Cancellation and Refund Policy
1. Patch Ski Club (PSC) members who sign up for trip spaces and then cancel may deprive other members of the opportunity to participate. However, the Board of Directors (BOD) realizes that members may be forced to cancel due to unforeseen circumstances.
2. The PSC BOD will honor only those trip cancellation refund requests submitted directly to the Trip Captain (TC) of the trip in question (or TC Coordinator in case of TC’s absence) by the member canceling. The TC is not authorized to guarantee any refunds to the member.
3. As a non-pro t organization, the PSC must assess canceling members for any costs incurred when the member cancels a trip he/she has signed up for. These costs may include hotel, bus, and travel agency charges.
4. The following is an explanation of the cancellation, refund, waiting list, and exception to policy. a. All payments, regardless of costs incurred, will be refunded if:
(1) The PSC BOD cancels the trip.
(2) The PSC BOD changes the trip dates or transportation mode.
(3) A wait-listed member is not elevated to the con rmed list.
b. In addition to costs incurred, administrative fees will be assessed for cancellations as follows:
(1) 20 per space. At any time, if there is a wait list or a replacement(s) is found.
(2) 30 per space. Before the published nal payoff date, if there is no wait list and no replacement(s) is found.
(3) 50 per space. After the published nal payoff date, if there is no wait list and no replacement(s) is found.
c. For wait-list members elevated to the con rmed list, any unpaid balance becomes due immediately and cancellation fees apply.
d. Refunds will be made after the trip is completed and reconciled.
e. Exception to Policy. Member may petition for a full refund in extenuating circumstances. In such cases, the member must submit a written request for exception to policy to the PSC BOD within 30 days of the trip departure date and include supporting documentation validating their petition. Copies of of cial temporary duty or emergency leave orders, or a physician’s written recommendation that the member not participate in the trip, can be valid supporting documentation. The PSC BOD acts on each request on its own merits.