Responsibility

It will be the responsibility of the trip taker to notify the trip chairperson or assistant (hereinafter referred to as “Chairperson”) in writing of their intent to cancel. Notification may be by telephone to the Chairperson on or before the cancellation date followed by a letter, or by a letter postmarked at the latest, on the established cancellation date. If a trip cancellation date isn’t identified (e.g. one day activity), then the last minute cancellation takes precedence.


Authorized Cancellation

When a trip taker notifies the Chairperson of intent to cancel before the cancellation date established by the East Iowa Ski Club for that trip, all monies will be refunded.


Cancellation

When a trip taker notifies the Chairperson of intent to cancel after the established cancellation date, but prior to the last minute cancellation date, it is considered a late cancellation. If airline tickets need to be reissued, the canceling trip taker will be responsible for the penalty to change the ticket. First preference for a replacement goes to the waiting list. If no waiting list, the trip taker can designate a replacement. If no replacement can be found, you will be responsible for any additional unrecoverable costs (such as transportation, lodging, etc).


Last Minute Cancellation

A last minute cancellation occurs when a trip taker notifies the Chairperson of intent to cancel within seven (7) days of a one-day or weekend trip, or within 21 days of a weeklong trip. This type of cancellation creates difficulty in finding last minute replacements. There will be an automatic 10% penalty (of total trip price) assessed on all last minute cancellations, in addition to any unrecoverable costs incurred (such as transportation, lodging, etc) due to the lateness of the cancellation.


Refunds

Refunds to authorized cancelers will be paid as notification is received and processed through the Club treasurer. All monies paid by late or last minute cancelers will be held by the Club until the financial records for the trip have been completed. The cancelers will then be eligible for a refund of the balance of their money paid less any penalties and costs incurred by the lateness of their cancellation.

I have read and understand the above cancellation policies of the East Iowa Ski Club. I also understand that trip prices can fluctuate due to unforeseen circumstances. I will act accordingly and abide by these policies.