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Understanding Event Capacities
Understanding Event Capacities

Some event types in Gradual have an attendee and registration cap that you can not exceed, but most events allow for unlimited attendees.

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Events in Gradual - virtual or in person - provide varying caps on allowed registrants, ticket quotas and attendees. Learn more about the differences, how to pick the right event type, how to set your ticket and attendee quotas and if needed, how to change your event to fit your attendee counts.

Event Types & Capacities

Each event type in Gradual offers you and your attendees a different experience, and due to that, there are some capacity limits for the number of registrations you can collect and the number of active attendees who are logged into the event.

To learn more about each event type, check out this resource.


Meeting events are virtual group calls, where all attendees can be on camera and audio throughout the call.

Meeting events DO have a capacity of tickets/registrations and concurrent attendees.

Attendee Capacity

125 concurrent participants can join a live meeting event, including hosts, panelists and staff.

Entry is on a first come, first served basis and if the capacity is reached, the 126th registrant will be blocked from entering the meeting room, the event will be listed as 'Full', and the button will be greyed out and unclickable.

You can accept more than 125 registrations to account for some attrition by adjusting your ticket quota up to 350.

Registration Capacity & Ticket Quotas

350 registrations can be accepted/tickets issued for a meeting event, including hosts, panelists and staff.

If the capacity is reached, more registrants will be blocked from registering for the meeting room, the event will be listed as 'Full', and the button will be greyed out and unclickable.

If a ticket type has reached capacity, it will also list as 'Full' to registrants

Increasing the Ticket Quota

By default, the system will set the meeting events' ticket quota to 125 tickets but you can increase the quota to accommodate more registrations and account for some attrition.

You can manually adjust the total tickets quota available (up to 350) in the event dashboard:

  1. Log into the event dashboard

  2. Navigate to the Ticket Setup tab and to Ticket Types

  3. Find the ticket(s) to adjust and select the edit icon in line with the ticket(s)

  4. Change the ticket quota

  5. Save your work by selecting 'Submit'

Only 350 total tickets can be issued or sold, so the sum of all ticket type quotas cannot exceed 350.

Meeting Rooms within Livestream or Hybrid Events

125 concurrent participants can join a meeting room within a live stream or hybrid event, including hosts. You can set the seat count to 200, but only 125 participants will be able to join the room.

If an attendee attempts to join a meeting room that is at capacity, they will be alerted that the meeting room is full.


Roundables are virtual group calls, where all attendees can be on camera and audio throughout the call.

Roundtables DO have a capacity of seats available for concurrent attendees.

Attendee Capacity

125 concurrent participants can join a roundtable, including hosts.

If the capacity is reached, future participants will be blocked from entering the roundtable, and it will show as Full.

Seat Count

You can set the seat count to 200, but only 125 participants will be able to join the roundtable.

Increasing the Seat Count

By default, the system will set the seat count to 125 but you can increase the seat count to 200 in the time slot configuration.

Community Roundtable

  1. Navigate to the Roundtable tab in the main dashboard

  2. Select the roundtable you'd like to adjust

  3. Add a timeslot or select the timeslot you'd like to adjust

  4. Select 'Edit' icon

  5. In 'Number of Seats' enter 200

  6. Select 'Submit' to save your work

In-Event Roundtable

  1. Navigate to the event dashboard

  2. Navigate to the Event Info tab and to the Roundtable tab

  3. Select the roundtable you'd like to adjust

  4. Add a timeslot or select the timeslot you'd like to adjust

  5. Select 'Edit' icon

  6. In 'Number of Seats' enter 200

  7. Select 'Submit' to save your work


Webinar events are virtual group calls, where hosts and panelists are on camera and audio, but attendees are behind the scenes.

Webinar events DO have a capacity of tickets/registrations and concurrent attendees.

Attendee Capacity

350 concurrent participants can join a live webinar, including hosts, panelists and staff.

  • 20 of those attendees can be assigned 'host' at one time

  • 50 of those attendees can be assigned 'panelist' at one time

Entry is on a first come, first served basis, and if the capacity is reached, the 351st registrant will be blocked from entering the webinar, the event will be listed as 'Full', and the button will be greyed out and unclickable.

You can accept more than 350 registrations to account for some attrition by adjusting your ticket quota to 600.

Registration Capacity & Ticket Quotas

600 registrations can be accepted/tickets issued for a webinar event, including hosts, panelists, and staff.

If the capacity is reached, more registrants will be blocked from registering for the webinar, the event will be listed as 'Full', and the button will be greyed out and unclickable.

Increasing the Ticket Quota

By default, the system will set the webinars' ticket quota to 350 tickets but you can increase the quota to accommodate more registrations and account for some attrition.

You can manually adjust the total tickets quota available (up to 600) in the event dashboard:

  1. Log into the event dashboard

  2. Navigate to the Ticket Setup tab and to Ticket Types

  3. Find the ticket(s) to adjust and select the edit icon in line with the ticket(s)

  4. Change the ticket quota

  5. Save your work by selecting 'Submit'

Only 600 total tickets can be issued or sold, so the sum of all ticket type quotas cannot exceed 600.


Livestream events are virtual events with one-way video, allowing attendees to watch the stream and engage in chat/Q&A, but not have their videos and microphones on.

Livestream events DO NOT have a capacity of tickets/registrations and concurrent attendees.

You can invite and register thousands and thousands of members, and there is no limit to the number of attendees who can log in and view the live stream.

Meeting Rooms within Livestream Events

There is a cap on how many active participants can join a meeting room within a live stream event. Learn more here.

Roundtables within Livestream Events

There is a cap on how many active participants can join a roundtable within a live stream event. Learn more here.


Hybrid events have elements and sessions that are live and in-person, plus sessions or elements that are virtual and streamed to a virtual audience.

Hybrid events DO NOT have a capacity of tickets/registrations and concurrent attendees.

You can invite and register thousands and thousands of members, and there is no limit to the number of attendees who can log in and view the virtual live stream, or attend on-site.

Meeting Rooms within Hybrid Events

There is a cap on how many active participants can join a meeting room within a hybrid event. Learn more here.

Roundtables within Hybrid Events

There is a cap on how many active participants can join a roundtable within a hybrid event. Learn more here.


In-Person Events DO NOT have a capacity of tickets/registrations and on-site attendees.

You can invite and register thousands and thousands of members, and there is no limit to the number of attendees who can attend on-site.


1:1 Events DO NOT have a capacity of tickets/registrations and concurrent attendees.

You can invite and register thousands and thousands of members, and there is no limit to the number of attendees who can log in and join in on the networking.


Changing your event type

If the registration and/or attendee capacity limits your ability to host your event and you need to change a meeting or webinar to a livestream event, reach out to the Gradual team.

Note: This change will have to be handled by the Gradual team and could take a few days.

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