Meeting Participant Limit and Your Room's Capacity

Your meeting participant limit and your room's capacity

Your room can hold as many people as your meeting participant limit allows, because everyone inside your branded room joins your real meeting and counts toward the licence you already hold. Depending on the plan, that limit is 100, 300, 500 or 1,000 participants. Set your room's capacity to match, and the room warns you as it fills; for a larger crowd, add a bigger licence or plan an overflow livestream before the day.

Who counts toward the limit

A branded room does not create a separate audience. It runs your meeting inside your page, so every guest who joins from the page is a participant in that meeting, exactly as if they had clicked the regular link. People who join from the desktop app count too, and so do you, your co-hosts and your speakers.

That means BrandedRooms never adds capacity and never takes it away. The limit belongs to the meeting licence on your account. In the room running today that is a Zoom licence, and the tiers below are its plans. Zoom is a trademark of Zoom Communications, Inc. BrandedRooms is an independent product and is not affiliated with or endorsed by Zoom.

Find your limit and set capacity

Your licence's participant limit is shown in your meeting account's plan or billing details. Common tiers are 100, 300, 500 and 1,000 participants. Once you know yours, set it in your room settings.

Sign in to the meeting account that hosts the meeting and check the plan's participant limit.
Open your room settings and set capacity to that number.
If the meeting has a large meetings add-on, use the higher figure it gives you.
Save, then note the number on your first event checklist so co-hosts know it too.

What the warnings do

From the Generic Room up, the host control panel shows a live attendee list and a capacity meter. As the room nears the limit you set, you get a warning, which gives you time to act: thank people for coming, nudge anyone who joined twice on two devices to close one, or open your overflow plan.

The warning is only as accurate as the number you saved, so revisit it whenever your licence changes. A trial room still counts against the same limit; the attendee list and capacity warnings come with the Generic Room and every plan above it.

When you expect more people

If your invitations point to a crowd larger than your licence, decide on the plan before the day rather than at the door. There are two honest options.

The first is a bigger licence. Your meeting provider offers large meetings add-ons and webinar licences that raise the participant limit. You buy these from your provider, not from BrandedRooms, and your room uses whatever limit your account holds.

The second is an overflow livestream. You keep the interactive meeting for the people who matter most in the room, such as speakers, award winners or a front row of customers, and stream the meeting to a separate page for everyone else. Overflow viewers watch rather than take part, so tell them in advance what to expect and how to ask questions.

Whichever you choose, tell your guests the plan in your reminder emails. People are far more relaxed about watching a stream when they knew it was coming than when they discover it at the door.

Plan a little headroom

Treat the limit as a ceiling, not a target. Hosts, co-hosts, speakers and a producer all take seats, and a few guests will join on a phone and a laptop at once. Leave some room between your expected crowd and your licence, and decide ahead of time what you will say if the room fills. A calm line from the host, such as a note that the replay is coming to everyone who registered, keeps the mood warm even when the doors close.

During the event, glance at the capacity meter at the moments people tend to arrive: the start, just after the first break and when a well-known speaker comes on. If the room is filling faster than you planned, that is a lovely problem to have, and the warning gives you a few minutes to handle it gracefully instead of discovering it from a guest's message.

Frequently asked questions

What is my room's meeting participant limit?+

Your room's meeting participant limit is the limit on the meeting licence you already hold, because everyone in your room joins your real meeting. Common tiers are 100, 300, 500 or 1,000 participants. Check your meeting account's plan details, then set that number as your room's capacity so the warnings are accurate.

How many guests can join a room at once?+

As many as your meeting licence allows, counting everyone in the meeting: guests on your page, people on the desktop app, hosts, co-hosts and speakers. BrandedRooms does not add or remove capacity. To hold more people, raise the licence with your meeting provider or plan an overflow livestream.

What happens when the room reaches capacity?+

When the meeting reaches its participant limit, the meeting platform stops letting more people join until someone leaves. From the Generic Room up you are warned before that point, in your host control panel, so you can ask duplicate devices to close, open an overflow plan, or tell late guests the replay is coming.

Can BrandedRooms sell me a larger licence?+

No. BrandedRooms never resells meeting licences. Larger limits, such as large meetings add-ons or webinar licences, come from your meeting provider and are billed by them. Once your account holds the larger licence, update the capacity in your room settings and the room uses it.