TABLE OF CONTENTS
Note: This article is based on a registration-based pricing module. Kindly click to learn more about Attendee based pricing.
In Airmeet, the registrations of participants for Virtual Events and Virtual Conferences are calculated in different ways.
1. Virtual Events Format:
In the Virtual Events format, the participant’s registration is calculated per-event basis for a community (excluding Appsumo plans)
If an event organizer has enrolled for a plan of 300 participants, then only 300 participants can be registered for a particular event. However, the organizer does have the option to allow extra registration beyond their limit by clicking on the “Enable Pay as you go” button on the dashboard.
Registration Indicator: It denotes the number and percent of participants registered for a particular event and the remaining registration left per the plan.
For example, Jane Doe has a plan of 300 registrants per event. Out of which 150 participants have already registered for the event (i.e., 50% of the total registration), the remaining 150 (i.e., the remaining 50%) participants can register and join the event.
Note: Once the registration limit has reached 90% of the total quota, an alert will be sent to the organizer for an upgrade.
2. Virtual Conference Format:
The participant’s registration is calculated at a cumulative level across all the conference events hosted in a particular community in Conference format.
Suppose an event organizer has opted for a plan with 5000 participants for a certain period of time. In that case, total registration will be calculated cumulatively per the 5000 registration capacity for all the hosted events.
The organizer does have the option to allow extra registration beyond their limit by clicking on the “Edit” button.
The indicator shows the percentage of the used quota as per the allotted registrants.
For example, Jane Doe has a plan for 5000 registrants, and 1000 participants have registered for her event.
Total registered participants would be shown on the dashboard, along with an indicator showing the remaining registration quota left out of 5000 at the community level.
Note: Once the registration limit has reached 90% of the total registrant’s quota, an alert will be sent to the organizer for an upgrade.
For Appsumo plans the cumulative limit of Virtual Conference + Virtual Events registrations per month is calculated.
2. Plan Limits & Pay As You Go
Who is counted as a registrant on Airmeet?
- Participants who have registered or bought tickets for an Airmeet event are registered.
- Speakers and Booth Exhibitors are also counted as registrants for an event.
Note: The community Manager and Event Manager (team members) are not counted as the registrants
Every plan that an organizer buys comes with a registration limit.
For example - when an organizer buys a $2400 plan, they get a 100 registration limit/per event for the Virtual Events Format. Once the plan has reached its limit, the community cannot take any more registrations.
Airmeet informs the organizer when they reach their plan limits by sending alerts when registrants reach 90% and 100% of their defined limit.
The event organizer can either turn on their pay-as-you-go switch (currently in beta for a selected set of users) or contact our business team to upgrade their plan accordingly.
Important Note: For free plan accounts, once their event reaches 100 registrants/event, the host will not be able to take in more registration and would need to upgrade his/her plan to use the pay-as-you-go model.
Pay-as-you-go billing: Allow event registration beyond your plan.
We understand that the event business is very tricky and unpredictable.
Therefore, we wanted to help the event organizer maximize their experience and not worry about anything by using pay-as-you-go billing to allow extra registrations beyond their limit.
- The event organizer can control the registrant limit. If the organizer enables the pay-as-you-go switch, this will take as many extra registrations beyond their registration limit as possible.
For example: If your registrant's limit is 100 and you expect 50 more participants to join in, you can enable pay-as-you-go and post your event; the billing will be calculated accordingly.
- The event organizer will be charged on their linked credit cards. The invoice will be emailed after the event ends (if that particular event has any extra registrations).
Allowing extra registration beyond the plan limit can be enabled by the organizer in two ways:
a) Community Dashboard:
Step 1: Go to the community dashboard.
Step 2: Click on “Billing Plan” and turn on the “Allow extra registrations beyond the limit for your Airmeets” button. The button is kept off by default.
b) Event Dashboard:
Step 1: Go to the “Registration tab” on the dashboard and click on the “Enable Pay as you go” icon on the Registrations banner.
Step 2: Toggle “Allow extra registrations beyond limit” to on (towards the right).
3. Event Entry Flow on Controlled Registration
Event dashboard > Event entry > Choose the relevant event entry type
1. Anyone can enter via their unique link (Recommended for public events)
In this event entry, people can enter the event without plugging Verification Code/ OTP(One Time Password) or having to sign in. The unique event access link will be sent to the email inbox provided by the registrant.
Use the same to verify the registrant's identity.
Please note that the registration will be completed only when he/she clicks on the unique link.
2. Only people who are invited can enter (Upload CSV only)
Airmeet provides a special feature where the event organizer can upload as many attendees on the CSV list as they want. But the attendees are counted as registrants only once they register for the event in Airmeet.
For example, an event organizer has a capacity limit of 400 registrants. If they upload more than 400 attendees to the CSV list, only the first 400 participants will register for the event. It works on the “First come, first served” model.
3. Anyone can enter after signing in
In this event entry, the registrants can join the event after signing in with their credentials (email, social media account, or SSO authentication)
Registration can happen only until the planned registration limit is reached; after that, no one will be allowed to register and enter the event after the limit has been crossed.
4. Anyone can enter without signing in
People can enter the event without authentication; therefore, the attendees' email addresses might not be captured (analytics). This event entry is suitable for public events.
It is recommended NOT to change this access rule after the event has started to avoid potential attendee experience issues.
Please note that it will not be possible to verify the identity of attendees through this method. Hence, customization and access to multiple features will be restricted for security reasons.
If participants log out of the event due to any certain reason and join back in again into the event, they will be counted as registrants again (2 registrations counted for a person).
For this event entry, participants will not be able to register and enter the event after the opted registration limit has been reached.
1. How will the attendees know that the event is full?
Once the event registration limit has been reached, the attendees will get an “All Seats Filled” message and not join the event. This applies to all types of Event Formats.
2. When does the registration count start?
From the day plan limits & metered pricing is live, every registration happening after that will be counted and shown on the event dashboard.
3. Will my planned limit change based on past usage?
No, All those steps are to be performed by the organizer from their dashboard.
4. How does the switch enable metered pricing to behave?
It has an immediate effect - as soon as it is turned on, “extra registration” registration can be taken, and as soon as it is turned off, we will stop taking extra registration.
5. What happens if plan limits are hit and an exhibitor is trying to enter?
If the exhibitor tries to enter using his unique exhibitor link, he will have no problem entering the event.
If the exhibitor uses the event link or unique link sent to his email and joins after the registration limit has been reached, he won’t enter the event. The best way is to use the exhibitor link.
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