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Important RSVP info for Backpacking Group

From: Bob F
Sent on: Friday, March 1, 2013 9:24 AM

Hi Everyone,


This is a follow up email to the email Derrick sent out on Monday regarding last minute RSVP changes.  There's a variety of reasons last minute (within 2 weeks of the trip) changes are a problem.  I won't list them here but you can find them in our "Pages" section.  We've already experienced numerous problems with last minute drop outs this year and we're not even into our "busy season".  Members have responsibilities when they join a group, and ours is no exception.  With that in mind I want to make it perfectly clear what our member's responsibilities are regarding trip RSVP's.  

This is actually quite simple:  Be committed to going on the trip when you sign up and make sure your schedule allows you to go on the trip when you sign up.

We have way too many people signing up for trips that are not committed or don't even know if they can actually go because of their schedules.  For instance, signing up for a WINTER trip and then dropping out because it's too cold, too snowy, too windy or you don't have the proper gear is unacceptable!  BEFORE you sign up for the trip you need to decide if these factors are going to keep you from going or not.  Signing up for a trip before you even know if you can get the time off from work is unacceptable!  You need to make sure you have the time off before you sign up and take a spot away from someone else.  Signing up for a trip and then realizing it's Mother's Day on Sunday or Halloween or Easter, etc and dropping out at the last minute - REALLY?  This is unacceptable!  Signing up for a trip and then realizing it's finals week and you have to study so you drop out at the last minute - unacceptable!  Wouldn't you have known at least 4 months earlier that this was finals week?  Dropping out at the last minute because your best friend is getting married and you have to be in the wedding - REALLY?  Isn't this something that you would have known about at least 2 weeks prior to the trip?  I could go on and on, but the point is be committed and available to go on the trips you sign up for!

We do allow each member 1 last minute drop out per season without any RSVP restrictions because we realize last minute situations do happen from time to time (getting sick, family emergencies, etc).  But this 1 "freebie" wasn't meant for "dang, I just don't feel like going on the trip tomorrow" or "dang, when I asked my boss on Thursday if I could have this coming weekend off he said no".

In conclusion, if you don't know what our RSVP Policy is please read it (in our "Pages" section), take responsibility as a member of our group, and then adhere to this policy.  It's really not that difficult.

If you are not 100% committed to going on a trip or if you are not 100% certain that your schedule allows you to go on a trip - DO NOT SIGN UP FOR IT.  You can always sign up for the trip AFTER you figure these two things out.

And by the way, thank you to the vast majority of our members who do abide by our RSVP Policy!  We're all looking forward to another great year of backpacking trips!

If you have any questions or comments please feel free to contact me. 

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