Fully booked sessions for your client: waitlists that manage themselves

Full room with participants at a session

A waiting list for event registration is an automatic reserve list for a full session, where the next participant moves up in line as soon as someone cancels, without the organizer having to track this manually.

The question always comes up at the same time: two weeks before the event, your client calls to say that Session 3 is full and asks if there’s anything that can be done about it. If you track this manually, it takes you an afternoon; if the system monitors it, it takes just a phone call. Activo has been working with event agencies since 1997, offering fast and flexible service at competitive rates.

Self-monitoring capacity

In the event registration system, each session has its own capacity limit. Once that limit is reached, the next registrant is automatically placed on the waitlist and moves up the list when someone cancels. No email exchanges, no updated spreadsheets.

For you, that means saving time when you have the least of it: the final weeks leading up to the event, when you also have five other things on your plate.

What you can show your client

For each session, you can see the occupancy and the waitlist. That’s exactly the kind of overview a client is looking for, and it makes discussions about an extra session or a larger venue concrete rather than based on gut feeling.

At events such as the Allseas Family Day and the VIP Congres, Activo handled registration, session selection, and access control as a single process.

Communicating clearly without interference

If your client schedules a popular session a second time, simply send an email to the waiting list. The rest of the participants won’t notice a thing. If there are any changes to the program, select the relevant group. Participants will see their updated program in the Event App with e-ticket.

If you'd like to have more control, there's Activo NEXT: the self-service event platform that lets you manage registration, communication, and attendee management on your own, with support from Activo when needed.

Proceed to the event day

The session selection can be printed on the badge. At the entrance, the e-ticket is scanned, and badges are issued; see access control at event venues and e-tickets, badges, and lanyards for implementation details.

Activo has staff on-site, so if anything needs to be adjusted, someone is there to take care of it right away. Afterward, you provide your client with a list of who attended each session. Participant data is processed in compliance with the GDPR, in line with the requirements of clients such as ASML and KPN.

Frequently asked questions about booked sessions

Do you have to maintain a waiting list yourself?

No. Once a session reaches its capacity limit, the next person to sign up is automatically placed on the waitlist and moves up the list if someone cancels.

Can you show your client how full a session is?

Yes. You can see the occupancy and the waitlist for each session, which makes it easier to discuss adding an extra session or booking a larger room.

Can you target only the waiting list?

Yes. Participants on a waiting list can be specifically targeted for a mailing, for example, if an additional round is added.

Does this also work for multiple events per year?

Yes. The process is the same for each event; only the sessions, limits, and implementation differ. That makes a recurring event calendar predictable.

Can you handle the management yourself?

Yes. With Activo NEXT, you can manage registration, communication, and participant administration yourself, with support from Activo whenever you need it.

What will you deliver afterward?

A list of who attended each session, compiled from the scans taken at the entrance.

Do you organize events where session selection and capacity need to be managed on a recurring basis? Request a consultation, and we’ll work with you to find a practical solution.
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