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Very Important Message - Please make sure you read it!

From: claire
Sent on: Thursday, October 31, 2013 10:48 PM

Hello to all members of the Bath and Bristol Everything Meetup Group, Bath and Bristol Singles Group (in collaboration with the Bath and Bristol 40+ Group)

This is an important message from the organisers, so if you could please spare a few minutes to read the following it would be much appreciated and necessary for your continued involvement in this group.

As all existing members know, and as hopefully all new members will learn, this is a relaxed, friendly and informal group without an imposing list of rules and regulations.  The group was set up to be for the benefit of all its members and this is how it has operated and will continue to operate. The group has become very successful with a large, and growing, list of members, which is a very good thing. However, with the increasing numbers there are a few problems which need to be addressed.

People RSVP 'yes' to events and then do not turn up, or who constantly cancel at the last minute.  Whilst we understand that occasionally you may just not feel like it, which is fine, it should not be a regular occurrence.  This is not fair on the organisers, event hosts or on the other members, as the meetup is delayed whilst waiting for these people and the host cannot relax.  Numerous emails have been sent out asking for members to change their RSVPs, but the issue seems to be getting worse.

We understand that life is complicated and there are emergencies which mean it's not always possible to get to events.  However, the organisers put a lot of time and effort into organising events and always worry when people don't turn up. Although, we appreciate any effort to change your RSVP so we know you are not attending, constantly dropping out at the last minute, or not turning up without advising the event hosts, does have a detrimental effect on meetups.

As organisers and event hosts we have to plan various aspects for different meetups such as, reserving seats and informing proprietors of approximate numbers amongst other things.   When meetups are small with 10 or less members late changes in RSVPs seem to have a domino effect with more members dropping out shortly after as this breeds a lack of confidence in the event. This is not fair to the organisers and event hosts or to the restaurant or other location who have will have made provision  for a greater number.

On behalf of all organisers we would like to ask that:

(1) you do not RSVP to an event unless you are sure that you will attend, especially those with a small number of spaces, because this just takes up places from someone else who will definitely attend;

(2) if you know you're not going to make it, that you update your RSVP AS SOON AS POSSIBLE so that we're not looking out for you or delaying the start unnecessarily;

(3) we know that it is not possible to change your RSVP after the event has started, but you can send a message.  If you have a problem and are not able to make it, may we suggest that that you email the host an apology to explain the reason and why you were unable to update your RSVP.

CONSEQUENCES - If in the future a member who has RSVP'd 'yes' and then does not turn up 'no show' without an apology or explanation he or she will first be sent a gentle reminder of the above and the 'no show' will be marked on his or her meetup page.

If this happens a second time then a more strongly worded message will be sent and will be noted as the second 'no show'

If it happens a third time then he or she will be removed from the group two days after the third 'no show' without further contact.   Consideration will be given after a month should the person wish to return and follow the guidelines.

There are quite a few of you that already have 'no shows' against your names and most organisers know who you are and we will be paying close attention to your attendance. We also know the people who rsvp 'yes' straight away to reserve their places, just in case they decide to go to the event and then cancel last minute. We will be sending similar reminders to members who RSVP yes to events and then persistently cancel at the last minute without reasonable excuses and we will ultimately also remove that member if it continues.

We hope you can understand the reason for this message and also hope that you understand it is not aimed at all members of the group but only those who do not respect the time and effort put into organising events.  It is your responsibility to ensure you know the event details and to remember and up-date events you have committed to.

This message will also be sent to new members as they join the group.  We have an etiquette list which will be included in the welcome message, but if any of you wish to see it please contact us.

If you have any questions, please contact Claire or Barrie.



Claire and Barrie




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