Handling RSVPs and no-shows

No-shows are normal. Don't take them personally:

• Expect 30-50%: Free events typically see higher no-show rates
• Life happens: Illness, work, transport issues—people don't ghost intentionally
• Weather dependent: Outdoor events in Canberra winter? Expect more drops

Plan for this reality rather than fighting it.

Reduce no-shows with these tactics:

• Confirm 48 hours before: A reminder message helps people plan
• Small deposit for paid events: Even $5 increases commitment
• Ask for early cancellation: "Let us know if you can't make it so others can join"
• Waitlist: If there's demand, people on the waitlist appreciate cancellation spots

Don't oversell, but plan smartly:

• Set realistic caps: Based on venue capacity and your capacity to host
• Use our capacity feature: We'll handle the waitlist automatically
• Overbook by 20-30%: For free events where no-shows are expected
• Communicate clearly: If the event is full, say so and offer alternatives

Handle cancellations gracefully:

• Make it easy: One-click cancellation is better than forcing awkward messages
• Thank them: "Thanks for letting us know—see you at a future event!"
• Fill the spot: Automatically notify waitlist members
• Track patterns: Regular last-minute cancellers might need a conversation

Close the loop:

• Update the page: Mark it as completed with any notes or photos
• Follow up: Thank attendees and remind no-shows about future events
• Analyse: What was your actual attendance rate? Adjust future planning accordingly