The horrors of being in charge of a leaving do - accepting loss of money?
Posted by Ok_Cow5284@reddit | AskUK | View on Reddit | 171 comments
I’m a regular grunt worker in an office, and I’m in charge of my managers leaving do.
To ensure the booking and buffet I needed to pay money upfront for 25 people. (£21 per head = £525)
The leaving do is next Friday and slowly… people are dropping out/ not putting money down.
Any advice for a junior member of staff who doesn’t get paid enough to whip out £525. Or any advice on how to come to terms with this fact?
(So far I’ve got £189 out of the £525)
Restaurant won’t let me change bookings or head count :(
anpago@reddit
Just to add one thing to lots of the valuable advice you have already received. Plenty will possibly want to opt out of a leaving do especially on a Friday.
But if they know you are out of pocket and not the company/restaurant I would hope a decent percentage of the non payers they will stump up the 21 quid and then make an excuse why they can't turn up or stay too long.
I say this as one who has seen simliar situations. Where a junior organiser has some sort of grief wheter it is people turning up/outstanding costs or simply help persuade others in the department do the right thing by you.
Us old hands have all been in situations where as a Junior we got in a mess and needed bailing out.
Beepbopbeerobot@reddit
Everything about this is dumb and doesn't make sense.
1) How did you out of everyone else get put in charge of a leaving do? That in itself is sus. Did you volunteer to do it?
I don't see how a 'grunt' would ever be put in this position
2) the resturant not letting you change headcounts or bookings again thats sus. If you haven't already put up money I would change the venue
3) Why are you only now asking for help? With only 13 days left to go.
Everything about this is sus.
MediocreClue9957@reddit
I'd be laughing at anyone expecting to pay 1 penny out of pocket for the place I work at lol
jlt33333@reddit
You won't be expected to pay. Can you speak with your manager's manager ? Or someone at your manager's level about what to do next?
Silvagadron@reddit
None of us know enough about OP's situation to categorically say that they won't be expected to pay. They shouldn't have to, but they may well end up swallowing the cost and learning a lesson from it. It all depends on the company and the semantics around the formality of the event.
jlt33333@reddit
Unless it's in their employee contract that they must cover deposits for their managers party, I think it's safe to assume they do not have to cover anything. What an inane comment.
Smelly-Bottom@reddit
Why do you think it is an inane comment?
His employer can, and plenty would, turn around and say this has nothing to do with us.
OP has entered into a contract with another party. He is the only person liable.
jlt33333@reddit
To ensure the booking the deposit needs to be paid up front. There's no contract at this point and no one is liable for anything, the party can be cancelled. OP needs to ask someone senior what to do.
Smelly-Bottom@reddit
The contract was formed when the booking was made.
jlt33333@reddit
The booking is only ensured when the deposit is made - it's stated in the post. The purpose of a deposit is to hold the table and if the deposit isn't put down it simply doesn't go ahead - when are you in contract and forced to pay if you do not pay a deposit? It sounds like you should get an understanding of deposits and contracts before you comment on such.
Smelly-Bottom@reddit
Yes.
Yes.
As per the post, the deposit HAS been paid. You are in contract when you have an agreement between at least two parties about the same thing with an understanding of each others obligations.
Sir, I practice law.
jlt33333@reddit
The deposit is 525 which has NOT been paid and what OP is worried about having to pay. Get a new day job.
anotherMrLizard@reddit
It should be the manager's manager who's sorting the leaving do out.
PengyLi@reddit
Spreadsheet, 25 names. Columns showing that they had accepted the invitaion, column saying that they have now turned it down, column showing amount paid.
Nice totals at the bottom showing total, amount paid by attendees, and a total showing withdrawn attandance amount.
Forward to your manager's manager and ask how you're being reimbursed for the lost money.
TheNoodlePoodle@reddit
Just make it a shared spreadsheet with nice colour coding so that everyone can see who's paid and who hasn't, and email it around. Even better if you add job titles or grades or something like that. Might speed up a few payments!
DEADB33F@reddit
Make it in Google sheets & share it as read only. Then it'll update in realtime as folks get guilted into paying ...might encourage more to follow suit
Lipstick_Rose@reddit
This. One email with everyone copied in. I would also make it clear in the email that you have paid the restaurant and are out of pocket until everyone pays up. Copy your managers manager on the email, so they are aware of the situation, too - & if you end up with a shortfall a few days in advance of the event, email that manager and ask how you should recoup the money. In future, never pay for others in advance.
dinnae-fash@reddit
Exactly this approach.
Suskita@reddit
I agree that this is the cleanest and overall best approach. No need for sentimentality or trying to sound nice and polite and do damage control. Just straight to the facts and the people who can make accountability happen.
Rubberfootman@reddit
You need to speak to someone more senior about this - it shouldn’t be on you.
helpmaboabjings@reddit
Agreed.
OP, speak to your manager's manager and ask for advice.
moreidlethanwild@reddit
And ask for it to be expensed. You shouldn’t be picking this up.
Extra-Sound-1714@reddit
If public sector it won't be expensed
Angelf1shing@reddit
Manager’s manager should cover any losses, that’s what I always did. In future OP, NEVER pay a deposit without collecting money in first.
Cherrytree374@reddit
Agreed, but in my experience public sector workers are on board with the idea that if you put your name down, and withdraw after the deadline for saying you are going, then you are either finding someone to replace you, or you are paying anyway.
Extra-Sound-1714@reddit
True. But I have never known anything where deposits are not required by a certain date and then it gets booked.
Cherrytree374@reddit
Agree with this. If tasked with organising, I would never have booked somewhere that wanted a 100% deposit, and didn't do refunds or let you amend numbers in a reasonable time window.
dinnae-fash@reddit
Agreed though feel for OP as it’s clearly their first rodeo. You’d hope that senior management would step in and sort it out and OP can then learn a cost-free lesson. Also, leaving dos are always organised by somebody senior to who is leaving in my experience.
Cherrytree374@reddit
Hopefully they will step up.
Buffetwarrenn@reddit
Bit late for that?
Vivid_Way_1125@reddit
Could be reimbursed, or the venue could refund OP to the company can pick up the bill.
Buffetwarrenn@reddit
I mean i think you are right
Situations like this are why i dont do socials at work….
Its Just a trap
Vivid_Way_1125@reddit
Yep!
Tall_Stick5608@reddit
Well you’ve learnt a valuable lesson, don’t make a booking until money is secured per head, if they aren’t willing to commit financially then they are off the booking. There should be a deadline for this. In your situation you could take it up with the owners of the business so you don’t end up forking out.
I’m arranging something similar and I’ve been strict about paying up and confirming before a booking is made. This has made the numbers half, but I would rather have 50% of committed people instead of a shit show
Worldly_Wafer_6635@reddit
Also, going up in numbers is way easier than going down, as it is more money for the restaurant.
So better to book for confirmed people, and the maybes can add on later.
Source - Me, former General Manager of a very busy Manchester city centre restaurant.
crab--person@reddit
That's fine if the restaurant can accommodate more people at short notice. If it can't, then it's going to ruin everyone's night. How did you deal with situations when you're fully booked and the party you have assigned to a table of 10 suddenly decide to rock up with 15 people?
LongBeakedSnipe@reddit
I don't think that's a great example. You will squeeze in 5 people in almost anywhere.
if it was 30 becoming 60, obviously, that's a different matter.
Worldly_Wafer_6635@reddit
Also I’m talking about making changes prior, if you are going to rock up maximum of 2 people is acceptable, and a 50/50 on whether you can do it.
A the latest 2/3 hours notice for adding, that’s enough time to get no shows, cancellations and then re-adjust the plan
LongBeakedSnipe@reddit
Yup, I think it's fair to assume that there was basic competency in choosing a venue—eg. one that was not so small that the full group was a massive percentage of the total seating.
Worldly_Wafer_6635@reddit
Yeah depends where it is city centre small venues also tend to not want bigger bookings, less revenue than flipping tables, and the exact reason as above
Tall_Stick5608@reddit
If you can’t commit before hand by clearing your schedule and paying the deposit then I’m sorry either the event isn’t for you or you don’t care enough about it to make those arrangements. Neither the restaurant nor the person organising should bend over backwards for your lack of planning or indecisiveness.
Worldly_Wafer_6635@reddit
Ill be honest, it always just works out, 5 extra people is 1 extra table.
Now, if we are talking 20 to 40, that's different.
But restaurants are never fully booked without wiggle room, constant cancellations, changes and no shows.
You can also manipulate service, speed it up, slow it down, or change the table time limit.
Hosting (in case you don't know, the person on the host stand who sits you) is actually way more of a skill than anyone really knows; it's like a 'beautiful mind' thing happening up there.
whooptheretis@reddit
No, going up in num ers is harder because they may not have space to accommodate/be fully booked.
But going down in numbers is always possible.
Worldly_Wafer_6635@reddit
If only someone who knew what they were talking about said that.
Thank you because 15 years experience and you learn something new everyday
Cold-Society3325@reddit
I just said no when someone asked me to do this.
Historical_Site508@reddit
Can you expand the invite pool slightly? People on the fringes, in a related department etc?
About_to_kms@reddit
Why would you not expense it?
d3gu@reddit
Can't you use the company card? Don't use your own money, you'll never get it back.
Recent-Climate6942@reddit
Yeah, should have taken the money before hand and never paid upfront out of your own pocket. Now that you have, you'll need to go to senior members of staff for advice on this.
lord_bastard_@reddit
don't pay a penny of your own money on this, your boss should be sorting this...
seaclifftonne@reddit
They’ve already paid
lord_bastard_@reddit
Lmfao
Mumlife8628@reddit
In what universe should you be using your own money then collecting after 😱😱
tllwyd@reddit
For future reference, organising work social stuff is always a thankless task. There is always someone complaining or ungrateful about whatever you've organised. NEVER use your own money for anything to do with work events, especially at that price point.
EvilTaffyapple@reddit
You ask everyone for their money - you don’t pay yourself
Moto-Ent@reddit
Bit late now, but yeah a couple weeks before get everyone’s deposit who wants to and then book.
whooptheretis@reddit
FTFY
J8YDG9RTT8N2TG74YS7A@reddit
Yep, this is the way to do it.
Also, make sure people know that if deposits aren't paid in full before the expected date then it's not going to happen.
MadWorldEarth@reddit
U must be mad if u front the money out of your own pocket. Cancel the event and tell your manager there wasn't enough interest.
djcustardbear2@reddit
First go to your boss's boss and explain the situation. They can probably sort it. they should have done that in the first place really.
If they won't help, cancel it if you can get a full refund.
If you can't do that - it's going to be tricky but not impossible, but try those 2 things first.
good luck!
SadEntertainment1455@reddit
Why are you so daft enough to put up your own personal money ? Always ask for money upfront before booking anything. No money no party
cdh79@reddit
You what???
There's 3 established patterns that could be followed for an official work retirement function.
Corporate hires a venue/ books a table. Either everything is covered or a cost per head will be. Buffet may be provided etc.
Informal event, retiree or family organise a venue / table. Generally a buffet will be provided. Buy your own drinks.
Piss up. Meet at a pub. Buy your own drinks.
No way on earth should you be organising your bosses leaving do and handling bookings and money.
SeaIntelligent4504@reddit
Hmm, I'm pretty sure the restaurant (or any service provider) has to make reasonable efforts to recoup the money through new business and can't charge for what they could get from that new business. (Or similar, I'm not an expert - but basically, if they can get other paying customers that day to take the place, they should have to refund the money). £21 is not a huge amount of money to send you, so I'd send round a communication saying the money needs to be paid by close of play tomorrow evening. Then have the argument with the restaurant.
(Do they know you had to pay up front? As others have said, unless you know someone really well and knows they will definitely pay you, then always get the money first)
SeaIntelligent4504@reddit
https://www.reddit.com/r/LegalAdviceUK/comments/1i16bp4/are_non_refundable_restaurant_bookings_legal/
FantasticMrPox@reddit
That link is not helpful in this case, because the OP in that case had in fact bought a non-refundable ticket to an event.
SeaIntelligent4504@reddit
Some of the replies contain information that is applicable in this circumstance.
FantasticMrPox@reddit
They do. I hope OP can work out which of them they should apply to their situation. I think in their shoes I might find it hard to use your advice.
Mald1z1@reddit
In the future tell everyone they need to send money by xyz date and time if they want to be on the booking. Then book when you have the funds. If anyone sends you money late, that's their problem. Not yours. You have an email trail.
Worth asking the restaunt if they can hold credit and take part of the headcount on a different day/time in the future so the money isn't totally lost.
2c0@reddit
You cancel and the boss has no leaving do.
If people can't commit and pay in advance it doesn't happen.
Chelskimania1@reddit
Speak to another member of the management team, explain what's happened and if they can help. Any half-decent employer should not let a member of staff be out of pocket for something like this!
Worst case scenario, it's an expensive lesson. Any situation like this, don't make official booking where you need to pay a deposit until you have the cash, give people all the details, set a deadline of when the deposit is required by and if they don't pay by the deadline, they don't get on the booking. Always easier to convince a venue to add additional guests than it is to remove them once deposits are paid!
CanIhazCooKIenOw@reddit
Why are you in charge of your managers leaving due instead of his manager?
Act dumb and ask his manager what to do now that you've paid that. Hopefully you can just expense it.
Joshouken@reddit
Might be missing the mark here but where does OP say their manager is male?
CanIhazCooKIenOw@reddit
Couldn’t get more Gen Z than that.
Numerous-Painter6179@reddit
🥱
Mr_Venom@reddit
Good thing you picked up on that or this whole leaving do might collapse.
Numerous-Painter6179@reddit
Disinterested in conversations which inspire people to start other conversations? I’d probably stay away from the internet, if I were you.
memcwho@reddit
He clearly didn't say womanager
TripleMellowed@reddit
Christ does it really matter?
Mundo7@reddit
did you just musgender him? FFS
SarielvonLith@reddit
What kind of company are you working for? Generally, the highest ranking person has to deal with the monetary part even if you're organising it.
kasam1640@reddit
Its been organised all wrong. I should have gotten numbers and deposits from people first, then booked the venue
Akaimarshall@reddit
We had this with a little work thing I arranged first time, from now on I tell anyone who's said they'll come to pay when they agree to come.
If they drop out, I'll try get someone else, if not then they lose the money.
It's not fair on you to pay for people, who then drop out, but I agree you need to speak to someone more senior. Heck, even speak to your boss, I doubt they want you to pay the bill for their leaving do, I'd be mortified if that was me.
Good luck hope you get it sorted.
Silvagadron@reddit
The restaurant asked for a deposit up front for this reason; unfortunately, you should have done the same. Speak to your manager's manager and keep your fingers crossed. There's no guarantee they'll be able to help with this but none of us know enough about your situation as a whole to know whether or not it can be sorted out internally. Good luck!
Fuzzy_Number_2832@reddit
You absolutely should not have been expected to pay your own money upfront and chase other employees for repayment. With a place of work with presumably more than 25 people, surely there are corporate cards that should have been used for this booking? Talk to someone at your managers level or above about reimbursement and the procedure for any future events
Extra-Sound-1714@reddit
If public sector then no.
Fuzzy_Number_2832@reddit
Uh, thats simply not true - worked in an ALB until recently and no junior member of staff would ever have been expected to front half a grand for an event. It would have been organised by a team leader, only booked if individuals fronted cash or gone on a corporate card.
Extra-Sound-1714@reddit
In public sector these things are organised privately, and are nothing to do with the organisation. No idea what an ALB is. Yes people are normally sensible and get deposits before they book. But if they don't, it is a private matter.
Fuzzy_Number_2832@reddit
What part of the public sector are you in to have not heard of arms length bodies? Yes they can't be funded by expenses, but organising and funding upfront costs is absolutely not on junior staff and OP should have been given appropriate guidance on this. Not that they say anything about being in the public sector...
Lazy-Objective-1630@reddit
"Fine I'll do it. Give me the company credit card. No? You do it then."
calicoki77@reddit
Public sector here, lower grade management who has in the past led on stuff like this .
We also do not get a corporate card or use of .
Total nightmare, tell your line manager now of the issue and make it clear you are not fronting this,I would always advise you ask for your own separate checks ,lessons learned from me after being frequently asked to cover Jerrys £25 a pop wine habit .. nope Jerry you are on £70k a year I am on half that & don’t drink alcohol.
Rumhampolicy@reddit
I know it's a bit late now. But never book anything without receiving peoples non refundable deposit. People will always flake out.
Speak to your managers manger or maybe HR?
SpanDaX0@reddit
Cancel, and take everyone to Mcdonalds! (With shots first at the door) Then go to a club where entry is $10 a head! (Call it the Wojak Wonderwalk Night out and make a flyer for the night for everyone (print in office to keep costs down too ))
Bigtallanddopey@reddit
It’s one thing being in charge of organising the leaving do. It’s another thing to be expected to pay for this out of your own pocket.
This sounds like something that work should have stumped up the cash for. Maybe you still organise it, but just not out of your own pocket.
RobertTheSpruce@reddit
You're a dope. Sorry, but you dont shell out of your own pocket for work functions. If work wants a do, work pays for the do.
FreshAnimator1452@reddit
So you haven't paid any money to the resturaunt yet? Just cancel then? What leverage do they have to force you to pay that full amount?
InterestingWanderer@reddit
It's a bit late now, but you shouldn't have put any of your own money down (apart from your £21 of course).
The correct course of action would have been for a more senior member of staff to deal with it. Then not to have booked anything until people had paid.
I would say talk to your manager's manager or another senior member of staff you know. Tell them about the issue and ask for advice. Obviously you shouldn't be out of pocket for this.
Another, a touch more passive aggressive (but fine), technique is to send around a spreadsheet to everyone who agreed to come with nice colour coding of who has paid (green) and who hasn't (red) and reminding them you need to be reimbursed. That will embarrass enough people to cough up. This might be the best option if you don't want to go to another manager.
My experience is most people realise if they drop out after a set deadline, they need to pay so hopefully the money will be no issue. But, as I said, you definitely shouldn't be out of pocket.
PotentialCourt8531@reddit
This should be on the company credit card. Not you.
Weird-End5410@reddit
Sack it off. Will you even see your manager again?
081280@reddit
Obviously speak to your managers like everyone else said but worth double checking the restaurant's booking policy as well. Usually these deposits are refundable unless cancelled very late, seems quite unfair that over a week in advance they won't allow any changes
CommunityOld1897GM2U@reddit
it's a learning opportunity. Next time, get numbers based on who's paid before booking, that way if they pull out they've paid and you're not out of pocket.
You could send a polite email to everyone upon the lines of:
"Hi all,
For Dave's leaving do I had to pay £525 for the 25 of us in advance to the venue, insert name, as you all slowly drop out as the date gets closer, I'm looking like I'm going to be £300ish out of pocket.
I'd appreciate it it if you said you were coming if you could perhaps see the share you would of paid gets to me. I realise we're all tight for cash at this time of the month but since it's already been paid and you said you were coming it only seems fair and reasonable. If the issue is money which is stopping you coming, I've already paid :) so please come along and you can pay me back as soon as possible.
Failing this, I'll leave it up to someone else going forward to manage leaving nights out because I can't afford to keep losing such sums."
Tammer_Stern@reddit
The key is to restrict it to a closed off area of a bar only. See everyone there at 6pm. The bar might throw in some snacks for free if numbers are good.
AHGoogle@reddit
When I, as a manager, left, I paid it out of my (comparatively well-lined) pocket. It was more putting a couple of hundred quid behind the bar, though, than a sit-down meal.
zephyrthewonderdog@reddit
Most people won’t pay £20-25. Doesn’t matter who is leaving or what wages they earn. Seen this a couple of times. Getting £5 is hard work.
Really popular person is leaving? Everyone likes them? An expensive gift or meal gets booked.
Then when it comes time to pay? It turns out they weren’t actually that popular.
Actually know someone who booked a massive stag weekend for his best mate. Booked it, paid a big deposit, then asked all their ‘really good work mates’ for the cash. Didn’t get a single payment.
Speak to a senior member of staff such as a director. Get a company credit card to cover it. If you organised this yourself then cancel it. Tell the leaving manager you did your best but nobody would pay. Give them a private card/gift.
YouCantArgueWithThis@reddit
Some people are horrible. Others maybe just didn't realise that they are fucking you up. I would add this issue to the next team meeting's agenda, and tell them as it is. With actual numbers.
FantasticMrPox@reddit
I would go up the management chain for advice first.
AreaMiserable9187@reddit
Can you cancel the booking and get the money back?
Kind_Ad5566@reddit
"I am booking the leaving so for X.
The restaurant wants a deposit of £x per person on this date.
Send me the deposit by the day before or you're not coming."
WearingMarcus@reddit
I can only say I also have been experienced social sec.
You have to be brutal up front in future, if you pull out, you do not get refunds etc,.
But regards to the situation, I would discuss this with some of the more senior staff embers going, just be honest, I am sure they will not expect you to organise it (which is time and effort) then to be double punished by fotting the bill of people not coming.
Also perhaps chat with restaurant and see if they will be a bit more forgiving.
HenryFromYorkshire@reddit
I agree with this - unfortunately it's too late for that now, but if you end up having to do this again in future, set everyone a deadline to pay their deposit to you BEFORE you confirm numbers with the restaurant, and if they haven't paid by then, they can't come.
CraftyPerisher@reddit
Lol if you paid £525 upfront for your bosses leaving do, you're insane. Why would you ever agree to that? 😭
SpeccyPig@reddit
Why do you think they put you in charge? organising this stuff is always a disaster
ikiteimasu@reddit
Shouldn’t this be on a company expense card?
_MicroWave_@reddit
You collect the money before making any booking.
This is quite naive if I'm honest.
djwillis1121@reddit
We've had a few leaving dos recently and in all cases the company has covered the booking itself, people have just had to pay for drinks beyond the one that's usually included.
Seems strange to me that you're having to pay for anything out of pocket at all, same for the attendees.
Prudent-Pressure2146@reddit
It depends where they work, that’s great if it’s a private company but I worked in civil service / nhs jobs so it was always us paying for our nights out. The amount of times people bumped me out of deposit money was so irritating that I stopped doing it unless I got the money first - people act like you’re being tight chasing them for it but they’re normally the ones trying to avoid paying a fiver
Puzzledandhangry@reddit
Exactly, there is no way this should have been down to you to pay. Bit weird.
TheBookofBobaFett3@reddit
Leaving dos cancelled.
Purp1eMagpie@reddit
Well you've learnt the hard way to not book anything until you've got everyone's money, I'm afraid.
AmayaSmith96@reddit
Rough lesson to learn. I absolutely would never front my own money for something in work. If people haven't paid their deposit by X date then they're simply not going.
mcneill09@reddit
If you’re not getting paid then don’t do it. managers aren’t your friends.
Strict_Candle_4666@reddit
Who's daft idea was it to organise this and expect you to pay up front?
I don't mind putting in a few pounds for a direct manager's leaving gift but expecting people to pay 21 pounds for a leaving do for a manager is madness. If it's the manager's idea, they should pay. If it's the higher ups' idea, they should pay. The best thing would just be for the manager to put some money behind the bar and those who want to come can come. Some people probably felt pressured to say yes and some of them probably don't even like the manager.
PlanKind3681@reddit
if work has asked you to do this: they need to pay. talk to whoeever set you this task. your bosses boss or HR
if you've done this out of kindness: leaving do's should just be a message for people to bring cake/food to the office for lunch, then drinks at the closest pub, then if people want to go out to dinner after they can figure it out themselves. no money down. no obligation.
i'm sorry this has happened to you. i would really try my hardest to cancel the booking and get as much money back as possible, even if it's not all of it.
i feel for you, i really do. i would never want to spend £25 for dinner at my bosses leaving do, let alone £525. can you ask you bosses boss to help you get money from people?
mhoulden@reddit
I think the whole thing was doomed when they decided to hold a leaving do on the Friday before a bank holiday weekend and then expected people to pay for it. This definitely needs sorting out by someone more senior. 25 people are a lot to organise. I'd hope a senior manager would be able to negotiate cancelling the thing and getting a refund.
DrivenUser7277@reddit
Cancel the restaurant and start again with smaller numbers at a different place - explain the scenario to them and leave it like that - almost 10 working days is reasonable. Sucks but so does your scenario.
Never front money
As someone else has said email your bosses boss and get them to sort or to email something to arrange the shindig.
Have had similar and it's a thankless task. It aslo usually reflects the persons relationship with others eg a well liked person will have others checking on how the arranging is going a and offers of help etc
Illustrious-Desk-559@reddit
Before you booked had people confirmed? If so then you need to tell them all the money is still required as it’s cancellable - they may just come. If you didn’t confirm ahead of booking this is really difficult. Never book without confirming numbers,
I’d email the whole 25 and advise you need you £21 by tomorrow/ Wednesday. Guilt them on there and say “I’m aware some of you have since confirmed you’re no longer able to come, however, your deposit has already been paid and the restaurant have advised this is non transferable. I therefore need everyone to pay their share as I am currently substantially out of pocket and cannot afford it.”
zolo9@reddit
Only ever book for people who have paid upfront
Purrtymeow04@reddit
No, don’t pay it. Set a deadline date for those interested coming and that they need to pay before then, if they can’t then it weeds out those who are uncertain
ADH02@reddit
It sounds like they have already paid it upfront and are trying to reclaim it from the other members of staff.
Obvious_Armadillo_16@reddit
Why would you use your own money??
Chidoribraindev@reddit
How big is your work? I find in these situations, you have to be a shark and chase people personally and face to face to give you money. It's annoying af to do but people are so flaky
DoctorWhofan789eywim@reddit
Works do = work pays as far as I'm concerned. Any notion of putting my own money down I just wouldn't go.
geeered@reddit
This is a learning experience for you on multiple levels I'm afraid.
I'd be tempted to ask the legal advice sub about your rights of cancellation and look at other options.
You can also really hassle people to pay up.
Who asked you to do this? If it was another manager or similar, I'd be tempted to ask for support from the company. Maybe some spare food could be donated to a local charity in the name of the company - though that's a very expensive way to do that.
You could also set your position out and ask if others would pay a bit extra to cover anyone dropping out so you're not at a loss. Of course this could see even more dropping out.
Icy-Contest-7702@reddit
The company should be footing the bill. We are getting to comfortable paying for food and drinks at work events
seriousrikk@reddit
A managers leaving do is not going to get the numbers even if everyone liked them.
Your first lesson here is people don’t want to pay their own money for a company event. Your second lesson is not limited to work - but never pay upfront on an expectation that people you don’t know very well will pay you back. Lesson three stems from this - never put yourself out of pocket for your employer without written approval to expense it.
These have turned out to be expensive lessons (although quite cheap in the grander scheme of life).
Good luck getting the company to pay the difference (they won’t).
This-Draft797@reddit
Ohfff - important lesson to learn do not pay deposits for others! I often send a link and advise if not paid by 3pm you will not be part of the booking . If people agreed to go and are now backing out stage they still need to pay the deposit as they had advised they were going, speak to your managers superior who should be the one arranging the event in the first place
Thelichemaster@reddit
I remember organising my team Christmas meal several employments ago. Everyone said yes but then trying to get the deposit.... had to fork out 30 quid of my own money due to flakey last minute cancellers. Was a low paid job and really couldn't afford the hit.
One feigned having the flu and was spotted in boots a few hours later buying presents.
Will never do something like that again. Deposit before booking. No exceptions.
Southern-Voice-8209@reddit
Just send an email to everyone except those leaving, explain the situation and put a list of those who need to pay, name and shame style! ;)
Specific_Pomelo_8281@reddit
Let the next person in charge know and say to them “what’s the next steps”
themcsame@reddit
Exactly why they ask for payment upfront.
And exactly why you, as the organiser, should ask for payment upfront.
All I can suggest at this point is asking around, see if anyone is willing to cover the cost of those who aren't coming.
For future reference, set a deadline (I.E End of the month, end of next month,etc... Basically try to allow for at least one pay day to be before the deadline). Make it clear to everyone wanting to go that if they don't pay by the deadline, they won't be accommodated in the booking.
newtobitcoin111@reddit
Rookie mistake 🤣
Sad-Dot4742@reddit
Yes he is a rookie, no need to make fun about that.
Justan0therthrow4way@reddit
Is there no one senior who can put it on their credit card ? This shouldn’t be your problem.
Speak to your managers’ manager. If they’re decent person they should step up and either encourage people to go and at the very least cover the difference.
Fact is, I probably wouldn’t want to pay to go to a leaving do. Clearly others feel the same. I’ll go for a few drinks to see you off but I don’t want a whole thing.
What’s wrong with just going to the local? If not many are coming you can still get food.
Why have you already booked it before you got everyone’s money?
Zubi_Q@reddit
Oof, that's a LOT of money. I would cancel outright and just book a pub/bar somewhere close by with no deposit
rohithimself@reddit
Talk to the restaurant and tell them of the reduced numbers.. if it is before time they will adjust
NoExperience9717@reddit
Should have been on a corporate card or you're not accepting them going without them paying you the deposit.
Talk to someone about it. It shouldn't be on you to bear the cost although should be a lesson for the future both work and social that people are really flaky.
m1nkeh@reddit
Well, whoever turns up I just run it very expenses surely
Alert_Mine7067@reddit
With Christmas parties and such, we'd have taken a £10 deposit per person to get definite numbers, and before the date we would collect the rest of the money and use that as definite proof, those that changed their mind lose the £10. It did help that the venue was flexible and understood that these things happen.
I would speak to your managers manager and get them to intervene in some way, putting it through expenses or something. It is not your responsibility to cover the shortfall.
RestaurantAntique497@reddit
Why is someone with a company cc not paying this up front
Prestigious-Might406@reddit
Be more like the Grange Hill kids in future.......just say no.
peppermint_aero@reddit
You absolutely should not be spending your own money on organising a work function, especially if it is for somebody higher up the chain than you.
Have a chat with your manager or their manager.
pcgamez@reddit
Don't accept this BS please
cultofcargo@reddit
The company should front the money
Impressive_Match_484@reddit
Why are you organising this?
CthulhusEvilTwin@reddit
Speak to your manager's manager and ask them to front the deposit. You really shouldn't be expected to front the cost for a company leaving do.
softbrownsugar@reddit
When people rsvp'd you should've taken a deposit from them at that time. If you mentioned the deposit to them before, you could try asking them for the money or you can send an email to everyone explaing the situation and ask for the money. Or you can talk to your manager's manager.
FatalCakeIncident@reddit
As a rule in general, you need to carry the same refund/drop-out policy as the service provider for things like this. If restaurant / ticket vendor / airline / whatever require prepayment and doesn't allow free cancellations or refunds for people who commit then change their minds, then you must insist on payment up front, and offer no backsies. I can't offer any advice on how to recoup your losses on this one, but keep this in mind for the future if you're the one fronting for gigs or other things.
Several_Zombie7330@reddit
This is a classic case of why the most senior person going should be handling the money, not the most junior. You absolutely need to escalate this to your boss's boss or HR immediately. It's completely unfair for you to be left holding the bag for this amount. Hopefully they can either pressure people to pay up or cover the shortfall from a team budget.
GlumAd9856@reddit
You need to ask for money before making the booking. Day that everyone that wants to attend the meal needs to give you £25 by a certain date, and anyone that doesn't can't attend.
The other solution is to ask if there is a company credit card you can use.
summer-TA@reddit
Was this something work asked you to organise? Or was it just something you and your peers decided to do?
If it was something a manager has asked you to organise formally. Speak to them as the company should cover this and cover any shortfall. If this is an unofficial work thing, and is just something you and your co workers chose to do, then unfortunately this is technically on you. In this scenario I’d send an email round everyone and ask that they send the money as you are currently £500+ out of pocket and can’t afford people to not pay. Hopefully their moral compass will kick in regardless of if they intend to go
Lammtarra95@reddit
And this is why the restaurant insisted on payment upfront.
Dunno. Can you approach your manager's manager (or manager) for help?
In general, although by now you will have worked this out for yourself, never volunteer, and always schedule these events (Christmas do; leaving do; Ted talk; whatever) during work time rather than ask colleagues to give up their leisure time.
IntermediateFolder@reddit
Why are you in charge of this, did you volunteer to do it? It’s not your problem to solve really.
I wouldn’t pay a dollar out of my own pocket, the company should be covering the cost if they want a leaving party. Go to your boss’s boss and ask them how they’d like you to handle it.
CobaltBlue389@reddit
The restaurants policy is there for exactly this reason. And a life lesson i'm sure you've realised. People are flakey af!
Sorry you've been caught up in the middle of it- and I hope senior managers help subsidize the loss.
helpmaboabjings@reddit
Did you sign a contract? If not, are you able to look elsewhere?
I-live-in-room-101@reddit
At work either ask for the corp credit card, or say you’ll start the task when the funds are all in place.
OverTheCandlestik@reddit
Yeh you shouldn’t be handling this at all and you certainly don’t pay a thing other than your state
Prudent-Pressure2146@reddit
I’ve been in this situation before and you need to flag it up to the rest of the team, it’s not on you. I would assume it was made clear to everyone that they had to pay a deposit regardless of whether they actually attend or not?
Aggressive-Celery483@reddit
1) Make it super easy for them to pay - send a PayPal link or similar so they can’t be like “oh I don’t have cash / card details” 2) Tell everyone else that you’ll have to put up the price if others don’t pay 3) When someone drops out, tell them they still have to pay or you will be on the hook.
DameKumquat@reddit
Get a company credit card or your manager's credit card. Don't use your own money!
carefullcaddy@reddit
You’ve just learnt a costly life lesson unfortunately bud
MineMelodic5454@reddit
You should email your manager’s manager and explain you look like you’ll be out of pocket.
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