SKI TRIP POLICIES
IMPORTANT: It is the member’s responsibility to read, understand, and adhere to this policy.
A member must be in good standing as of June 1st of the prior season to be eligible for the “first signup rights” for King of Prussia ski trips (e.g., member as of June 1, 2018 to sign up for 2018-2019 trips). The dates for first signup and regular signup are determined by whether the trip is designated as an “early signup” trip or a “regular signup” trip.
Early signup trips:
First signup occurs on a designated date in August (usually the second Wednesday) for trips taking early signups. (Information about early signup trips will be published in the Monthly Mogul and on the club’s website.) If you are a member in good standing as of the previous June 1st, you may register by mail for these trips. Members who joined after June 1st may sign up for these trips by mail on or after September 1st or in person at the September general meeting.
For the 2020-2021 season, due to the impact of the COVID-19 pandemic on ski trip planning, early signup will be delayed to September 1st. Members who joined the club after June 1st may sign up for these trips as of September 15th.
Regular signup trips:
For members in good standing as of the previous June 1st, first signup for these trips occurs at the September general meeting. Members who joined after June 1st may sign up for these trips after the close of the September general meeting.
Members of other EPSC clubs are allowed to sign up for KOPSC trips after the October general meeting. Membership in KOPSC is not required, but participants must be able to prove current membership in an EPSC club.
Payment (all trips):
Initial payment, $35 of which is nonrefundable, must be accompanied by a properly completed and signed trip registration form. No reservation will be accepted without a form and deposit. Reservations will not be accepted from nonmembers, with the exception of EPSC club members as stipulated above. A payment schedule is provided for each trip and must be adhered to in order for individuals to retain their reserved spot.
CANCELLATION BY A MEMBER:
Full refund (minus minimum $35 nonrefundable portion) will be issued IF SPOT IS FILLED. The trip leader will attempt to fill the cancelled spot from the waiting list first. If the spot cannot be filled from the waiting list, after confirming with the trip leader, the person cancelling may attempt to find a replacement at full or discounted cost, with the cancelling participant taking any loss incurred. Spots cannot be sold prior to exhausting the waiting list. Payments must be made to the club (through the trip leader), rather than directly to the cancelling member.
If a suitable replacement cannot be found, the member remains liable for any expense the club incurs, up to the entire cost of the trip. The trip leader will process any partial refund for funds returned by the travel agent, airline, or other vendor.
If additional costs are incurred due to cancellations (e.g., taxes, airline ticket-change fees, lodging), the cancelling member is responsible for those charges.
Trip participants must understand that it may not be possible to find a replacement in the week leading up to a trip, in which case, the participant may be held responsible for the full cost. This particularly holds for air trips, owing to increasingly restrictive airline policies regarding last-minute passenger changes.
CANCELLATION BY THE CLUB:
In the event the club cancels a scheduled ski trip due to lack of snow or any other reason, the club will attempt to reimburse the participants to the extent possible. This is dependent upon the cancellation policies of lodges and transportation companies.
Because of the changeable and unpredictable nature of ski conditions, cancellation by the club due to lack of snow is extremely unlikely. If you feel that going on a particular trip is not worth your while, you are free to cancel, subject to the provisions described in the section “Cancellation by a Member.”
It is highly recommended that each member who signs up for a trip consider purchasing trip insurance. Be sure to ask your trip leader for information on insurance options available to you. Read more .........