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Extended Trips - Policies and Procedures
Submission of Applications An extended trip application is considered to include all of the following:
Without all four items outlined above, your application will be considered to be incomplete. Cedar Springs Ski Club may reject and return any application that is considered incomplete. The Club processes over 200 extended trip applications every ski season. To avoid disappointment, please help us by submitting your extended trip application together with payments as outlined above. We are unable to accept applications via courier, fax or e-mail at anytime. We do our best to accommodate everyone. However, there are a limited number of spaces available for each trip. All extended trips are have a contracted, fixed number of spaces. We process applications on a first come, first served basis. The popularity of our extended trips requires us to adhere to these policies in order that each member has an equal opportunity to signup for extended trips. All completed applications must be mailed to Cedar Springs Ski Club, Brant Plaza Postal Outlet, P.O. Box 85447, Burlington, Ontario L7R 4K5. Applications, deposits and payments will not be accepted until the annual mailer is sent out in early October. The entire batch of mailers gets dropped off at the post office at the same time.
Customizing Your Trip
Please remember that Cedar Springs Ski Club is not a travel agent or a travel broker. Where possible, we will do our best to help you make arrangements outside of the club trip if you are considering deviating from the Club itinerary. However, there are limits in what we can do and we can make no guarantees that we can provide what you are requesting. There are also deviation fees and penalties which vary depending on the nature of your request and the trip.
When the Trip is Sold Out
If we receive your application and the trip you are applying for is full, we will place you on our waiting list. Your cheque(s) will not be cashed until space becomes available on your requested trip. We will notify you of your position on the waiting list for your requested trip. If space becomes available before the trip closing date, the people on the waiting list will be contacted in order. If you are contacted, you will be given a fixed amount of time to confirm your attendance on the trip and confirm that your cheque(s) can be cashed. If you do not confirm within the required time, the available space will be offered to the next person on the list.
Cancellations & Refunds
As Cedar Springs Ski Club organizes extended ski trips using various means such as a travel agency, bus lines or organizing the trip ourselves directly, the availability of refunds varies according to the trip. If you need to cancel your trip for any reason, you may or may not receive a refund, less a $25 per person administration fee. In the case where the Ski Club organizes a trip directly, you will receive your trip fee less the expenses the club incurs on your behalf such as the bus seat cost, lift pass or any other incurred expense related to your spot in addition to a $25 per person administration fee. In the case where the trip is organized though a travel agent and you have not purchased trip cancellation insurance in which the policy covers your circumstances, you may lose your deposit and remaining payments up to and including the entire cost of the trip. If you have any specific questions about your trip, please contact the Club.
Trip Insurance Trip cancellation insurance is available for all members for trips organized through a travel agent This optional insurance is provided by a national insurance carrier. If you have purchased trip insurance, it is recommended that you review the details of your circumstance in the insurance policy prior to deciding to cancel your trip. Insurance brochures will be forwarded to members who have purchased trip insurance as soon as possible. If a member has chosen to purchase trip interruption and cancellation insurance, it is the member's responsibility to be aware of the policy details and how it may or may not apply to their circumstance. For all inquires about the contents and application of the policy, please contact the insurance carrier directly. In the case where the Club organizes a trip directly, trip cancellation insurance is not available.
Transfers Once you have submitted a deposit and application for a particular trip, you cannot transfer your application and payment to another trip.
Proper Identification
Each member is responsible for providing proper identification as required by the airlines and customs officials at border crossings. Effective January 1, 2008, a valid passport will be mandatory to gain entry to the United States. The Club reeusts that all members have a valid passport for border crossings. It is the member's responsibility to complete all trip application forms with the correct name as identified in the member's passport as this is the name in which airline tickets will be issued. Airline regulations stipulate that the name on the airline ticket must match the name on the passport.
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