Players: "We discussed this matter with our friend at length. We demand that concrete and unambiguous rules for this are established immediately!"I remember a post from Paul, that (if I don't misunderstand dry British) basically said something like: "Oh sod off you lot. Due to your whining on social media I've had to waste mine and other's time on a meeting. Here are the bloody rules you want, please enjoy!"
DM: "Right, you asked for it, Imma go full monkey paw Genie on this one!"
Players: "Nooooo!"
Joking aside, lengthening the time window to four weeks would probably alleviate 99% of cases when IRL events don't let someone to participate right before the big bada boom to claim the swag