To ask people to RSVP?

[chowhound]

Along with a few others, I am in the process of setting up a weekend event for my Beaver Scouts. I currently know that about 50% of the colony will be attending.

The thing is, the deadline for registering is fast approaching. I have not had any contact from the other 50%, despite telling people about the event in person, talking about it face to face and advertising it on our WhatsApp group.

It really isn't a problem if people don't want to come, or simply can't make it, but we really need a firmish number so that we can finalise the planning. All they have to do is say no thanks. Even if it's tentative it would give some idea.

Of course, we could just assume that those that don't communicate at all by the cutoff date are no shows, but this seems rude at best. I mean, it takes all of 30 seconds to send me a text or something. At worst, we have in the past had Beavers turning up that we had not budgeted or catered for, because their parents didn't think it would matter.

My last option is to send out invitations by email that have a special link that parents are clearly instructed to click and which take them to a secure web app (part of our membership and management system) that allows them parent to say yes or no. I hate to nag though, and don't wish to rub people up the wrong way.

AIBU?

Just be clear .....book by x date to confirm your space / deposits are non-refundable. And mean it.
Then go ahead, book then event for those who have responded (and paid).

Thanks. We only need deposits at this stage, but reasonably firm numbers.

The event is a weekend camp if that makes any difference to whether IABU.

I'd definitely send out an email. People are busy, they forget to do things.

I get so annoyed if people don't RSVP to something I'm arranging, but I forget to RSVP myself. Hypocrite, moi?

Whenever you send a letter (and I would still use letter as many parents “don’t get” emails) put a deadline on it. If you’ve not heard by x date then you can’t guarantee that extra places will be available.

Links to click on sounds like you’re over complicating it tbh.

My Brownies get a letter about a trip, parents bring in money/deposit to secure a place (we do put names down without money paid unless it’s something very expensive like PGL). A few weeks before the event or at the same time as the original letter, we send out consent forms. We remind the Brownies to get their parents to let us know if they’re coming (several anxiously drag parents to use at the end of the meeting), and chase those who’ve committed for money and consent form. We are a big unit and are fortunate to have a healthy bank balance so we can almost always fill spaces and can afford to pay up front and collect money later for most things.

A weekend camp is unreasonable for parents to just turn up at without notice and unless you have lots of CF parents, I’m not sure they would.

YANBU, remind them, give them a deadline and stick to it.

I think I will email the invitations. I just don't want to people to get frustrated with me constantly going on about it.

Everyone is aware of the deadline. So long as I remind people once or twice over the next week, rather than nag, I think it should be fine. Would still value people's opinions though.

Glumglowworm, it does perhaps sound a bit more complex than it is. Its actually pretty clear. Almost too clear, if you catch my drift. It's part of a system that we use to manage everything called Online Scout Manager, and the invitation system was designed for this exact purpose.

Glumglowworm, we have not had people actually turn up at camp, I must admit. We have had a parent say "is there a camp this weekend? Can I sign him up" and a few with Simi!at wording! It's not a big hassle to tell them maybe next time, but I hate to see the disappointment on the kids face then.

Don't word it as an invitation. Send an email or whatever saying last chance to sign up for camp. No applications accepted after (date).

Indeed. All I'm asking is for people to say no (,or better still yes) rather than ignoring me. Obviously if they don't say anything they don't get a place, but how hard is it to actually acknowledge the person asking???

The beavers my son attends use online scout manager... i love it.. it helps keep me organised.. much better thsn my dd guide unit where its all paper reminders and payment card... i am late with subs for guides and lost my payment card for her trip. The online thing makes it much easier to manage for me.