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RSVP and attendance

Why are there size limits on our hikes?

We place some sort of size limit on all our hikes, these are not random numbers rather the optimal number we feel a particular hike will work best with. The limits aim to increase the overall enjoyment of the hike for the participants whilst keeping safety in mind.

Some of the factors that determine the size limit on a hike are:

  • Type of trails and terrain
  • Parking limitations
  • Amount of pre-scouting carried out by the organizers
  • Park's restrictions on group sizes
  • Time of year

Due to the size limits it is imperative that all members follow the RSVP guidelines outlined below:

Good RSVP/attendance etiquette

  • It is courteous to accept or decline an invitation within a few days of receiving it. This helps with event planning and provides valuable feedback to the organizers.
  • You should update your RSVP as soon as your plans change. If that's within 24 hours of the event, you should also contact the organizer personally via email (contact link under organizers photo) or phone.

  • If you RSVPed 'Yes', you show up to the event. If you can't show up, change your RSVP accordingly and explain to the Organizer why you couldn't attend.
  • If you RSVPed 'No', you should not attend the event, unless you change your RSVP to 'Yes' if space allows.
  • If you RSVPed 'Maybe', you are required to change your RSVP to 'Yes' or 'No' at least 48 hours before the event. You should change your 'Maybe' to a 'No' as soon as possible in the event you are not able to attend so that others may plan to go.
    Note: Maybe's may be changed by the organizer to a 'No' to make room for others to attend.
  • Double booking: It is not possible to be in 2 places at once so make sure you check your calendar carefully before RSVP'ing to an event!! With the automated waiting lists (see below for more info) now available on meetup, please pay special attention so that you do not inadvertently double book yourself.

Being a 'No show', double booking or holding spots until the last minute then not attending is not only rude, but impacts the ability for other members (that can commit to attending) from coming. If this happens repeatedly it could lead to removal from the group.

What do I do if there is no space and would like to attend?

Events with manual waiting lists

  • Join the waiting list - the system will automatically send you an email when spots open up.
  • If a spot opens up and you still would like to attend the event, then change your RSVP.
  • If at any time you decide that you no longer wish to come to the event you can remove yourself from the waiting list by changing your RSVP to No.
  • If you do not wish to get an email each time a spot opens up, it is still useful for the organizers if you express your interest in coming by RSVP'ing No with a comment expressing interest. You can then look back as the event draws closer and sign up if spots are available.

Events with automatic waiting lists

  • Join the waiting list - the system will automatically update the RSVP from Waiting list to Yes for the next person in the waiting list.
    Note if you sign up with a guest, but only one spot opens up, your request will be skipped.
  • IMPORTANT: If you no longer available or wish to attend remove yourself from the waiting list (by changing your RSVP to No), so that you are not inadvertently changed to a yes - the system can not read your mind!
  • As we get closer to an event we may decide to switch from automated to manual mode for the waiting list.

Note: Joining the waiting list also let's the organizer's know how many members are interested in the event, which is very useful for planning for the current event and future events.

Table of Contents

Page title Most recent update Last edited by
RSVP and attendance April 7, 2009 8:41 AM Heike
Clothing for Winter Hiking December 15, 2008 6:49 PM Jim
Discovery Hike September 23, 2007 10:21 PM Jim
About Hike Putnam and Beyond April 27, 2011 1:30 PM Heike

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