Often it is required that we arrange for some sort of event that requires many people to be present. Especially when it is an event where it is not just for "anyone" to be there, but specific people, then it becomes difficult to arrange.
Usually this is because there is a good chance that someone will cancel. Life is like that.
What do you usually do to reduce the chances of cancellations?
Plan the event well in advance
Usually the main thing to do is to plan the event well in advance. Usually if it is an event that takes all day, you cannot suddenly ask people to drop all their plans for the next week and be available. So I find that giving 2 weeks notice is generally pretty good.
Coordination
Having a vote by show of hands can help line-up everyone's schedules and give them time to come up with forecasting.
Despite all this, things can still fall apart.
Unforeseen things can happen. Accidents, Injuries, Illnesses, Car trouble, pressing familial responsibilities. Depending on the sort of event that you are trying to arrange, because the event that you are trying to arrange is often some other than official work, that it is an elective and thus it takes a back-seat to other arrangements and duties that are more important to the people you are trying to arrange with.
So when things change, what can be done?
Postpone and re-schedule
Simply taking stock and moving the date of the event onwards so more people can make it to the event is already a good way of reacting to a cancellation. Usually though, this is only possible when the cancellation itself is also communicated well ahead in advance. When the cancellation happens closer to the time, other tactics need to be employed.
Substitution
When you play certain sports, or having gaming sessions, you often need a certain number of participants on the team to play the game. So when you have one of those cancellations, it is a good idea to call up someone who will fill in the shoes of the person who dropped out.
Dealing with Dissapointment
And sometimes, no matter what you do, some plans completely fall through anyway. Sometimes you cannot do anything about it and life has to go on. You have to make the choice between completely cancelling the event or just going forward with it with whomever is still available.
Recently I we had an event. Because of accidents and such, it was re-scheduled. Then of the 6 participants, one of the opposition team's players dropped out. We got a replacement for that participant.
Then I had the situation where a family member's event arrangements, involving a lot more people, clashed with this event, but at a later time. So we made a concession for my team to continue without me after the time that I need to go get to the other event.
So all seemed well again, we had Rescheduled, then we had a drop done a Substitution. Then we had a short term schedule clash and we managed to make an arrangement around it.
And then we had another case of emergency. One of the opponent's family went to hospital. It may or may not be serious. So he may or may make it... we will have to see and then take it from there.
Such is life and that is what I have learned about arranging these events.
If you have any other tactics or suggestions on how to arrange things and make them stick - I am all ears!
Thank you for reading this post!
Cheers!
@zakludick
thanks for the informative post buddy. really enjoued reading it.
Cheers man!
Thank you so much!
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