One thing I did when I became organizer of the Spanish Meetup was to create an RSVP policy. I put it on the About Us
page of the meetup but haven't really publicized it. After our first meeting, though, I figured I should make the policy more widely known.
Here is what the page says:
We encourage everyone to RSVP for the meetings. This helps us plan the meeting by knowing how many people will come. You can RSVP Yes or No. If you aren't sure if you can make it, say No or wait to RSVP. Please don't say Yes unless you really plan on coming.
If anyone RSVPs Yes but does not come to the meeting three times then they will be removed from the group. We don't want to do this and we understand that sometimes things happen. We just want to help the meetings be what everyone expects.
So what happens if you find out that you can't make it? You can change the RSVP to "No" before the meeting. Several people did that yesterday afternoon, and while I was disappointed that they could not make it I appreciated that they let me know ahead of time.
All this helps us plan the meeting, and it also helps the group meet the expectation of visitors and members. If you have any questions or comments on this feel free to reply.