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Awareness of the empty-seat situation

From: David A.
Sent on: Thursday, January 24, 2019 9:38 AM
Dear pythonistas,

We've noticed a worrying trend during the last meetups: some people tend to cancel their RSVPs at last minute. This causes all sorts of trouble, like unnecessary venue expenses and waitlisted people that could have attended missing the event.

We know that this empty-seat situation sucks. It's getting worse, and we'd like to fix it for once.

As an example, last week, on the meetup:
- we had 60 seats, and at some point we had >70 people on the waitlist.
- we sent a reminder, some seats were freed and a few people from the waitlist moved up.
- sadly it was not enough: after closing the registration (there is a deadline, as the attendee list must be printed, for building security), more people canceled. After closing the registration, cancels are not replaced by people in the waitlist, as there’s no time to notify the required people.
- some people didn't cancel the seat, but didn't attend either
So, at the end there were plenty of empty seats, and willing people who couldn't come :(

Open question, to everyone: what would you do?
- Enforce the “blacklist”, ban/depriorize the offenders during the next meetup(s)?
- Ask for a little payment (1€?), so only committed people will register? A bigger payment (5€), that will be refunded afterwards if you assist the meetup?
- Open the registration just the same day, so only really interested people will register?
- Send more reminders? Should we translate it to Spanish? Add a mandatory question to the registration process, so people are more aware?
- Any other ideas?

We are discussing this in the organizers group. Please send your ideas/opinion/feedback to [address removed].

Thanks!

The PyBCN Team

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