Topic: OCJ - Important! - signing up for events and cancelling  (Read 1551 times)

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OCJ - Important! - signing up for events and cancelling
« on: Mon May 20, 2013, 02:28 PM »
Organizers can spend a lot of time (and their own money) preparing events, often after some people request them. Later those people cancel just before events causing problems...

  • Others start to cancel if they think not many attending.
  • Reservations made for lodges, buses, or paid activities need cancelling. Sometimes there are charges.
  • The number of people in a rented car means those going now have to pay a lot more money.
  • At least twice now rented car reservations had penalty charges for cancelling.

Participants should sign up and say if they are 100% sure to go, or might have to cancel because of work or other reasons.


Do not sign up and then delete your comment (reply) to cancel. The organizer might not see you deleted your sign up. It causes trouble with reservations and people on waiting lists.
Just make a new reply telling the organizer you are cancelling. People signing up then deleting their sign up without telling the organizer may face penalties.

Organizers should set conditions for cancelling. If charges are needed for reservations or places in rented cars. This also makes people consider more carefully before signing up.

I know some members are signing up for events on other websites for the same weekend... then choose 1 event and  cancel late Friday night, Saturday morning just before the meeting time, and even after events have started. Sometimes they do not tell the organizer at all.

People who cancel repeatedly for an organizer's event can be banned by the organizer or put on a waiting list. It makes a lot of trouble for room and transport reservations, food planning, seats in cars etc.

Andy @ OCJ
« Last Edit: Mon May 20, 2013, 02:30 PM by Andy »


Signing up for events and cancelling
« Reply #1 on: Mon May 20, 2013, 04:13 PM »
For last weekend's trip to Gunma, several people cancelled a week or more before, one said that it was dependent upon work, and would let me know 2 days before the trip. I have no problem with this, as long as I know.

However, last Friday, less than 4 hours before we were supposed to meet, 2 more people cancelled. I tried to contact another individual that was signed up, he said he was at a nomikai and had "forgotten" about the trip. One person was nice, and has reimbursed me for their share of the money lost on the hired car, I have not heard from the other 2. Weather would have been excellent on Saturday in Gunma.

As Andy, I and other event organizers spend a lot of time planning, and in some cases, money renting vehicles, making lodge reservations, buying food, etc., as Andy has said in the above post, either commit to going on the trip, or tell the organizer up front that you may have work conflicts, and can't commit 100%.

This is the 2nd time that people have done this to me personally, on a Yamanashi trip, 1 person cancelled about 2000 on Friday about 12 hours before meeting time, the other 2 about 2330 or midnight, claimed it was going to rain and didn't want to go anymore. It didn't rain at all in the end, only sunny/foggy.

Another request, if you ride in someone's car, and then go back by yourself or with another person instead, please pay your share of the transportation costs, or at least half of what your share would have been. Unfortunately this has happened several times to me, probably other drivers also.



« Last Edit: Mon May 20, 2013, 04:18 PM by Dave Roland »