 registrants from the waitlist or they can be manually activated. Because those 10 waitlisted registrants are given first priority, the system will only allow 15 additional registrants to register for the meeting. Once 15 additional registrants are registered for the meeting, any additional registrants will be added to the waitlist.
If
a meeting has been defined to display
on the web, the meeting capacity
has been sold out (Capacity
minus Registered =
0), if wait list is allowed (Wait
List Capacity is greater than 0), and if
there is available wait list capacity (Wait
List Capacity minus Current Wait List registrations
is greater than 0), the "Waitlist" product alert will display
on the Product Listing,
Event
Calendar, Meeting
Detail, Shopping
Cart, and Checkout
controls on the web. For more information on product alerts, please see
the Product Availability
Alerts Overview.
To define the meeting capacity:
1. From the
Personify360 main toolbar, select Products > Product
Central.
The Product Maintenance search screen displays.
2. Click Search to find a product or click Create New Product.
3. From the
Define the Product task category, click Define Capacity.
The Capacity Definition screen displays, as shown below.
4. Enter the Capacity of the meeting. If there is no capacity for the meeting, then enter 99999.
5. Enter the Wait List Capacity.
6. Enter the Min Required Registrations. If there is no minimum amount of required registrations, enter zero.
7. Enter the Max Registrations Per Registrant.
8. In the Event and Session Control section, perform the following:
a. Select the Session Track from the drop-down.
b. Enter the Repeated Event code.
c. Enter the Tickets.
d. Enter the number of minutes that the meeting can begin early or end late in the Tolerance Before and Tolerance After drop-downs.
9. Click Save.
Screen Element |
Description |
|---|---|
Capacity and Waitlist Info |
|
Text box. Enter the meeting capacity here. Use the value of 99999 if there is no capacity for the meeting. If a capacity is left at zero, the meeting product cannot be sold.
As of 7.5.0, if the product has been defined to display on the web, the meeting capacity defined here has been sold out (Capacity minus Registered = 0), and the wait list capacity also defined on this screen has been sold out (Wait List Capacity minus Current Wait List = 0), the "MEETING FULL" product alert will display on the Product Listing, Event Calendar, Meeting Detail, Shopping Cart, and Checkout controls on the web for this product, as shown below.
Additionally, if the product has been defined to display on the web, the meeting capacity defined here has been sold out (Capacity minus Registered = 0), the Wait List Capacity also defined on this screen is greater than 0, and if there is available wait list capacity (Wait List Capacity minus Current Wait List is greater than 0), the "WAITLIST" product alert will display on the Product Listing, Event Calendar, Meeting Detail, Shopping Cart, and Checkout controls on the web for this product, as shown below.
Finally, if the product has been defined to display on the web and the meeting capacity (Capacity minus Registered) defined here is less than or equal to Limited Seats Threshold number defined on the eBusiness Control screen, the "ONLY [n] SEATS AVAILABLE" product alert will display on the Product Listing, Event Calendar, Meeting Detail, Shopping Cart, and Checkout controls on the web for this product, as shown below. The number displayed in the alert is the capacity minus the registrations.
|
|
Min Required Registrations |
Text box. Enter the amount of registrants that are required to attend the meeting. When the capacity value is updated, this value will default to the Capacity amount. |
Read-only. This is the number of registrants for the meeting. The calculation is based on those who are considered active. |
|
Space Available |
Read-only. The system automatically calculates the space available by subtracting the number of registrants from the capacity. It is initially the same amount as the capacity, but as people register/cancel for the meeting, the number decreases. Recalculates based on changes in capacity. |
Fill Date |
Read-only. The date the capacity was filled. |
Text box. As of 7.5.2, identifies the maximum number of registrations that a ship-to customer can have. This controls the number of additional registrations that can be created for a session on the web. For example, if an organization wants to allow a registrant to register 5 additional registrants, the value should be set to 6, because the registrant’s own registration counts as 1. A value of 0 means there is no limit; however, in the e-business workflow, the system will continue to restrict to 5 additional registrations.
Additionally, as of 7.6.0, web users have the ability to register other people, as well as themselves for a meeting and this functionality is know as Register Someone Else. If you are trying to register someone else for a meeting and he/she is already registered for it, the system checks to see if this event allows unlimited registrations per person on this field. If a 0 value is entered in this field, web users can register the same person for the meeting even though they are already registered. |
|
Text box. Enter the capacity of the wait list registrants here. If there is no wait list, keep the default value of 0. As of 7.5.0, if the product has been defined to display on the web, the wait list capacity defined here has been sold out (Wait List Capacity minus Current Wait List = 0), and the meeting capacity also defined on this screen has been sold out (Capacity minus Registered = 0), the "MEETING FULL" product alert will display on the Product Listing, Event Calendar, Meeting Detail, Shopping Cart, and Checkout controls on the web for this product, as shown below.
Additionally, if the product has been defined to display on the web, the Wait List Capacity defined here is greater than 0, the meeting capacity also defined on this screen has been sold out (Capacity minus Registered = 0), and if there is available wait list capacity (Wait List Capacity minus Current Wait List is greater than 0), the "WAITLIST" product alert will display on the Product Listing, Event Calendar, Meeting Detail, Shopping Cart, and Checkout controls on the web for this product, as shown below.
|
|
Read-only. This is the current number of registrants on the wait list. |
|
Wait List Available |
Read-only. This has the same value as the Wait List Capacity. |
Event and Session Control |
|
Session Track |
Drop-down. Used to describe session tracks for larger meetings with multiple sessions. Related sessions are linked to a track. For example, Executive, Finance, or Tech. |
Repeated Event |
Text box. If an event is repeated, you cannot enter the same Parent Product/Product Code combination, so you must create multiple products with different dates and times. To group these events together in reports, you can add a user-defined Repeated Event code here.
For products that are marked as daily registration products, you can also use this field to restrict web users who register for a daily rate on your e-business site to only be able to select one session option. If you want the system to display daily registration products with radio buttons during the meeting registration workflow, enter ONLY_ONE (or any other user defined phrase) in this field for each session product. The system will only allow users select one daily registration. For more information, please see Defining the Daily Meeting Registration Workflow. |
Tickets |
Text box. The number of tickets that MTG680 and MTG681 will generate for one registration. Please note that prior to 7.5.2, this field was labeled "Max Tickets" and identified the maximum number of registrations an order line ship-to customer can have for the meeting product. As of 7.5.2, the new "Max Registrations Per Registrant" field identifies the maximum number of registrations that a ship-to customer can have. |
Tolerance Before |
Text box. The amount in minutes the session can begin early. This time allowance is used for scheduling purposes by meeting planners to help attendees move between sessions. |
Tolerance After |
Text box. The amount in minutes the session can end late. |
See Also:
· Defining Requirements Inventory
