Event Capacity sets one limit for your whole event, no matter how guests join. Once the number of Confirmed guests reaches your capacity, your registration forms close on their own. If spots open up, they reopen automatically.
Use Event Capacity when your venue or budget has a fixed limit, especially if guests can register through more than one form.
This article covers:
How Event Capacity Works
Who Counts Toward Capacity
Event Capacity counts every guest with a Confirmed status, including:
Guests added manually on the Guests page or through an import
Guests who registered, bought a ticket or RSVP'd "Yes" through any form
Plus-ones
Guests who are Unconfirmed, Declined or Waitlisted don't count.
Which Forms Close
When capacity is reached, these forms close:
Registration forms
Ticket forms
RSVP forms
Waitlist and Survey forms stay open, so guests can still join your waitlist.
If a Confirmed guest declines or is removed, the spot opens up and your forms reopen automatically.
Event Capacity vs. Form Quantity
Each form can also have its own Quantity, set in the form's attributes. The two work together:
| Event Capacity | Form Quantity |
Limits | Confirmed guests across the whole event | Submissions to one form |
Closes | All registration forms, except Waitlists | Only that form |
Set in | Forms page header | Form attributes |
A form closes as soon as either limit is reached, whichever comes first.
Setting the Event Capacity
Go to Forms.
At the top of the page, click + Set Capacity.
Enter the maximum number of guests.
As you type, you'll see how many guests are already Confirmed and how many spots are left.Click Save.
Changing or Removing the Capacity
Click the capacity count at the top of the Forms page to open Event Capacity again.
To change it, enter a new number and click Save.
To remove the limit, clear the field and click Save.
If you set the capacity lower than the number of guests already Confirmed, your forms close right away. No guests are removed or changed.
What Guests See
When your event is at capacity, guests who open a closed form on the Event Portal see this message:
This event is at capacity. Contact us to inquire about availability.
To change this message, or to translate it, go to Event Settings → Language Templates.
Tip: If you have a Waitlist form, keep it public so guests can still join it when your event is full.
Frequently Asked Questions
Can I still add guests after my event reaches capacity?
Yes. Capacity only closes your forms. You can still add guests manually or change a guest's status to Confirmed, even if this puts your event over capacity.
Why did my form close before reaching its Quantity?
Your event reached its capacity first. A form closes as soon as either its own Quantity or the Event Capacity is reached.
Will guests on the waitlist be confirmed automatically when a spot opens?
No. When a spot opens, your forms reopen, but waitlisted guests stay Waitlisted until you change their status.
Can guests who are already Confirmed still edit their registration?
Yes. Confirmed guests already count toward your capacity, so they can still view and edit their submissions.
Do Unconfirmed invitees hold a spot?
No. Only Confirmed guests count. If you invite more guests than your capacity allows, some invitees may not be able to RSVP "Yes" once the event is full.