CiviCRM Community Forums (archive)

I have an event for camping. We are using a price set field that has three different camping options and then another price field option to donate money. All four options do not have a participant count. When I go to see a list of participants it shows 172 results but the "Actual Participant count is 155" Why is there a variance in this number? Also when I change the search criteria the number never changes, shouldn't this number change as well based on the criteria that is selected?

I am looking at the Manage Events|Participants area. Thanks.

The actual participant count being generated by reports is different to the number attending if price set fields is used for an event.  This information is given to us when we use:
Search
Find Participants
I have done this for one of our events.
I enter the event name and no other criteria and the Search comes up with 9 results.  It also informs me the actual participant count is 38.
38 for this event is the trustworthy figure.  I know, for sure, 38 people have indeed registered for this event at this date.
At first we thought it was connected with a "pay later", however, when I click on the little text help icon alongside the 38 information, Civi informs me

"Actual participant count' is displayed for events which use Price Set field(s) to increment the number of participants counted against the event's maximum participant level. For example, someone may select a 'Table for 8' when registering for a fundraising dinner. This registration will increment the 'actual participant count' by 8, even though only one participant record is displayed in search results."

I have copied and pasted this from the help note.
Unfortunately it doesn't inform me how to generate a report or search with all 38 participants - which is what I really want.

The event ID is 73 and I have used Search Builder where I search on participants in Event = 73 and I get 9 contacts (not 38)

I have used Reports, Event Participant Report (List) and I get 9 contacts (not 38)

The help says it is connected to the the Price Set fields and the event I am managing does use Price Set fields.

Does anyone know how to generate a list of attendees at an event that uses price set fields where that list or report shows all attendees.

Thank you

not sure if you still need help with this, but I believe you need to look at your price set.
When adding a price set you have the option to specify how much participants are counted towards the maximum when 1 'item' (I'll call it item, could be a table at a fundraiser like in the example) is bought. In the example of the table you would put 8 there.

The explanation of the fields is a little misleading as it makes you assume the default is 1 so if you would want to have the participant count to go up 1 per ticket, you would put nothing there.
But I have noticed on my events that you should always fill in the value, even when it is 1.

after that our total participant count showed exact amounts.

hope it helps
DicE