National Boards > Road Enthusiasts Meetings
How to host a successful road meet
bandit957:
In the immortal words of Styx: "The time is drawing near..."
We're only 81 days away from the roadmeet to end all roadmeets. How long before the roadmeet should I make reservations at the restaurant? I know I have to wait until after I know how many people are showing up, but that time will come.
Also, should I make reservations for slightly more than that number in case someone decides at the last minute to show up?
Hot Rod Hootenanny:
--- Quote from: bandit957 on March 09, 2020, 09:54:10 PM ---In the immortal words of Styx: "The time is drawing near..."
We're only 81 days away from the roadmeet to end all roadmeets. How long before the roadmeet should I make reservations at the restaurant? I know I have to wait until after I know how many people are showing up, but that time will come.
Also, should I make reservations for slightly more than that number in case someone decides at the last minute to show up?
--- End quote ---
Around 30 days.
Add confirmations from here with the maybes from FB and twitter (then subtract duplications) and request that number for seating. Seldom do roadgeeks show up unannounced at meets.
Alps:
Let's say you have 12 yeses and 6 maybes. About 45 days out, call the restaurant and tell them you're expecting to have a group of about 15-20 people on the meet date. If the restaurant can't accommodate it, now you have enough time to find one that can. Unless the number changes dramatically (suddenly you have 26 yeses, for example), you can wait until about a week out before you give them a "final" number. So about 15 days before the meet, make one final announcement and ask all of the Maybes to please commit yes or no for a head count. If that gives you... let's say 19 yeses and still 2 maybes, tell the restaurant you're expecting 20 people but there could be up to 24. We've had meets where a few people just couldn't fit in the room because we underestimated.
hbelkins:
Every restaurant that I ever dealt with was very understanding. I'd call and tell them that I was expecting a certain number of people but that number might be subject to change, and I would call them a day or two out with as firm of a number as I could obtain. Even if I didn't have a definite count, I'd call them, and I would tell them that there might be a couple more people show up. I was always told that it wouldn't be an issue.
As an aside, if I do another Pikeville meet, we'll have to find a new restaurant. Reno's Roadhouse, site of the lunch for the first two meets I did there, has closed. I've actually given some thought to hosting something once the new section of US 460 opens at the state line, since construction on the segment between KY 195 and KY 80 is well underway.
Rothman:
--- Quote from: hbelkins on March 12, 2020, 03:44:15 PM ---Every restaurant that I ever dealt with was very understanding. I'd call and tell them that I was expecting a certain number of people but that number might be subject to change, and I would call them a day or two out with as firm of a number as I could obtain. Even if I didn't have a definite count, I'd call them, and I would tell them that there might be a couple more people show up. I was always told that it wouldn't be an issue.
As an aside, if I do another Pikeville meet, we'll have to find a new restaurant. Reno's Roadhouse, site of the lunch for the first two meets I did there, has closed. I've actually given some thought to hosting something once the new section of US 460 opens at the state line, since construction on the segment between KY 195 and KY 80 is well underway.
--- End quote ---
I was under the impression that Pikeville was doing better economically.
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