SSS TRIP PAYMENT AND CANCELLATION POLICY FOR PARTICIPANTS

 

15 October 2009

 

The SSS trip payment and cancellation policy is intended to achieve two objectives: 

 

a) Protect the financial solvency of the Club for the benefit of the members

 

b) Provide fairness, equity and personal flexibility for the individual member.

 

The Club recognizes and accepts its responsibility to manage its financial commitments in a manner that is reasonable and prudent.  Members recognize and accept that there is some risk associated with advanced scheduling of events and with the nature of an outdoor sport or activity that depends on natural conditions.  The Club will document and publicize dates in advance so that all members will be aware of deadlines and specific trip policies for payments and cancellations.

For each trip, there will be deposit/payment and cancellation schedules as follows unless modified by a Trip Captain for an individual trip in liaison with the Trip Planning Chairperson:

1. An initial deposit will be required for each trip at the time the member signs up for a trip.

 

2. Payments on the balance of the trip price will be divided and scheduled individually for each trip according to the advance payments required for lodging, transportation and other expenses.

 

3. The last such payment on the balance shall be designated as final payment and shall be due well in advance of the date the final payment is due to the travel agent/tour operator (generally 30 days or more before the trip).

 

4. A $25 fee will be charged to each member who cancels for whatever reason.  Partial refunds may be possible contingent upon the cancellation schedule of the individual trip as set forth in the trip contract signed by the Club.  The payment and cancellation schedules will be included in the advertisement literature for each trip.

 

5. The entire trip payment is forfeited if cancellation occurs after the date of final payment unless specific costs can be refunded to the Club (e.g., a new participant takes the place of the cancelee).

 

6.  No refunds beyond those recoverable from trip vendors (travel agents, airlines, etc.) will be given.  SSS Trip Captains will exert diligent efforts to recover as much money as possible for trip participants who have to cancel. No refunds to members will be made until after the trip is complete and the Board understands the full cost and expenses of the trip.

 

7. In the event a trip is oversubscribed at the initial sign-up, a lottery will be conducted to determine the order in which members will be placed on the trip list and subsequent waiting list.  If a Trip Captain chooses to require a deposit for placement on the waiting list, the full deposit will be refundable on demand with the member then being removed from the waiting list.