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Managing Multi Day Event Capacity

Managing Multi-Day Event Capacity

When running events that span multiple days, you need to carefully manage capacity for each day. Hi.Events provides powerful tools to handle this through Capacity Assignments.

Without capacity assignments, you risk overselling certain days when offering multi-day tickets alongside single-day tickets.

Understanding the Challenge

Let's look at a common scenario:

You're running a weekend festival with:

  • Single-day tickets (Friday or Saturday)
  • Full weekend tickets (covering both days)
  • Maximum capacity of 100 people per day

The Challenge: A weekend ticket takes up capacity on both days. How do you ensure you don't exceed 100 people on either day?

Example of multi-day event ticket types
Example ticket setup for a weekend festival

Solution: Capacity Assignments

Capacity Assignments let you:

  1. Set a maximum capacity for each day
  2. Link multiple ticket types to each day's capacity
  3. Automatically handle capacity across all ticket types

Step 1: Create Capacity Assignments

Create a separate capacity assignment for each day:

Creating a new capacity assignment
Create capacity assignments for each day of your event

Step 2: Link Tickets to Assignments

Connect your tickets to the appropriate capacity assignments:

Capacity assignment configuration
Link tickets to their corresponding day assignments

For example:

  • Friday Capacity (100):
  • Friday Single Tickets
  • Weekend Tickets
  • Saturday Capacity (100):
  • Saturday Single Tickets
  • Weekend Tickets

How It Works

  1. When someone buys a Friday ticket, it reduces Friday's capacity by 1
  2. When someone buys a Weekend ticket, it reduces both Friday and Saturday's capacity by 1
  3. If either day reaches capacity, related tickets become unavailable
  4. The system prevents overselling automatically
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Best Practices

  • Set up capacity assignments before publishing tickets
  • Double-check all ticket-to-assignment links
  • Consider having slightly different capacities per day if needed
  • Monitor capacity levels through your dashboard

Next Steps

After setting up capacity assignments:

  • Test the purchase process
  • Monitor your capacity levels
Creating an EventPre Sale Ticket Access