Trip Participation
1. Only Oregon Nordic Club members 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 overnight trail tending work parties and Tilly Jane Club project weekends, which are open to non-member volunteers.
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 should contact the trip leader directly to: (i) confirm that the trip is actually full; and (ii) if full, to be placed on the trip wait list as cancellations are relatively common.
4. Trip leaders have the authority to not accept a trip participant application if 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 Procedures
1. To be placed on a trip wait list, applicants must submit a completed trip application to the designated trip leader, along with a check for the full amount of the trip fee. If space becomes available, wait list participants may then choose to fill the space or decline.
2. Wait list checks will not be cashed until the wait list applicant has been moved from the wait list to the active trip roster. The check will be destroyed when the trip leader determines that a cancellation is unlikely or upon the request of the wait list applicant. Wait list applicants will be notified when the check is destroyed.
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.
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 and 2023.