Policies
Each Wine Club event has a maximum number of slots, depending on the type of the event and the venue. For most events, the demand for these slots exceeds supply, so not all members will be able to attend every event. The policies below outline how we attempt to admit members to events as equitably as possible.
Summary: We will send a Socializr invitation for each Wine Club event. Out of all the people who reply “Yes”, we will (randomly) admit as many as possible and place the remaining on a waitlist for that event. If admitted members cancel, we will take other members off the waitlist. People who don’t get in off the waitlist get priority for future events. If you get in and later need to cancel, you must do so by email at least 24 hours before the event – if you don’t cancel in time and no-show for the event, your membership will be suspended. Non-Booth partners of Wine Club members are welcome to attend events but, per University of Chicago policy, are unable to formally join the club. (see the Partner Policy for details). A few of our most expensive events require co-pays.
Invitations & RSVPs
The Wine Club will send out invitations for upcoming events via Socializr. The Socializr invitation will specify the time period during which we will collect responses. The period will typically run for a minimum of 3 days, to give members adequate time to respond, and will typically end within 3 days of the event, so that members who RSVP are aware of their schedules for the evening of the event and can commit to attending.
When the response period ends, we will admit members who replied “Yes” in the following order:
- Members on the Priority List;
- A random subset of the remaining members (considering the Partner Policy) until all slots are filled;
- Only if there are still slots remaining (i.e. the event does not close), will we allow non-member guests (for a fee). See the Non-Member Guest Policy.
Members who replied “Yes” but were not admitted will automatically be placed on the Waitlist. See the Waitlist Procedure.
The co-chairs will email all members who replied “Yes” to inform them of either their admission to the event or placement on the Waitlist. Those who are admitted become subject to the Cancellation Policy.
Waitlist Procedure
When a member admitted to an event subsequently cancels, the co-chairs will send an admission email to the next member on the Waitlist for that event, to try to fill that slot. If the newly-admitted member is admitted before the 24-hour cutoff, he or she also becomes subject to the Cancellation Policy.
If a member on the Waitlist is not admitted to the event, he or she will be automatically placed on the Priority List for a future event.
Priority List
Members who are on the Priority List receive priority for the next event to which they reply “Yes”. Once admitted, they will be removed from the Priority List – even if they subsequently cancel for that event.
Cancellation Policy
For each event, admitted members may cancel, without penalty, until 24 hours before the event, by replying to the admission email. Make sure you get a confirmation reply! Do not change your reply in Socializr, as the co-chairs will not check this after confirmations are sent out.
We aim to fill every possible slot, to maximize the number of members we can serve. So in fairness to other members, we ask you to only reply “Yes” to the Socializr if you plan to attend the event. If you must later cancel, we ask that you email us as soon as possible, to give us enough time to find another member to take your place.
Members who do not cancel at least 24 hours before the event and do not attend the event, will be placed on the No-Show List. We will email members placed on the No-Show List and then deposit their $25 checks. A member on the No-Show List must submit a new $25 “No-Show check” (drop it in the Wine Club folder and email us) to be reinstated. Until this time, the member will not be allowed to attend Wine Club events. Out of respect to other members, please do not no-show.
Co-Pays
The Wine Club negotiates discounted or free wine and fees for many of its events; your membership fees cover most of the remaining costs. However we put on a few special events each year which cost substantially more than other events, such as as an event that features very expensive wines or includes a full dinner. Such an event may require a co-pay – if so, this will be specified in the Socializr invite for that event.
Partner Policy
Non-Booth partners of Wine Club members are welcome to attend events but, per University of Chicago policy, are unable to formally join the Club. Please contact us if you have a Non-Booth partner whom you would like to attend events with, and we will inform you of the process for enabling your partner to attend our events.
When we send event notices, only the Booth student will receive the invitation, and should indicate in their RSVP that they have a partner they would like to bring. Partner members may attend events without their Booth partner. If a student member and their partner wish to attend an event, they will be admitted as a pair.
Non-Member Guest Policy
As stated above, members always receive priority over non-member guests. For the sake of fairness to the paid membership, we must strictly enforce this and cannot make exceptions. (Since almost all events close, it is rare that we are able to admit any non-member guests.)
If an event does not close, members may ask to bring one non-member guest to a Wine Club event for a one-time fee of $25 (plus any co-pay). To do so, please reply to your confirmation email to request a slot for a guest. Do not use the Socializr guest feature. The co-chair will send you an email confirmation prior to the event specifying whether you can bring the guest. If granted, you will need to place a $25 check in the Wine Club folder by the day of the event.
Please respect the other members of the club and adhere to our Partner and Guest policies. We want to ensure that all Wine Club members are able to enjoy the events. If you have any questions, don't hesitate to ask.
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