AWA Meetup Attendance Policy

April 2016

We believe that Agile promotes the human values that inspire change, innovation and creativity. We created Adventure with Agile (AWA) to provide a forum for influential people and change agents to come together and share ideas on organisational issues that need tackling on a large-scale.

In a mission to share more content, provide more opportunity to learn and meet likeminded professionals we now run 3+ meetups each month.

Inevitably this takes time, effort and money in organisation and coordination from all parties involved. We want people to enjoy the event, both by learning from the presenter and the people in attendance. Therefore, the more people at the event – the more enjoyable and productive it is for everyone.

Unfortunately, attendance at meetups across the board (not just AWA) is 50% or lower. The mentality seems to be – “it’s free so it doesn’t matter if I don’t show.” Free in ££ maybe. But in time and effort for all involved it’s priceless. It’s incredibly disheartening to us as organisers, the community and the presenters when 50 people out of 100 don’t show without any advanced notice.

Many people travel great distances, even flying just to attend or present at AWA. For example, Mina flew from Sweden – to talk at our event. An event that had 100+ people registered – but 56 people didn’t show. The setup for this event took a lot of time & effort. For example, the venue provided security, food, drink and the room.

November 2016: based on our experience over the last 9 months we have recently updated our attendance policy please read below for information

What’s The Impact:

  • Venues – many have a strict attendance capacity. If the room can only hold 100 people we can only accept 100 people on the RSVP. This means 50 people or fewer will be at the event.
  • Food – for 100 people will be provided by the host or AWA. Half of this will be wasted.
  • Staffing – Our hosts will put on more staff depending on capacity. This costs money in overtime to our venue hosts.
  • Community – We tell our presenters we have a great community of supportive professionals. When 50% decide not to come this is a reflection on all of us. On us as organisers, on the presenter, and on the community. Unfortunately, the meetup community as a whole has an endemic No Show culture. Does this mean that the community places less value and respect on free events? In NYC meetups are now typically $5 and many presenters insist you charge. Currently, we would still like to keep our events free.
  • Waiting list – Our popular events get big waiting lists. This means that those people who don’t show up are preventing people who could attend from attending.


Our new guide for attendance

We will open registration 2 weeks before an event takes place (1 week for games). We will send you 3 email reminders.

  • 1 email reminder 1 week before the event take places
  • 1 email the night before
  • 1 email on the morning of the event

We will close registrations at 4pm on the day of the event. So if you are on the waiting list and people cancel please be aware that you might get a spot right up until 4pm that day, please prepare for this. 

No Shows:

If you miss 3 events within 3 months, which you did not cancel by 4pm on the day of the event, you will need to request to be able to register for one of our events again.

In that request, we expect a reason as to:

  • why you want to come back
  • why you missed the events
  • a commitment to always inform us

Important: If we accept your reasons and then there is one more no show this will mean you are out altogether.


What do you think of our attendance policy? Do you think this is enough or too much? Please tell us what you think or if you have an idea that might work please share.

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Adventures with Agile Attendance Policy by Adventures with Agile is licensed under a Creative Commons Attribution 4.0 International License.