LU.MA Event Management Tips

LU.MA Event Management Tips

How To Manage Your Waitlist

Please set a guest limit to manage capacity and help with our reporting. This number can be updated if your venue's capacity changes. However, it’s essential for Houston Energy and Climate Week planning and to help us direct attendees toward events that still have availability.

Capacity Expectations

Based on last year's attendance, organizers can expect an approximately 60% show rate (note that this will vary from event to event). For events with attendee approval, please approve or deny attendees as soon as possible.  To ensure that organizers and attendees can plan for a successful HECW, we kindly request that you approve or deny registrants as soon as your event is live on the calendar. This will allow attendees to solidify their schedules and enable you to accept more attendees as registrants review any overlapping events and update their RSVPs.

Communicating with Registrants

• Lu.ma will automatically schedule several reminder emails on your behalf, reminding attendees about your event.
• You can always turn these off if you prefer to communicate with attendees via your platform, or you can add emails and modify the send schedule and target audience. 
• To personalize these emails, go to the “blasts” tab under the “manage event” view.

Recommended communications

• We recommend that you provide them with a confirmation once they register, explaining that they are on the waitlist, and offer some idea of when they might hear back about their attendance.
• Lu.ma does allow for a broader calendar newsletter option.  We’ll send out periodic updates to all registrants.