A glitch in the matrix

"Will be attending" isn't a promise.

The options that users have aren't just for the event organiser to track. They're for everyone else, too. As a photographer, I might want to use the 'may be attending' option to bookmark the event as one I might want to attend. If I say 'will be attending' it's because I intend to attend. That doesn't guarantee I will, as life doesn't always allow for these things. When I have either "will be attending" or "may be attending" selected for an event, it keeps that one very specific event in my own events tab which makes organising my calendar easier. And reminding me of what I've shown an interest in, which is especially important for events that are arranged more than a month in advance.

I'm also pretty sure there was a not-insignificant storm over the weekend. I ventured out into it as I had to pick a friend up from the train station and my car got trashed as a result. There was a lot of advice suggesting that people limit their travel to essential journeys open. I imagine a lot of people would have opted to stay home rather than get stranded due to the weather.

For what it's worth as well, I think it's probably pretty naïve to organise an event and rely exclusively on the "will be attending" function of Purple Port to sort your register. I'd have reached out to everyone individually who'd set themselves as "will be attending", potentially confirming phone numbers and creating a group WhatsApp to keep people up to date with what's happening with the event. There's a strong possibility that a lot of people might have assumed the event would be cancelled due to the storm.

All I'm saying is maybe take this one on the chin and do a better job of organising your next event. There's nothing wrong with PurplePort in this instance, it's how you used the facilities available to you. And, you know, a great big fucking storm.

I have run workshops in the past, and before I started I asked advice from somebody else who had run workshops. Their one and only piece of advice was to ALWAYS take deposits, I did, and everybody always turned up!

Yep, agree with Tim - you really have to take deposits when it's an event where you are liable for a big financial hit as people become ever flakier over time.  Doesn't have to be a significant deposit.  Then I would consider messaging all those who have paid the deposit a few days before to remind them and confirm their attendance rather than rely on site alerts. 

And then after all that, still bank on only around a 75% attendance level!

It isn't the page that's broken, it's the attendees.  I'd suggest:

• Take deposits
• For anyone who says they will attend, mark it as a shoot in your respective calendars

The combined threat of loss of deposit and a negative reference should sort the wheat from the chaff?

I think the replies above have missed the OP's point.  He already admitted "these things happen, just try harder next time", which would include taking deposits.

His point is that he thinks that two of the options are not useful. 
I disagree, and here's why:

1. If I click "I'm attending", then the organiser should be notified (I don't know whether they always are, or whether it's an option they have to choose to turn on.  I do know it's in the notifications customisations, though).
   Anyway, that's the trigger for the organiser to contact me and discuss details, and in particular to arrange for payment of a deposit.
2. If I click "I might be attending", the organiser should again be notified.  And again it's the trigger for them to open a conversation with me to try to persuade me to come, or at least to ask why I can't yet commit.
3. If I had clicked "I'm attending" and then find that I can't so change my attendance to "I'm not attending", this should again be notified to the organiser so they can do whatever they have to, such as get someone off the shortlist to see if they'll fill the space.

The onus remains on the organiser at all times to respond to changes in people's attendance.  PurplePort has, in my opinion, provided a good toolset to make that possible and, in most cases, easy.

Was it Saturday just gone, if so it was a pretty horrific day in Wales and the West of the country, trees down everywhere, power off etc. I'm not sure many would be travelling far that day, but I noticed from your castings you were taking a £50 deposit and there were only 3 spaces left, didn't that pay all of the expenses for those No Shows?

[1 / 0] Casting call: 7th December shoot with 12 or more models only £120 per tog (Total) in Long Eaton! 3 tog spaces left!

You should take a deposit for all events especially one that could end up costing you or affect your overall profit. I organise events and would never sell places without taking a deposit. If you were to attend a event in any other business you eoukd be expected to pay a deposit

Because they haven't had to pay they don't care of they attend or not. Taking a deposit weeds out the unreliable. How did you pay your models if people didn't show? Also if its a tf event for the models you have to expect no shows and unreliability as again what do they have to lose.

When I've done events for charity I've selected my models and worked out their daily rates, worked out what I need to charge to make a profit after model fees location fees refreshment costs insurance costs then advertise the event at a set cost and lay out deposit terms and conditions.

If non of rhe above are done you are leaving yourself at risk of a unsuccessful event. Even if it is for charity you should treat it like any other business and cover yourself every time.

Yes, saturday was horrific in parts of the country, and i fully understand that. Although it wasnt as bad where the studio was and i was there along with some togs and models from 8am until 7pm.

Because the shoot was for charity, all proceeds once the studio and sundries were covered all proceeds were to go to the Derby Children's Hospital.

I agree, and maybe i should be a little more demonstrative with asking for deposits, and thats my fault entirely. But you hope that saying your going to be there, either tog or model, then thats gonna happen. The roads were not blocked, it was blustery and there was some standing water, but nothing to not attend for apart from a look out the window and deciding to go back to bed.

I had 3 spaces left, but foolishly thought that those who i thought had committed, were not as committed to turn up or pay a deposit in advance. This foolishness on my behalf will now stop, i've taken my metaphorical 'bath', and from now on it's a non returnable £50 deposit up front on all events, unless i cancel them.

Just leaves a sadness and bad taste in the mouth.

Thanks all for the feedback

Dave

+1 for deposits. I did some workshops several years ago and always took deposits from photographers I didn’t already know.

As an experienced event organiser, I'd be happy to offer you advice on how to prevent no shows, but I think you've more to worry about if you haven't got permission from the National Trust to shoot at Fountains Abbey.

I am not sure that shooting "in the quieter areas, some more 'risqué' shoots to include cleavage, leg and lingerie" is really on brand for them, and there's a cautionary tale on here about shooting NSFW images in NT property even with permission.

Always take deposits, it's lunacy to expect people to commit to something if they have nothing to lose. I'm glad to see this has been advocated elsewhere in the thread and you've acknowledged this yourself.

You’re complaining about people breaking implied agreements.

You made an explicit promise to provide 12 models - but only managed 4. Did you refund the attendees?

Tabitha Boydell I've just seen that as well! I've contacted a few national trust venues near me regarding shoots and they charge a awful lot more than the entrance fee and that's if they agree at all and I was only enquiring for myself and 1 photographer. There is no way you will be able to have that amount of attendees and not be noticed. Imagine the embarrassment of being asked to leave in the middle of the event! If I was a attending model I would want some sore of proof that permission had been granted to shoot there before accepting the booking. Also the op should have adequate insurance to cover events and if they are there without permission wouldn't that void any cover they have? X