Meetup Policies and Practices

Meetup No-Show Policy:

No-shows and late withdrawals greatly impact member participation on trips. If someone removes themselves at the last minute or doesn’t show up, it causes problems. Firstly, someone on the waitlist who would’ve liked to join wasn’t given a chance. Secondly, this increases travel expenses because the vehicles aren’t full.

1. Any member who signs up for a trip, doesn’t remove themselves from the going list before the start of the trip, and then doesn’t arrive at the trailhead is considered a no-show.
2. A section has been added to our trip reporting form to allow leaders to report no-shows
3. The vice president keeps a record of the no-show on a club spreadsheet
4. No-show names are forwarded to the president, who will contact the member with a warning. (The president will contact the no-show and a warning will be issued unless there was an extenuating circumstance)
5. When a member has two no-shows in a calendar year, the president will instruct the Meetup Committee to remove the member from the club Meetup for the remainder of the calendar year
6. Members that are moved to the going list after 10 PM will not be treated as a no-show. However, members are encouraged to remove themselves once they decide it’s too late to attend an event.

Late Withdrawal from Trips (within 24 hours of the start of the event)

Members are reminded that trip leaders have autonomy over participation on their trips. If a trip leader considers a member to be an unreliable participant due to a history of late withdrawal, the trip leader may choose to move the member from the going list to the waitlist. (The trip leader may have to contact the removed member directly.)

Use of Meetup+

Guests on Club Trips

• A trip leader may allow a guest on club trips
• Leaders must manage participant numbers on Meetup manually
• Leaders should advise participants that a guest is attending
• Leaders must ensure that guests complete the FMCBC Liability waiver
• Leaders record the guest’s name in the trip submission report
• A guest may attend two club trips before becoming a member

Meetup Name Policy

The Island Mountain Ramblers hiking club requires members to use their preferred first and last names on Meetup.com to ensure club activities’ safety, organization, and integrity. This practice serves several important purposes:

1. Safety and Identification: Having full names allows for accurate identification and efficient communication in the event of an accident or emergency on a trip. Trip leaders need to know who is attending for safety and logistical reasons, ensuring they are prepared for the group they are leading.
2. Clarity Among Participants: As the club has grown and extended beyond Nanaimo, many members may not know each other personally. Using full names helps distinguish individuals, especially with similar first names or initials, preventing confusion during trips.
3. Trip Reporting and Accountability: Including full names is crucial for maintaining the club’s trip reports, which fulfill our liability insurance reporting obligations to the FMCBC.
4. Privacy Considerations: The Island Mountain Ramblers Meetup group is private, meaning full names are only visible to fellow members and trip leaders. Members who value anonymity should consider whether the group’s transparency meets their preferences. Alternatively, they can maintain their privacy by using different meetup.com accounts for various groups.

By requiring full names, the Island Mountain Ramblers ensure a standard of safety, professionalism, and community that reflects the club’s values and fosters trust among its members.