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Welcome to Hosting with Tribe!

We’re so excited to have you on board as a Tribe host! Hosting is all about keeping it simple and fun while creating a space where friendships can grow.

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To make things super easy, we’ve put together a Hosting FAQs Guide that covers everything you need to know—from managing attendees to handling no-shows and keeping the vibe warm and welcoming.

 

Key Things to Know

 

Connect with Attendees Early:

 

🌟When someone signs up, send them a quick message to say “hi!”

 

Managing Sign-Ups & Attendance:

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🌟 You’ll be notified via email when people book.

🌟 If no-shows become an issue, let me know—we’ve got ways to improve reliability.

 

Venue & Logistics Reminders:

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🌟 Book your venue in advance to secure your spot.

🌟 Triple-check that the location is open (especially if it’s a café or seasonal venue).

 

Before the event:

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🌟 Before the event, make sure everyone feels personally invited. That little personal nudge makes a big difference!

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Something like this works well! 👇

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2-3 days before the event:

 

Hey [name],

Our [activity] is coming up on [day] and we’ve got some great gals coming along!

We’ll be meeting at [insert meeting spot & time].

See you soon!

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Day Before:

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See you tomorrow [name].

Any questions or all set?

 

Keep the Momentum Going After Your Event:

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🌟 Send a quick message to attendees afterwards to say you loved meeting them and you’re looking forward to seeing them again.

When your event is relisted, send personal invites to those who came last time—this makes a huge difference in keeping the Tribe energy strong! ‍🤝

 

Encouraging Future Sign-Ups:

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🌟 Snap a few photos or short clips at your event to share in the group. This helps inspire more sign-ups!

🌟 When posting about your event, use a friendly, casual invite—just like you’d message a friend.

🌟 If you need help promoting, let me know—I’m happy to help boost visibility in local groups.

 

 Check out the full Hosting FAQs below:

Managing Attendees & No-Shows

How do I see the names of people who have booked?

You’ll be notified via email.

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How do I handle no-shows?

No-shows can be frustrating, but they happen! Here’s how we manage them:

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  • ​Consider sending her a friendly reminder the day before and/ or the morning of the event. 

  • If no-shows are a recurring issue, let me know—we can explore ways to encourage reliability (e.g., small pre-paid deposits for some events).

  • If the event feels awkward or unbalanced due to absentees, take it as an opportunity to connect more deeply with the attendees who did show up!

What should I do if I reach out to an attendee and don’t hear back?

If an RSVP doesn’t respond, send her a gentle reminder in a couple of days.

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  • Follow Up Message #1 (after a couple of days):

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"Hey {name} 👋  Thinking of you and just checking you received my message?"

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  • Follow Up Message #2 (2 days later if no response):

 

"You ok?"

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Still no word? (Honestly, this is super rare!!) Let me know—it could just be a typo in her phone number. Reach out via Messenger to me and I’ll triple-check things on my end. 

Attendance Numbers & Event Setup

What happens if attendance is too low?

If your event needs a minimum number of attendees to be worthwhile, let me know—we can mention it in the event description. If we don’t get enough sign-ups, we can always postpone until the next scheduled event to allow more time for promotion.

Can I set the maximum number of attendees?

Absolutely! Let me know and I'll set a ticket limit on the website. 

Privacy & Visibility

Can I stop certain Tribe gals from knowing I’m hosting or seeing my comments?

Yes! If you need to keep your involvement private for professional or personal reasons, we totally understand. You can block specific Tribe members by following these steps:

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  • Go to the Members area of the Facebook Group.

  • Search for her name in the list.

  • Select ‘Block’—she won’t see your posts, comments, or interactions in the group.

 

Once you’ve done that, let me know so if she ever tries to RSVP to your event (she won’t know you’re the host), I can step in and come up with an excuse why she can’t attend. Basically—leave it with me  I've got ya. 👍

Sign-Ups & Payments

What’s stopping people from just turning up without paying?

This is really rare! People need to visit the website to see the event location, which means they also see the RSVP and ticketing options too.

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TBH - This has only happened twice in Tribe history, and both times it was a misunderstanding—the gals  thought that by attending one event in a series, they were automatically booked for them all. We’ve since updated our system so this won’t happen again.

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Rest assured—this isn’t something to worry about! 💛

Why is there a fee?

The fee ensures commitment from attendees, reducing no-shows.

It supports the ongoing operation of the community and allows this whole beautiful friendship boat to float

Hosting & Event Logistics

What if someone cancels last-minute?

It’s always a bummer, but it happens! If this affects your event, consider whether you can still go ahead with fewer people or if rescheduling makes more sense.

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If an attendee cancels repeatedly, let me know—I'll reach out to remind her on the importance of reliability.

What if I have to cancel the event?

Life happens, and if you need to cancel, just let us know as soon as possible so we can inform attendees and issue any necessary refunds.

If possible, reschedule the event instead of canceling outright.

What should I do if an attendee brings a +1 who hasn’t signed up?

If your event has limited spots, it’s okay to politely explain that all attendees need to RSVP in advance.

If it’s a more casual setting and you’re happy to accommodate, that’s up to you! Just remind them to RSVP in the future.

Safety & Group Dynamics

What if someone is dominating the conversation or making it awkward for others?

If possible, steer the conversation to include everyone.

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If it’s a repeated issue, let me know—and I'll accidentally not invite her along next time. Sorry, but no. 

What if I don’t feel like I ‘click’ with the attendees?

Every event is different! Sometimes it’s just a matter of finding the right crowd.

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If you’re consistently not enjoying the dynamic, let’s chat about adjusting the type of events you host or the way we promote them to attract the right attendees.

Technical & Admin Questions

How do I edit or update my event once it’s posted?

If you need to tweak something (time, location, details), let me know, and I’ll update it for you.

Can I host an event at my home or a private space?

​​This is totally up to your comfort level. In short, yes. Let's chat about that. 

How do I encourage more RSVPs?

If you’re struggling with sign-ups, we can brainstorm ways to boost interest, such as:

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  • Making your intro post

  • Making a post into your local FB groups. I can help with this - just ask

  • Posting an invite in the group

  • Grabbing a pic and sharing that along with a 'great time had by all - come next time' sorta post. 

Do I have to take photos at my event?

Photos are awesome for encouraging future sign-ups. 

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  • Great lighting = great pics!

  • Even better? Wee clips! A quick “cheers” moment 🥂, gals chatting, or any short snippets of your time together.

  • Don’t overthink it! Anything is better than nothing, and we so appreciate you capturing the fun.

 

Thank you in advance! 💕 

Thanks again for stepping up as a host—we love having you in the Tribe!

Let me know if you have any questions or need support.  

You’ll find me on Messenger here:  https://www.facebook.com/FIndYourNZTribe/ 

Or email here: hello@findyourtribe.co.nz

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