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Managing Large Events

When your event has hundreds or thousands of attendees, proper preparation and efficient workflows become critical. Here are tips for managing large-scale events on FeatsClub.

Pre-Event Planning​

Set Capacity Limits Early​

  • Configure per-event max tickets to match your venue capacity
  • Set per-user ticket limits on free tickets to ensure fair distribution
  • Monitor ticket sales regularly from the dashboard stats cards

Use Multiple Ticket Types Strategically​

For large events, consider creating separate ticket types for:

  • Different sections or zones (Front Row, Balcony, General)
  • Different time slots (Morning Session, Afternoon Session)
  • Different access levels (Standard, VIP, Backstage)

Each ticket type has its own capacity, so you can manage sections independently.

Prepare Participant Forms in Advance​

  • Keep forms short for large events. Every additional field increases check-in time.
  • Use preset fields (Name, Email, Phone) rather than custom fields when possible.
  • If using forms, set them to collect after payment for a faster checkout.

Day-of-Event Operations​

Check-in Strategy​

For large events, speed at the entry point is critical:

  1. Use multiple devices - Have several team members using the FeatsClub mobile app for QR scanning simultaneously
  2. Assign lanes - Set up separate check-in lanes (e.g., "Pre-registered" vs "Walk-ins")
  3. Prepare for offline tickets - Have a laptop with the web dashboard ready for walk-in registrations
  4. Brief your team - Make sure all check-in staff know how to use the QR scanner in the mobile app
tip

The FeatsClub mobile app is the fastest way to process check-ins. Download and test it before the event day.

Handle Walk-ins Efficiently​

For large events with walk-ins:

  1. Designate a walk-in registration station with a laptop
  2. Use the Issue Offline Tickets feature
  3. Pre-decide which payment methods you will accept
  4. Have a clear process: Register → Pay → Receive QR → Enter

Monitor in Real Time​

  • Keep the event detail page open on a separate screen to monitor:
    • Total tickets sold
    • Check-in count
    • Revenue

Post-Event​

Review Attendance Data​

After the event:

  • Compare tickets sold vs actual check-ins to understand your show rate
  • Review registration form responses
  • Check revenue against your targets

Archive When Done​

  • Archive completed events to keep your dashboard clean
  • Archived events retain all data and can be unarchived if needed
  • Use the Duplicate Event feature to quickly set up your next similar event

Capacity Planning Reference​

Event SizeRecommended Approach
Under 50Single ticket type, basic setup
50-2002-3 ticket types, consider capacity limits
200-500Multiple ticket types, enable QR check-in, prepare offline ticket station
500+Multiple ticket types with sections, multiple check-in devices, designated walk-in station, real-time monitoring