Trip Participation
1. Only Portland Chapter Oregon Nordic Club members with active memberships may participate on ONC-PDX overnight trips, even if it is a trip for which no money is collected. Non-members may join the club when signing up for an overnight trip. The membership fee can be paid at that time. The only exceptions are for overnight trail tending work parties or other activities that may be open to the public.
2. Overnight trip sign-ups are done online at the club website here. The website will begin accepting applications on a day and at a time specified by the ONC-PDX Board of Directors, with registration usually occurring during the week following the October general meeting. Once accepted, the trip applicants will receive a confirmation email. To participate in an overnight trip, a member needs to have a signed waiver and release of liability on file for the current membership year (Sept.-Sept.). Waivers can be signed quickly and online.
3. If a trip appears to be full during the registration process, applicants are encouraged to join the waitlist. Cancellations often occur, even at the last minute. Filling these from the waitlist benefits those wishing to go and those cancelling, as well as keeping the club finances in good order.
4. Trip leaders have the authority to not accept a trip participant application if: (i) the applicant does not appear to have the appropriate level of skiing ability for the trip; or (ii) bed availability does not match the a participant’s circumstances, e.g., the applicant will be traveling alone, does not want to share a bed, and only one double bed remains available, which is better suited for another couple that has applied for the trip.
5. Trip leaders, after consulting with the ONC-PDX Board and Overnight Trip Committee (OTC), may also deny a trip application based on an applicant’s behavior on previous ONC trips.
Wait List Participation Procedures
1. To be placed on a trip wait list, applicants should sign up online as they would to place a trip reservation. If space becomes available, they will be contacted and may then choose to fill the space, or decline.
2. Payment from participants who move from the wait list to the active trip roster will generally be made online and coordinated by those responsible for trip planning and website administration.
Trip Cancellation Policy
1. Trip fees and deposits are non-refundable, unless the trip leader is able to make a reasonable substitution for the cancelling participants.
2. Participants needing to cancel a trip should contact the trip leader immediately so that wait-listed applicants can be considered for placement on the trip roster.
3. If a wait list exists, the trip leader will determine whether wait-listed applicants can be reasonably substituted for the cancelling participant(s). If a wait list does not exist, and sufficient time is available, the trip leader will advertise the trip availability through reasonable means available to the trip leader, typically through the web forum and club newsletter.
4. If the leader is able to make a reasonable substitution for the cancelling participant, the cancelling participant will receive a refund of amounts paid, minus $10 for each participant associated with the cancellation plus any fees associated with the booking. All communications regarding trip cancellations and associated refund requests are to be directed to the trip leader, who will coordinate with other club members, as needed, to ensure the proper handling of the cancellation notice and refund request.
5. If the club cancels the trip, the full amount paid will be refunded. Trip cancellations are decided by the OTC in consultation with the Board President or their designee.
Travel Insurance. To avoid the loss of trip fees or deposits, the club strongly recommends that trip participants purchase travel insurance, which is available from a variety of providers. Please see Trip Insurance for the current listing of some trip insurance companies.
Policy and Procedure Waivers. The Board reserves the right to waive any overnight trip policy or procedure when in the best interest of the club to do so.
Approved by the Board in 2018 and revised in 2019, 2023 and 2026.