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Re: [houston-php] Problem with group meeting attendance

From: user 1.
Sent on: Tuesday, April 10, 2012 1:51 PM
That does sound like a problem.  I have not been RSVP'ing for quite a 
while now because something always seemed to come up at the last minute 
(or this last time when I was involved in an accident and just didn't 
feel like doing anything).  I am thinking that maybe a lot of people are 
on auto-respond.  That is to say that they say they will but then forget 
about it.  Maybe a reminder e-mail the day before would help?  Or if 
there was a way to auto-install an event on a person's calendar?  (I 
have lightning on Thunderbird.)  I haven't been coming to meetings when 
I would really like to do so only because I am the secretary for the 
CP/M club which meets on the same day an hour later.  (I figure there is 
no sense in me running from one meeting to the next and I would miss out 
on the really great things the PHP club puts on.)

So my first suggestion is some way to remind people the day before the 
meeting is to occur.
My second suggestion is maybe Thursday is not a good day to hold the 
club meeting.  I know if it was on a different day I would be able to 
attend more than I can do now.  But that might just be me.  What do 
others think?

Mark

On 4/10/2012 9:57 AM, Joao Prado Maia wrote:
> Guys,
>
> This is a sort of tough email to have to write, but I feel this is needed in light of recent meetings. I have been organizing the group for the past 7 years or so (maybe even more?), and this issue has never happened to the extent that it is happening over the past few months.
>
> We have a problem in our group: there are always a good number of people who RSVP to meetings, and then never show up. In some ways this is kind of what comes from doing public free meetings like we do, in that anyone can join us, or not. Nothing wrong with it, and from my time running the group I have seen this happen many times before.
>
> However, what seems to be happening more is that an average of 60% of people that RSVP to an event never actually come to the meetings. I would understand if this number was around 20%, but 60% (or more) is just a sign that there is something very wrong going on.
>
> For the past two months we had 18-25 people RSVP'ing to the meeting, but we only got around 8-10 people show up for the actual event. This past meeting where we had the MySQL presenter fly in from Atlanta, only 8 people showed up (including myself and the speaker). There were 25 people RSVP'ed to the meeting.
>
> I understand that some unexpected thing might happen that would require some people to change their plans, but this type of thing is happening every month, and it's slowly destroying the group's reputation.
>
> In the future I might actually have to turn down presentation offers because I can't be sure if more than 10 people will show up for the event. It wouldn't make financial sense for a company to send someone over to Houston, when fewer than 10 people come to the event.
>
> My only recourse in this situation is the obvious one -- ask you to not RSVP if you don't plan to come. If you initially responded with an RSVP, and later changed your mind, please update your status on meetup.com.
>
> Again, I have lots and lots of meetings under my time here with the group, and I have seen all kinds of problems crop up. Weather being nasty, getting lost on the way over, etc. You have my cell phone number if you need help getting to the meeting location.
>
> I understand that this stuff happens, but 60% (or even 75% at the last meeting) of people that RSVP'ed not showing up seems to me to be a different problem altogether. If this type of thing continues, there won't be much of a point to keep the group running.
>
> I'm asking for your help to get this issue corrected immediately, or we won't be able to continue much longer.
>
> Regards,
> --Joao
>
>
> --
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> This message was sent by Joao Prado Maia ([address removed]) from Houston PHP Users Group.
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