LONG TERM TRIP CANCELLATION/REFUND POLICY:

Definition: Trips will be classified as Short Term if less than five (5) days. 

The following is an excerpt from the GM Ski Club By-Laws concerning Long Term Trips. Short Term trips have a separate policy.

Article X 
Section 2 Deposits and Cancellations

a) Sign-up:

No member may sign up for an event without leaving at least the minimum deposit. The minimum deposit is required to officially be wait listed. The Trip Leader shall inform those people wait listed of the remaining amount due at the time of notification. At that time, they will be responsible for making all payments up to schedule. Any payments mailed to the Trip Leader must be postmarked within five (5) days and received by the Trip Leader within ten (10) days, the Trip Leader may make that opening available to a second person, without further contacting the first person who is delinquent.

b) Deposits:

The minimum deposit will be 25% of the total cost of the trip. The balance will be paid in two (2) equal installments, with payment schedule to be determined by the Trip Chairperson. Total balance is due 45 calendar days prior to departure.

c) Cancellations:

1) If full payment, or written notice of cancellation, is not received by the last payment deadline, then deposit and payments will be forfeited per the schedule below.

2) The following schedule details the amount a person may forfeit if they cancel or fail to show on time on the day of departure. Unrecoverable expenses are expenses incurred by the club for transportation, lodging, etc. due to cancellation of the member:

a) If more than ninety (90) calendar days prior to departure, he/she is assessed only unrecoverable expenses.

b) If less than ninety (90) calendar days prior to departure, he/she is assessed a $50 cancellation fee plus unrecoverable expenses.

c) "No Show" on the day of departure forfeits the total cost of the trip.

d) If a canceller finds a substitute for himself, he/she will only be subject to any unrecoverable expenses. The canceller is responsible for collecting all forms and monies for the trip and transferring them to the Trip Leader before the commencement of the trip.

Section 3 Refunds:

This section applies to both Short and Long Term trips.

a) A full refund will be made if, for any reason, a trip is canceled by GM Ski Club and/or the Tour Operator.

b) A refund of the deposit will be made if a member cancels while still wait listed. A full trip accounting shall not be required to execute the refund process.

c) Requests for refunds will be processed by the Trip Leader only after the event is run and all revenues and expenses detailed. The Trip/Activity Leader shall provide the Ski Trip Chairperson or Activities Chairperson the requests which includes the of names, addresses, phone numbers, date of cancellation, and amounts requested within thirty (30) calendar days of completion of the event. At the next Board Meeting, the Treasurer will write refund checks. It will be the responsibility of the Treasurer to mail the refund checks to the cancellers.

d) Members may appeal any determination of a refund to the Board of Directors. Any request to deviate from the above policy must be submitted in writing to one of the officers within sixty (60) calendar days of the completion of the event and approved by a majority vote of the Board of Directors.

The following is Article XII of the GM By-Laws concerning the Club Smoking Policy

Section 1 

Club Meetings: The Club recognizes the needs of non-smokers and prohibits smoking, except in designated areas outside the meeting area. This pertains to all meetings conducted for Club business when the environment is under control of the Club alone.

Section 2 

Ski Trips and Activities: Smoking is prohibited when non-smoking members are present during transportation, social meetings, or other gatherings where the nature of the environment (i.e., bus, enclosed room, etc.) makes smoking offensive to non-smokers and is under control of the Club alone. It is the responsibly of the Trip Leader or Activity Leader to enforce this policy.

Section 3 

Rooming Arrangements: The Club recognizes the difficulty of making rooming arrangements between non-smokers and smokers. The Club therefore prohibits smoking on all trips where rooming arrangements are made by the Club, except when all roommates unanimously consent to permit smoking and the rooming facility permits smoking.