There's always one or two, no matter how hard you plan!

10 years ago

Am the coordinator of social activities for our water aerobics group.

Today, planned a farewell lunch for a dear classmate, who is fondly regarded by everyone, at an upscale local restaurant.

Restaurant was very specific with numbers, when making reservations, as they are very busy both lunch and dinner times.

I sent out my usual class emails, asking this time for RSVP's and after a certain date, could accept no more due to seating availability.

Checked, double checked giving everyone ample time. Even sent out the list of those who had RSVP to make sure they were still coming and one last time to sign up.

#28 was set, and there were 28 seat reservations. Everyone showed up, plus 2 more who just came.

No more room, so they were seated separately at other tables, and nicely couple gals moved so the two wouldn't have to sit by themselves. Waiters tried, but there was no more room left, but to seat them elsewhere. They were close enough to visit back and forth luckily. Just not sitting with the group.

Did turn out for a great farewell luncheon.

Normally the number count doesn't really matter that much, you generally have room for minus or plus, but due to the popularity of the classmate, and the largest number we've ever had responding to a restaurant luncheon, numbers did matter.

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Comments (14)

pam_25f
10 years ago
Grrrrr. This is so annoying to me. Often I am the one to make the reservations for my husband's family events and it is so hard to get a definitive answer and number. I think it is very rude to the wait staff to underbook (they have to scramble around for more place) or overbook (waitresses could lose tip opportunity).
glenda_al
Original Author
10 years ago
I did my part, had the right numbers for the restaurant. Two decided to come and there was no option but to seat them elsewhere.

One gal was even in water class this morning and didn't mention she was coming

Wait staff was excellent in serving everyone!

This post was edited by glenda_al on Wed, Aug 28, 13 at 17:42
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ravencajun Zone 8b TX
10 years ago
I am with you there glenda you do all you can and then some just can not get with the program. I have done a lot of event planning for some big conventions and some smaller events, there are always some that just can not seem to get it together! It makes it hard on everyone involved. And then some times they get miffed at the planner for their own problem.
patti43
10 years ago
Glenda, I hope those two were deeply and totally embarrassed by their lack of good manners. You just do NOT do that.
YogaLady1948
10 years ago
What Patti43 said;)
glenda_al
Original Author
10 years ago
Nope, didn't phase them one bit!
Lindsey_CA
10 years ago
Glenda you did everything you could. Some folks just don't get it. But, hopefully what happened today will make everyone see how important it is to let the person doing the planning know whether or not they're going to attend!
chisue
10 years ago
Evidently, this will not 'sink in' for some people until you turn them away at the door. You could state on your email:

"If you wish to attend, please check that your name is on this list of reservations. We would not want to have to turn you away at the door because you failed to reserve one of the limited seats."
ellendi
10 years ago
You could not have done anything differently. I am wondering though if a you need to pick a more flexible restaurant for your next gathering, because as your title states, there is always one or two, no matter how hard you plan.
Some restaurants have private spaces and adding a few more wouldn't make a difference.
glenda_al
Original Author
10 years ago
I had changed restaurants due to more flexible seating. As this one, we did lunch at had more seating space, but NOT seating space together for more than the number we had.

Thus they weren't with us, but were in close proximity. Close enough to see the gift giving and the thank you from fellow member who is moving.

You are right, there's always one or two, no matter how hard you plan.

I had put a lot of thought and planning into this occasion.
Which was appreciated.
suzieque
10 years ago
It's ignorance and rudeness. Lucky for them that they were somewhat accommodated; I'd have been very tempted to turn them away. Or, I'd at least have made it clear to them that their behavior was unacceptable.
Georgysmom
10 years ago
It happens all the time, Glenda. I handle a lot of luncheons and in fact, this year I'm in charge of the luncheons for the golf league. I don't lose any sleep over it, If we can accommodate last minute show ups, we do. If not, we turn them away. If someone doesn't cancel out on a luncheon within 48 hours, they are charged for it. Those are the rules and my conscience is clear. Don't feel bad about it at all. No matter how efficient you are, this is going to happen.
Sue_va
10 years ago
Glenda, I have a couple suggestions from my past experiences. Get a sheet of stick-on name tags; write the name, on a tag, of each person who made a reservation, and pass them out as they arrive. Twenty eight replies equals seating for 28 people. I know some folks don't like name tags, so here is an alternate suggestion.

Get some of those little place cards, write the 28 names on 28 cards, then hand them out as they arrive. In either case, they choose where they want to sit; you are not making that decision.

No reply, no reserved seat.

"An ounce of prevention is worth a pound of cure."

Sue
teresava
10 years ago
I've had that happen to me before and it's very frustrating!! You can only do so much since some people are clueless to good manners.

And I've had the opposite happen. We threw a birthday party for my oldest DD. When most people RSVP'd they said the child +2 parents were coming. So we planned around that number. Day of the party arrives and the same people drop their kids off, so we were off by 8-9 adults and had TONS of extra food & drinks. Either way RUDE!

There's always one or two, no matter how hard you plan!

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There's always one or two, no matter how hard you plan!

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