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Club Policies
Financials:
- General: The Holmdel Ski Club (herein,
the Club) is a not-for-profit social club.
Trips
are run with the intention of each trip breaking even.
All trip members share equally in the expenses of a trip such that
trip participants do not benefit financially from any Club activity.
The Club's ByLaws are available
here. Each
trip has a fixed price so that the participants know the final price when they
commit to the trip. Any exceptions to the fixed price will be explicitly
stated in the trip description. An example might be a potential increase
in airline taxes or fuel surcharges which is beyond the Club's control.
There are also rare cases where a late signup for a non-double
occupancy room might incur a "single surcharge" from the
service provider.
- Setting the Price: The Club's
Executive Committee estimates how many people are
expected on the trip. If the Club estimates 40 people, then the
Club breaks even at 40 people, makes a profit if there is more than
40, and loses money if there is less than 40. The profit and loss is usually very small, maybe between $5 and $10 per person.
If there is an anticipated profit, then the Club will provide extras such as wine and cheese on the
bus or a wine and cheese party at the resort. If there is an
anticipated loss, then some of the snacks
are typically eliminated.
- Price Rates for Children/Seniors: The
Club will try to be as fair as possible, passing back any savings to
the child/senior. Please realize that when the Club purchases
group lift tickets, the age-related discounts, if any, might be
different than the discounts associated with full-price tickets. Proof of age will be required for special
age-related rates, especially for children and teenagers.
- Checks are deposited
when a person is confirmed on a
trip. A check belonging to a person on the wait list is not
deposited until the person is confirmed on the trip.
- Sending Trip Checks via Bank BillPayer Service:
If you are using a BillPayer service to send your trip payment then
make sure that the name you enter into the system is Holmdel Ski
Club, not the name of the Trip Leader.
- Additional Surcharges: Any additional airline tax
or fuel surcharge imposed before our final ticketing is beyond the
Club's control and will require an adjustment in the final price to
be paid by the trip participants. If the airline charges for
checked baggage, then the trip participant is responsible for that
payment.
- Bounced Check Bank Fee: If you write a check to the
Club and it bounces, then you must reimburse the club for the bank
fee that is imposed onto the Club. Your reservation,
deposit, and/or final payment will not be considered complete until
the bank fee is paid. Typically, the bank fee is around
$20 per check.
- Single Signup Rate Policy: If a
person signs up for a trip as a single and requests a roommate, with
the goal of reserving a spot at the double occupancy rate, the Club
will attempt to match the single person with a roommate of the same
gender. If a roommate match is not immediately available, the
single person who signed up will be given an unconfirmed
reservation. As soon as the Club is successful in finding a
roommate match for the single person, the single person's
unconfirmed reservation is promoted to a confirmed reservation at
the Double Occupancy rate. If the Club is unable to find a roommate
match by the trip's Final Payment Due Date, then the single person
will be given a choice of one of three options:
- Cancel their reservation with a full and immediate refund.
- Cancel their reservation (eligible for a full refund) and
go on a wait
list with a contingency sign-up if/when another single person
subsequently signs-up for the trip so that both would pay the
Double Occupancy Rate; or
- Pay for the upgrade to a Single Occupancy room, possibly
with a contingency of being refunded for the upgrade price if another
single person looking for a roommate subsequently signs-up for the trip.
Contact the trip leader if you are signing up as a single and
want to find out if there is another person that is looking for a
roommate. Note: If a person
cancels and the Club is left with a single person in a double
occupancy room, then the person who cancels will be responsible for
the single person surcharge if the club is unable to find a
replacement. See the Club's entire
cancellation policy below.
Interpretive Observation: Since only the last male or the last
female to sign-up on a given trip would possibly be subject to the
above Single Signup Rate Policy, it is highly advantageous for
singles to sign-up as soon as the trips are announced. Note
that under no circumstances would a single person for whom the Club
cannot find a roommate ever be forced to pay a single surcharge or
suffer any financial loss.
- Trip Insurance: All participants are
encouraged to consider purchasing commercially available trip
cancellation insurance.
Trip Logistics:
- Filling a Trip: A person is confirmed
on a trip when the deposit and the trip-specific sign-up form
are received by the trip leader.
- Required participant documentation: Each trip
requires 3 documents be sent to the trip leader, whose address is
listed on the trip's sign-up form. Those documents are
the trip-specific sign-up form, the trip-specific liability form
(must be hand signed and witnessed), and the generic
Emergency Contact form. Each
person, including minors, must submit their own liability form.
If you are unwilling to sign your name to the statements on the
liability form, then please do not register for the trip.
The trip leader will require that all participants have a properly
filled out liability form before the trip begins.
- Why ask if only one queen/king bed is okay? For
some lodging properties the rooms may contain either one large bed
or two smaller beds. It would be helpful to the rest
of the Club members if the couples willing to share a bed would
identify themselves as requiring just 1 bed. The trip
leader shall maintain each person's bedding information in strict
privacy.
- Post-registration Process: After you send or
email the sign-up form and check (or you use BillPayer to send a
paper check), please send
an email to the trip leader so that they can expect your check in
the mail within the next few days. The Club has had
situations in the past where a member's check got lost in the mail
and the trip leader didn't even know that they had signed up for the
trip. If you do choose to send a paper check via your bank's
BillPayer service, then make sure that the Payee is Holmdel Ski
Club, and NOT the trip leader's name.
- Bus Pickup: The Club will choose a bus pickup location
that is convenient for the majority of the trip participants.
In the past, pickups have been in the Middletown/Lincroft area
and/or in Piscataway. Unfortunately, bus pickup and parking at
the AT&T Middletown facility is no longer permitted by AT&T.
- Use of Your Email Address: The email address that you
provide on the sign-up form will be seen by other trip participants
via emails from the trip leaders. If you do not wish to
have your email address visible to the other trip participants,
please contact the trip leader so that your email address will be in
a blind copy-to list.
- Children: Children
under the age of 21 must be accompanied by and room with a parent or
an adult club member who accepts responsibility for the minor and
obtains a consent form signed by the child's legal guardian.
- Reservation
Ownership/Transfer : Trip spaces are the property of the Holmdel
Ski Club and reservations are assigned to the names identified in
the trip sign-up forms. The Club retains the sole authority to
reassign cancelled spots to other members in order to maintain a
fair and equitable wait list selection process. Trip participants
may not sell, assign, or transfer their trip reservation. The only
exception to this policy is the transfer of a child's parent or
adult sponsor slot, since the Club requires all children to be
accompanied by and room with a sponsoring adult.
- Cancellation Policy:
A trip participant who cancels after their reservation has been
confirmed will
be liable for up to the full per person cost of the trip. The Club
will provide a refund based on what the Club can recover, on your
behalf, from the various carriers, agents, resorts, etc. with whom
the Club has arranged the trip, less a Club cancellation penalty of
$25. If a person cancels and the Club is left with a single
person in a double occupancy room, then the person who cancels will
be responsible for the single person surcharge if the club is unable
to find a replacement. Please recognize that such carriers, agents, resorts, etc.
generally assess penalties commensurate with the likelihood of them
being able to fill cancelled seats and beds. When the Executive
Committee deems a trip to be completely filled, then anyone who is
due a refund because of a prior cancellation will be issued a refund
within 2 weeks, less any applicable vendor penalties and/or fees
(e.g., airline name change fee, $25 HSC cancellation penalty). If a
trip does not fill, then all refunds will be disbursed after the
trip has completed and a final accounting is prepared.
- Finding a Replacement: If
a member cancels their trip reservation, the trip leader will use
all reasonable efforts to find a replacement. Getting a replacement
does not necessarily lessen the penalties or fees charged to the
cancelling member or change the date at which any refund is made.
- Refund Transfers:
If a member cancels their trip reservation, when the dollar amount
of their refund is known, the member may request that the refund
amount be used as a deposit for another trip. Also, a member may
transfer a waitlist deposit check to any trip with openings.
Code of Conduct:
- Trip participants are required to act in a respectful way
towards other trip participants and other people that are
encountered on the trip. The behavior of each trip
participant reflects upon the Club as a whole. The Club
has a long reputation within the ski and tour operator industry as a
well-mannered club.
Drunk, disorderly, or abusive conduct that adversely
affects the other participant's ability to enjoy the trip, will not
be tolerated on Club trips.
- If a trip participant fails to abide by the above policy then
they risk being banned from future Club trips.
[page
last updated:
07/17/2011 ]
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