Q: Our next Ask Event^™ is a few weeks away, and I just received an e-mail from a Table Captain saying that she has decided to go on vacation and will be out of town on the day of our event. She is planning to have a friend be the host at her table instead. The original Table Captain will still invite all the guests and send out the reminder cards, and then the substitute person will fill the Table Captain's role at the event.

I am concerned that this Table Captain's guests will feel tricked into being there when their host—someone who is very close to our organization—has chosen to go on vacation. My sense is that she needs to call her guests and let them know that she won't be able to be there and that her friend will host the table in her absence. What do you think?

Kathee in Minnesota

A: "Substitute" Table Captains like this can work, but it works best if the substitute is someone the guests already know. It is also important that the substitute be passionate about your organization's mission of her own accord and not just doing a favor and serving as a stand-in for her friend.

And yes, the original Table Captain should call and sincerely apologize to the guests for not being able to attend, so that they are not surprised by her absence. She should let them know about the other friend who will be hosting the table in her place. She should also tell them how excited she is for them to learn about or reconnect with the organization and how sorry she will be to miss the event.

Terry