Hi funin 'n' Mike,
I have never organised a munch/social myself and possible never will due to the time it takes, although I do however understand the time and effect it takes to organise such events, the time element as well as all the PM and thread posting need plus good secretary skills which I will never have!
I think that no-one and certainly none of the event organisers or site (mob) organisers would mind anyone putting their name down for a munch/social explaining that there are unusual circumstances, no matter what those circumstances are, and that last minute they may have to pull out of the event.
I am sure that ALL who have the courage and give up their time to under go such an event with all the details a munch/socail needs will be understanding enough to take this matter on board, and welcome you or anyone else to a munch/social with open arms.
As already pointed out that under these circumstances, some information about the venue maybe able to be given e.g. wheelchair access, or amount of stairs, car parking and if the venues is suitable for fire exits (hopefully never needed)!, etc.
I do understand how this feels, personally and also as I know a peep who once wondered wither to inform the organisers of an issue he had, my advice then is the same as now ..........
trust the organisers, tell them of your needs and between yourselves see what can be worked out for the best for everyone ..... IF you don't ask or try then you sit at home wondering 'what if' and there is NO FUN in that!
best of luck whatever your decision is now and in the future
MF
thought of the day : I possible should go back under the covers!
it's only taken me a few hours and one post to confuse everyone!