Shape the room with approvals, capacity and a waitlist
Who's in the room shapes the night. When to require approval, how to set capacity, and how a waitlist turns a sold-out event into a full one.
The Valore team · 1 min read
An open RSVP is the right default for most events. But some events depend on who comes, like a founders' dinner, a peer group or a workshop with prerequisites, and for those the host has to curate.
When to require approval
- The event is for a specific group (founders, members, a profession) and the value depends on it.
- Space is tight and you want to balance the mix of new and returning guests, or of roles.
- Safety or privacy matters, for example at a home address.
If you require approval, say so on the page and say what you're looking for. Use one or two registration questions to collect what you need to decide, and don't ask for anything you won't use.
Set capacity with drop-off in mind
If the room holds 60 and you usually see three quarters of RSVPs, capping at 60 means about 45 people on the night. Capping a little higher fills the room without overfilling it. Tighten the cap for paid events, where people almost always come.
Let the waitlist work
A visible waitlist is also a signal: it tells people this event is wanted, which raises the odds the people who did get in will come. When someone cancels, the next person on the list should get the spot and a notification right away, so the room stays full without you managing it by hand.
Say no kindly
Decline quickly, with a warm note: the event's full or focused on a particular group, and you'd love to see them at the next one. A fast, kind no keeps someone in your community; a silent pending application loses them.
