MyChapterRoom Client Support

The RSVP feature is a great option for leaders to utilize when there is limited space for event attendees or when you have a specific type of event that Members need to attend a certain number of events to meet campus/council requirements. Below we outline recommendations for best practices, how to implement RSVP options with events, and how points will be calculated when an RSVP is used. 

1. Do not use RSVP in place of Excuses for Mandatory events. 
   1. Events like chapter, new member meetings, and recruitment workshops are necessary for operational excellence. If a Member cannot attend one of these events, they should utilize the already established excuse procedures. 
2. There will be very few instances where you would need to utilize both an RSVP and Excuse for an event you are creating. 
   1. If it is an event where Members need to submit an excuse, then RSVP would not be appropriate to utilize simultaneously. 
3.  You should encourage Members to RSVP to all events; so as a leader you know who will be attending and so that points and fines queue will be accurate and not require extra work on the part of chapter leaders. 

RSVP Event Examples:

1. Required number of Panhellenic and/or Campus Events each semester 
   1. For these events you need for Members to earn points for "Mandatory" events but you don't want every event option that they don't attend to count against them. 
      1. Create these events as a "Mandatory" event type with an RSVP and the maximum number of spaces available for your chapter.
      2. Members will RSVP for the events they plan to attend. It is up to each Member to ensure they RSVP and attend the minimum number of events required according to their schedule. 
      3. Before the final minimum number of events for the semester a chapter admin should check attendance and RSVP on behalf of those Members to match the minimum number of events. 
         1. For example, if the minimum number of events is three and a Member has only attended one event and two events are remaining, the admin would RSVP for two events on behalf of the Member. 
         2. Keep in mind that in situations where Members have many opportunities to attend a specific number of events, your Members shouldn't need to submit excuses because they have multiple opportunities to attend the required number of events. 
2. Philanthropy Event
   1. For these events your chapter can send a maximum number of Members and/or may need to send a minimum of number of Members 
      1. Create these events as either "Mandatory" or "Bonus Invite" based on your chapters bylaw requirements with an RSVP and the maximum number of spaces available for your chapter. 
      2. Members will RSVP whether they plan to attend or not. 
      3. At the end of the RSVP sign-up period the leader will check the RSVP list and ensure the minimum number of spaces are filled.  
         
         
3. Parent's Brunch
   1. For this event you need to know two things; if a Member is attending and if they are bringing guest(s)
      1. This event would typically be either "Bonus Invite" or "Bonus" if you give preference to any group of Members (for instance if this event honors Seniors at the end of the school year) you would want to do "Bonus Invite" as your event type and start by only inviting the initial group to the event and then adding the other Members to the invite list once it is open to them. 
      2. You will check off both "RSVP" and "Guests" and Members will RSVP if they plan to attend. 
         
         1. If a Member plans to attend, they will be given the option to include a guest. 
         2. At the end of the RSVP sign-up period the leader will check the RSVP list and verify the guest list. 

For Detailed Steps to Manage an RSVP Event Click Here

Points & Fines Queue will be calculated based on:  

The type of event and the RSVP response of each Member