Attend organizer-only events. We discuss group rules, issues, concerns, and any other topics that affect the group.
Etiquette will be monitored and organizer-rights will be at risk for repeated disregard of rules.
Must host at least one event each year.
Show your personality! Be sociable and accommodate as best you can.
Enjoy and most importantly, have fun!
Preparing to Host
Do your homework! Is your choice of venue taking reservations? Can they accommodate a large group on the date/time you choose? How is parking? Are there a variety of options or fairly limited? Knowing the specifics and providing them in your event details sets the stage for the event.
Reach out to the venue and discuss our group and what you're trying to do. Maybe we'll get a perk -- how cool would that be?!
Make reservations appropriately and timely. Tip: Make reservations early based on your attendee limit, then finalize count within 24 hours of the event.
Use meet up tools. Familiarize yourself with the available meet up settings -- attendance limit, waiting list, RSVP close date, etc.
Hosting an Event
Provide contact # to those attending the event at least 24 hours in advance. If you’re not comfortable sharing your private number, you could use Google Voice phone number.
Showing up to your own hosted event is a must! For circumstances that prevent attendance of your own hosted event, choose one of the following options: --Seek an alternate host -- either a fellow Event Organizer (EO) or a Member who is aware and willing to do organizer responsibility for the event. --Cancel the event. --Event changes impact our members' time and plans, therefore, we want to provide as much advance notice as possible, minimum of 48 hours. For example, if you are feeling under the weather about 3 days before the event, it is prudent to activate one of the options above. Ensure that you update the event details and/or send a cancellation notice as appropriate.
Arrive at least 10 minutes earlier to prep the site: --Put a table sign. --Claim the spot for the group. --Meet and greet the venue owner/manager/server, etc.
Use discretion on use of name tags. If a big group with a lot of new faces, it is wise to use name tags. If a small group with a lot of repeat attendees… then name tags are not necessary.
Take attendance and update website after event. Ensure you track FLAKEs and NO SHOWs. --Print or note the attendee list at the RSVP close date or 24 hours before the event. --Members who switch from ATTENDING to NOT ATTENDING after the RSVP close date or 24 hours of the event are considered FLAKE-OUTs. Update the tracking spreadsheet. Note that members with 4 FLAKE-OUTs in a given year time period will be removed from the group. --Members who DO NOT SHOW at the event with no notification of absence are considered NO SHOWs. Update their attendance record accordingly. Note: If a notification was sent, the absence is still considered FLAKE-OUT. Update the tracking spreadsheet. Note that members with 3 NO SHOWs will be removed from the group. --Members who SHOW UP without a confirmation or OK by the EO are considered FLAKE-INs. Update the tracking spreadsheet. Note that members with 4 FLAKE-INs in a given year time period will be removed from the group. --Members who do not conform to group or event rules (such as paying by CASH or family style meals) are considered FLAKE-INs. Event specifics may vary and it is up to the discretion of the EO when a rule is not followed. Note that members with 4 FLAKE-INs in a given year time period will be removed from the group.