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A word about RSVP's

From: Kent M
Sent on: Tuesday, April 20, 2010 1:21 PM

I apologize for the long email, but I wanted to send out a note to the group about RSVP's, and most importantly "Maybe" RSVP's.

I understand with our busy schedules that it's difficult to know if you can make an event scheduled a week or two out...or more. However, I would like to ask for your cooperation as the date gets closer to update your RSVP's as soon as possible. For example, for events scheduled for Fri or Sat. please try to update your RSVP by Tuesday and no later than Wednesday of that same week..and of course the sooner the better.

Our group is a little unique with regard to having accurate RSVP's since most of the venues and bands that we schedule events for are very popular and require me to make reservations in advance to accommodate our group. I want to make sure we have enough tables for our group at the events but at the same time not over-estimate the attendance which could reduce cooperation by the venues.

I realize it may not be possible in some cases to know for sure if you can make an event until the day before or "day of" the event. This is OK, but currently I am getting too many "Maybe" RSVP's to be able to effectively estimate how many tables need to be reserved. For example, for Chase N The Dream this Friday we currently have 28 Yes and 27 Maybe RSVP's. This of course means (assuming no "No Shows") that we could have anywhere from 28 to 55 people attending (not counting RSVP's that will be received from now until Friday.

As you can see, this makes it very challenging for me to make accurate reservations. If it is necessary to adjust my initial estimate, I typically need to notify the venues no later than Tuesday or Wednesday the week of the event. I have also been getting "No Shows" and people showing up without RSVP'ing. This is also not helpful for making reservations.

I would like to point out that I am not "uptight" about RSVP's, rules, etc. and want this to be a fun, laid-back group. My only reason for trying to encourage timely and accurate RSVP's is so that my reservation estimates can be fairly close which in my opinion makes for a better experience at the events if we make sure we have enough room for our group.

Some of you might wonder why I just don't eliminate Maybe as an option. I made the decision to keep the Maybe RSVP's because otherwise I believe that members who are a "Maybe" but don't have that option will probably just not RSVP at all or at the very last minute. So that doesn't really help me either.

So, enough rambling...just please try to limit your Maybe RSVP's and No Shows. Also if you plan on coming please RSVP Yes rather than just showing up.

This is a great group and I thank you all for your time and support!

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