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TRIP SIGN-UP PROCEDURES
After you decide which trip(s) you want to go on, complete the two-page Reservation/Release Form for each person on each of those trips. Forward these forms, with a deposit check for each person on the form, payable to The Sailing Club, Inc., to the person indicated on the reservation form. Reservation Forms not accompanied by payment will not be accepted.
Regardless of whether you receive this package at the Annual Meeting or other means, Trip Leaders will accept reservation forms at any time on or after March 29, 2025 but will not process them until APRIL 14. On that date, all reservations received to that point will be recorded in a random draw. All reservations received after that date will be recorded in the order received. Membership in the Sailing Club does not guarantee you a spot on a trip.
New members are encouraged to try a weekend trip before signing up for any week-long (or longer) trips.
A confirmation notice will be sent to you indicating your status on the trip. Your status will be one of the following:
Confirmed: You are a confirmed participant. When boat and crew assignments have been made, you will be sent a copy of the crew list.
Wait-listed until additional crew and/or skippers sign up: There is still space on the trip, but additional crew and/or skippers are needed before further boat and crew assignments can be made.
Wait-listed on a full trip: As of the day your reservation form was received, the trip was full. The Trip Leader will keep you advised of any changes in this status.
If paying by check: Reservation checks will not be deposited until you are confirmed on the trip.
If you know in advance that a trip is full and you want to be placed on the wait-list, you must still send in a reservation form and a deposit check.
Typically, a boat will sail with no more than one empty space aboard. Vacancies will be filled from the trip wait-list. Deposit checks will be returned, usually after the trip has been completed, to anyone wait-listed who does not get on a trip.
Qualified skippers who want to reserve an entire boat must first contact the Trip Leader to confirm boat availability. A reservation form and a check covering all spaces on the boat must be sent to the Trip Leader.
TRIP PRICING
The trip price includes charter fees for the boats and occasionally pre-determined miscellaneous trip-related expenses such as slip fees. Food, fuel, traveling expenses, and other incidentals are handled separately by each boat's crew, and are NOT included in the quoted trip price, except as described in the write-ups.
The Club covers its members for the damages that may occur on the trip. Nonetheless, this does not relieve the skipper AND crew from equally sharing the responsibility for providing for a safe and enjoyable trip for all involved.
The price for children is pro-rated based on sleeping accommodations. If a child shares a bunk with his/her parents or if two children share a single bunk, their cost is half the trip price. A child using one bunk exclusively travels at full trip price.
The Sailing Club, Inc. depends solely on the voluntary efforts of Trip Leaders, Assistant Trip Leaders and Club-qualified skippers to plan, organize and lead the various cruising activities the Club engages in.
In recognition of the large amount of effort and responsibility these individuals undertake, the following trip price discounting applies: Trip Leaders and Skippers shall each receive a 50% discount and Assistant Trip Leaders shall receive a 25% discount, before any non-discounted expenses, such as moorings or transportation. No individual receives more than one discount.
FINAL PAYMENT
A payment schedule is located at the end of each trip write-up with final payment due dates indicated on both the trip reservation form and the confirmation notice. Late payments are subject to a $10 late charge.
New reservations made after the final payment date must include FULL payment. Late charges do not apply in this situation.
CANCELLATIONS AND REFUNDS
For most trips, full refunds will be given for cancellations made 30 days or more (or as stated in the trip write-up) before the trip departure date. Cancellations after that date are not refundable if no replacement is found, regardless of reason, even medical. Otherwise a $25 fee will apply, regardless of reason or replacement.
In the event anyone cancels less than 30 days (or as stated in the write-up) before the trip departure date, and no replacement is available, he or she will also be required to pay any additional fees and charges that cannot be canceled prior to the trip, in addition to forfeiting all trip fees paid to date.
For trips that require more advanced planning, stricter refund policies may be implemented. Participants are always advised to read all trip documentation carefully.
NOTE: Individuals will not be permitted to select a replacement unless the wait-list is empty.
Any refunds due will typically be held until after the trip has been completed unless the Treasurer and the Trip Leader both agree to an alternate arrangement.