Onondaga Ski Club
Revised 12/31/16 by OSC Trip Committee
1. The Onondaga Ski Club, a nonprofit membership corporation, with the approval of the Board of Directors, may make arrangements and enter into agreements that it deems necessary or proper for each club organized or club sponsored trip.
2. All trip participants must be OSC members, with confirmation by the trip leader. Members shall reserve a space by submitting a signed trip agreement and paying the required deposit. Reservations are accepted on a first come, first served basis until the trip is filled, after which a waiting list will be maintained by the trip leader until trip departure.
3. Full payment is required four (4) weeks in advance of trip departure.*
4. The club’s trip committee reserves the right to change the trip price up until four (4) weeks* prior to trip departure. Price adjustments apply to all trip participants and are subject to conditions in the refund policy set forth below.
5. The club reserves the right to cancel any trip at any time. If canceled, all monies paid by participants may be fully refunded. Monies refunded to the club will be dispersed to participants.
6. Cancellations by trip participants are subject to the refund policy set forth below.
7. The Trip Leaders will review and decide on the disposition of any surplus funds existing at the conclusion of the trip caused by foreign exchange rate fluctuations or other changes in expenses of the trip.
8. Participants are completely and individually responsible for their own actions and inactions on the trip, and bear solely the burden of any and all liability incurred there from.
9. By signing the trip agreement, I recognize and acknowledge that any athletic or outdoor activity involves a degree of risk, and I willingly and knowingly hereby accept any and all such risks associated with Onondaga Ski Club trips, and therefore I, my family, and/or heirs, agree to release from liability forever the Onondaga Ski Club, its officers, directors, members, associates or agents, and hereby waive any and all rights to make ANY claim against said persons and/or entities, for any losses of any kind, personal injuries or my death as a result of my taking part in/on any trip that the club offers or organizes.
10. After trip arrangements have been finalized, participants may be required to sign a "Special Conditions" supplement to the trip agreement, which reflects conditions specifically relating to that trip.
11. In the event of a trip participant cancellation, a person on the waiting list has priority over any other replacement.
12. It is understood and agreed that the club shall not be held responsible for any change in trip plans due to weather or unforeseen problems by the supplier of services.
13. Any minor must be accompanied and supervised by a parent or guardian who shall be fully responsible for the actions of said participant.
14. It shall be the sole responsibility of said parent or guardian to ensure that any participant not of legal age in the State of New York shall comply with all laws and regulations during the trip, especially as they relate to the consumption of alcoholic beverages.
15. These policies and agreement applies to any trip where the participants are required to sign a trip agreement.
*Unless another time limit is stated in the trip’s advertisement
REFUND POLICY
1. Cancellations must be made in writing, and may be made at any time prior to trip departure by notifying the trip leader in writing by mail or email.
2. Unless another time limit is stated in the trip's advertisement, as nonrefundable trip payments come due and are paid to suppliers of services, the prorated portion of each person’s payments becomes nonrefundable.
3. Cancellation fees will be determined prior to the announcement of the trip based on contractual requirements of the suppliers. The trip leaders will be responsible for communicating these requirements to the trip participants.
4. If a trip is sold out, and if trip slots are transferable and a replacement is made, all monies paid by the cancelling participant, except those as noted in paragraph #3 of this refund policy, are fully refundable.
5. If a trip is sold out, but the positions on the trip are not transferable (as required by a third party such as a travel agency or airline), the participant is responsible for the prorated cancellation expenses incurred by the Club. All other monies paid by the participant are refundable, except those set forth in paragraph #3 of this refund policy.
6. If a participant cancels and if no replacement can be found or the trip is not sold out, the participant is responsible for the deposit, prorated expenses incurred by the club and any cancellation fees as established in paragraph #3 of this refund policy. All other monies paid by the participant are refundable.
7. By signing this trip agreement, you agree to comply with all requirements set forth by the trip leader(s), tour companies, transportation companies and destination resorts. Failure on your part to comply with requirements, after the second request is attemped, may be grounds for removal from the trip. If you are removed from the trip, all monies (paid by said participant) will not be returned.
8. Any foreign exchange refunds modifying the trip cost will be communicated to each trip participant within thirty (30) days of the “lock” on the foreign exchange rate. In the event the foreign exchange rate is “locked” prior to the trip announcement, trip participants will be informed that the exchange rate has been locked and will be calculated into the price of the trip.
9. Any refunds due to participants will be declared within thirty (30) days and paid within sixty (60) days of the trip's completion.
10. This refund policy applies to all trips without exception. It applies to other club activities at the discretion of the activity leader or the Board of Directors.
Back of Trip Agreement Form
TRIP RULES and CANCELLATION POLICIES of ONONDAGA SKI CLUB
Trip Sign Up
1. Trip Participants are responsible to submit all required TSA information prior to airline ticketing or two months prior to the trip whichever comes first. Failure to provide this information could result in the replacement of the participant. The Trip Leader shall treat this information as private and confidential and will only be shared with the trip co-chair and suppliers, when necessary.
● Once issued, the Trip Participant is liable for any airline change fees and all unrecoverable expenses.
● All Airline Baggage Fees are the responsibility of the trip participant.
2. OSC recommends participants obtain Trip Cancellation / Interruption and Trip Medical Insurance.
Payments / Cancellations / Split Packages / Exchange Rates
3. Failure to make payments according to the trip payment schedule may result in replacement of the participant.
4. Prices listed are based on a group package. Changes to the basic package may not be available and, if available, may be subject to a fee to preserve the integrity of the contract with the vendor, airline, lodging or other suppliers.
● Trip Participants using Own Air option may be responsible for their own ground transportation to and from the resort if their flight arrives or departs at a different time than the OSC contacted flight.
● Rooming is based on double occupancy in hotel/lodge/motel rooms or condo rooms.
● A trip participant may have the option to pay an additional single supplement fee for a private bedroom.
5. International trip prices are subject to changes in value of the US Dollar vs. the currency of the host countries.
Trip Participation Rules / Liability
The Onondaga Ski Club acts only as an agent for the contractors and owners providing services associated with this trip and are not liable for injury, loss or damage to or in respect of any person or property. OSC makes every effort to guarantee prices, but cannot absorb increases beyond their control including fuel surcharges, tax increases, or any other act outside the actual control of OSC. Trip participants must absorb these increases. In the event of inclement weather, natural disaster, any other Act of God, illness or injury, labor disputes, accidents, government travel restrictions, acts of war or terrorism or other declared national emergency, or any other circumstances beyond the control of the OSC that may delay, necessitates medical care, special transportation or other expenses, it is not the responsibility of the OSC to pay for resulting costs and expenses. This includes, but is not limited to, additional lodging, meal, medical, or transportation expenses other than those specifically contracted in this OSC trip.
Illness / Injury Policies
6. The Trip Participant must assume the primary responsibility for his/own health and welfare.
7. It is the participant’s responsibility to seek, arrange and submit to medical treatment due to injury or illness. If the participant is unable to do so due to a medical condition or an incapacity, his/her emergency contact and / or next of kin shall be contacted to make arrangements for medical treatment.
8. The Trip Leader(s) cannot offer medical advice nor make medical decisions on behalf of the participant.
NOTE: Current membership in Onondaga Ski Club is required for all club-sponsored trips.
(*) IF paying by check, make checks payable to Onondaga Ski Club and send to the trip leader.