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Events Help

Help Articles for the BAFTA Events Management System

Understanding Overbook Capacity in Event Management

Overbook Capacity is a feature that allows event admins to increase the total number of available tickets beyond the default venue capacity. This can be particularly useful in scenarios where attendance is unpredictable, such as events with historically high no-show rates, flexible seating arrangements, or where last-minute cancellations are common. By enabling Overbook Capacity, event organisers can maximise attendance, reduce the impact of unexpected dropouts, and ensure that venues are filled as efficiently as possible, ultimately enhancing the event experience for both organizers and attendees.

How Overbook Capacity Works

  • When an event is created, its capacity is typically determined by the venue’s seating limits.
  • The Overbook Capacity setting allows admins to exceed this limit by a specified number of additional tickets.
  • This feature can help ensure events remain full by accounting for potential no-shows.

For example, if an auditorium has 500 seats and an admin sets an Overbook Capacity of 50, the total number of bookable tickets becomes 550.

How to Set Overbook Capacity

To configure Overbook Capacity for an event, both the auditorium level and event level settings must be adjusted. Follow these steps:

Setting Overbook Capacity at the Auditorium Level:

  1. Log in to the Events Admin interface.
  2. Select System from the header tabs and choose Branches from the drop-down menu.
  3. Navigate to the respective Auditorium where the event is being held.
  4. Edit the Overbook Capacity field by entering the number of extra tickets allowed for that auditorium.
  5. Save the changes—this enables Overbook Capacity for all future events in this auditorium.

Applying Overbook Capacity to an Event:

  1. Select Events from the header tabs and navigate to the event you want to edit.
  2. Under the Basic Details section, locate the Overbook Capacity field.
  3. Enter the number of additional tickets that can be sold beyond the venue’s default capacity, based on the auditorium’s Overbook Capacity setting.
  4. Click Save & Close to confirm the changes.

By setting Overbook Capacity at both levels, admins ensure that extra ticket allocations can be properly managed while keeping event-specific adjustments flexible.

Considerations When Using Overbook Capacity

  • Venue Limitations: Ensure that the venue has the flexibility to accommodate extra attendees, either through standing space or additional seating.
  • Risk of Overcrowding: Monitor ticket sales closely to avoid exceeding safe occupancy limits.
  • Communication with Attendees: If an event is oversold, have a plan in place to manage seating arrangements or offer compensation for affected guests.

Using Overbook Capacity strategically can help maximise attendance and event success while minimising empty seats due to last-minute dropouts.

For further details on event capacity management, check out:
How to Create a Standard Event
How to Use Quotas